One should note that each clubs procedures and responsibilites for each role may vary slightly. The major differences occur between noon hour clubs and evening clubs.
The main duty of the Toastmaster is to act as a genial host and conduct the entire program, including introducing participants. Program participants should be introduced in a way that excites the audience and motivates them to listen. The Toastmaster creates an atmosphere of interest, expectation, and receptivity.
One creative way to set the atmosphere for the meeting is to set a theme for the meeting.
The most important factor in being a successful toastmaster is being prepared. Have the agenda made and attendees confirmed (however things happen as we're all working). What will you do if the table topics master or the SAA doesn't make it?
The Toastmaster:
Prior to the Meeting:
Confirms the participants for the meeting as per the schedule, plans the meeting, and sets the agenda.
Contacts speakers to prepare for a proper introduction during the meeting and to determine if they would like additional written feedback from attending members. If speaker wants club feedback (versus a single evaluator), bring appropriate evaluation forms to the meeting.
Introduces speakers. Introduction should include:
1) Speaker’s name and brief "introduction". Consider using the following information in your introduction of each meeting speaker: time in the club, personal facts, job - or title, speaker’s goals in Toastmasters, accomplishments (in or outside of Toastmasters).
2) Speech Title, and number
3) Brief summary of the speech objective (manual points)
4) Any specific objectives the speaker hopes to accomplish (reduce uhms, improve body language...)
Introduce meeting participants. Introduction should include the name of the participant and some interesting fact about the member - Consider using the following: time in the club, personal facts (job, family…), speakers accomplishments / goals in or outside of TM, goals.
At the Meeting:
Arrive early, finish any last minute details (check with speakers for changes), and distribute agenda. Sit near the front of the room for easy access.
During the Meeting:
The Sgt. at Arms will introduce you and then you will take control of the meeting.
Preside the meeting with sincerity, energy and decisiveness. Take your audience on a pleasant journey and make them feel that all is going well. If possible encorporate humour. Always lead the applause until the new speaker reaches the podium.
Keep track of the duties of others and if they were missed slip them in (ie: filling out the voting chits). Keep track of the timeliness of the meeting and make appropriate adjustments in the agenda as the meeting progresses. It is your job to ensure the meeting is kept on time.
Following the General Evaluation your last duty is to collect the voting chits and tally the results and present the winners to the club.