GUIDELINES FOR TOASTMASTER OF THE EVENING

1)You are the emcee and chairperson of the meeting-ensure you are neatly and properly
attired.
2)Act as a genial host and conduct the entire program.
3)Introduce the participants in a way that excites the audience and motivates them to
listen
3) Create an atmosphere of interest, expectance and receptivity

PRIOR TO MEETING

1)Check with Vice President Education (VPE) to find out if there is a special theme for
the meeting.
2) Check with VPE if there are any program changes
3)Liaise with the Table Topics Master to refrain from calling program participants; call
those without any duty to perform.
4)Obtain a copy of the Speaker”s Profile on each project speaker from the VPE
5)Prepare introductions for each speaker. A proper introduction is important to the
success of the speaker’s presentation. Use POETTS FORMAT as described in the profile.
6)Prepare remarks that can be used to bridge the gaps between program segments. You
may never use them, but you should be prepared to avoid possibly awkward periods of
silence.
7)Performing as Toastmaster of the Evening is a valuable experience. The assignment
requires careful preparation in order to have a smoothly run meeting.

AT THE MEETING

1)Arrive early in order to finish any last minute details

2)Go through program sheet to see if there are any last minute changes eg change of
appointment holders.
3)Check with speakers for any last minute changes
4)Sit at the top of the U –SHAPE, EITHER ON LEFT OR RIGHT SIDE, and have your
speakers do likewise for quick and easy access to the lectern.

DURING THE MEETING

1)Preside with sincerity, energy and decisiveness. Take your audience on a pleasant
journey and make them feel that all is going well.
2)In the event the SAA omitted to remind the audience to switch off pager or mobile, you
do it.
3)In the event the SAA omitted to introduce the guests, you do it.
4)Announce changes, if any, on the program sheet.
5)Follow the sequence of items as indicated on the program sheet
6)Keep an eye on the time to ensure that the meeting ends as scheduled. Be prepared to
sound TTM to cut off if he/she is running over the slot of 20 mins.
7)Always lead the applause before and after the participant has finished speaking
8)Remain standing near the lectern after your introduction until the speaker has
acknowledged you and assumed control of the meeting, then be seated.
9)Introduce the Language Evaluator as you would any speaker, using POETTS format
10)Lead by using the Word of the Day introduced by the Language Evaluator
11)Introduce the President as you would any speaker. (Do not use POETTS..but just a
sentence or adjective you think is appropriate) but use this line: LET ME NOW CALL
UPON OUR PRESIDENT…., COMPETENT LEADER, IRENE WONG TO ADDRESS
US.
12)Introduce the Table Topics Master as you would any speaker. Use POETTS format
13)Arrange for Toastmaster sitting near the board to write the names of toastmasters
participating in the Table Topics on the board. Best is to have this arranged earlier, and
pick someone familiar with club members.
14)If Table Topics Master forgets to call for the Timer’s report and vote for “Best Table
Topics Speaker”, you do it.
15)Announce refreshment break and ask audience to return to their seats by a certain time
as per the program.
16)In the Prepared Speeches section, introduce the speakers as per the Speaker’s Profile
in the order of POETTS. For each speaker, read out the timing , eg “The time is 5 to 7
minutes. At 5 minutes, the green light will be flashed; at 6 minutes, the amber light will
be flashed; at 7 minutes, the red light will be flashed. You have 30 seconds to round up
your speech, upon which the bell will be sounded.”
17)At the conclusion of the Prepared Speeches, request for the Timer’s report. The Timer
should give the full report of time taken by each speaker and highlight any speaker who
does not qualify for the vote for” Best Speaker”. If not, request for it.
18)If there are at least three speakers who qualify for the vote, request the audience to
vote for “Best Speaker” . Request the SAA to collect the votes. No vote for two speakers
or less.
19)Introduce the Speech Evaluators as you would any speaker. As time is standard for all
project evaluators, just read out the time once eg “The time is 2 to 3 minutes. At 2
minutes, the green light will be flashed; at 2 ½ minutes, the amber light will be flashed; at
3 minutes, the red light will be flashed. You have 30 seconds to run up your speech, upon
which the bell will be sounded.
19)At the conclusion of the Speech Evaluation, request for full Timer’s Report for the
Evaluators.
20)If there are at least three Speech Evaluators who qualify for the vote, request the
audience to vote for the “Best Evaluator”. Request the SAA to collect the votes. No vote
for two evaluators or less.
21)Invite the Language Evaluator back to the lecturn.
22)Mention that in all meetings, we learn and grow. To know where we have used
unnecessary words when speaking, there is a TM sitting quietly, listening and recording
all PAUSE FILLERS. In our club, it is a practice to fine the speaker 10 cents for using the
unnessary word, and for using the world of the day, he’ll have a credit of 10 cents. The
money will be collected by our little PIGGY BANK. Introduce the TM who has been
listening and recording all the pause fillers. Request for the FULL report.
23)Introduce the General Evaluator as you would any speaker.
24)Invite the President back to the lectern to present ribbons to the winning speakers of
the evening and to make any announcements. The President will call the meeting to an
end.

GREETING DURING CHAPTER MEETING

“Mdm President, Area Governor, Honoured Guests, Fellow Toastmasters……”

If we have another guest more senior than Area Governor, then use:

“Mdm President, District Governor, Honoured Guests, Fellow Toastmasters……”

If we have a number of guests from area and District, then use:

“Mdm President, District Officers (a general salutation), Honoured Guests, Fellow

Toastmasters”

JUST REMEMBER…YOU MUST WAIT FOR EACH SPEAKER TO COME UP TO

YOU, SHAKE YOUR HAND, BEFORE YOU CAN WALK AWAY. DO NOT LEAVE
THE LECTERN VACANT.

REMEMBER TO THANK EACH SPEAKER AFTER THEY HAVE MADE THEIR

SPEECH.

Good luck and enjoy the evening.

24July05