Toastmasters Of the Evening
One of the toughest roles, but it's similar to the Icebreaker. You might be afraid of it at first, but once you've done it, it'll be much easier in the future.
You are essentially the leader and coordinator of the evening, which can be a big challenge to overcome, but if you stick with it you can do it.
- You can always ask other members!
- Check the agenda; are the roles filled out? (some clubs ask members who attend the meeting to take a role in advance, this is possible but not usual in our club)
- Print the agendas out with at least 20 pieces (the treasurer can re-finance your costs if you wish to)
- Think out "questions of the evening" which everyone can answer with one-two sentences during the introduction round. (Examples from the past: What would you do if you weren´t here right now? What is your favourite drink? Etc.)
- You may check yourself as the administrator of the evening in easyspeak (we can explain how to do it) and make changes to the agenda
Before the meeting:
- Arrive a bit earlier if possible and assure the room is already prepared from the Sergeant of the Arms. If he is not attending, you have the responsibility... Let the arriving members help you!
- Empty spots on the agenda? Ask members to take the roles. Some members may have more roles or ask guests if they would like to take one.
- Ask the grammarian about the "word of the evening".
- Delegate at least one-two members to be responsible for inviting guests.
7:10 pm - we start 😊
- Small introduction and explanation what TM is about, international organisation,..
- Introduce the word of the evening
- We start with an introduction round. Name, "how long have you been a Toastmaster", the question of the evening and they may use the word of the evening. Explain why we are clapping so much as some of the newer guests may wonder.
- Introducing the speaker. Ask the Evaluator to read the objectives and then ask the speaker on the stage. Be sure to include a big applause. We call the speaker with his name and name of the speech as: Name - Speechtitel - Speechtitel - Name (you can see an example on the videos of the world championship of public speaking)
- Introduce the Table Topic Master.
- Watch the time with the Timer and decide how long table topics should be and how long to take a break (to adapt to the agenda again)
- After the Break: invite the General Evaluator to lead the second part of the evening
- After the General Evaluator: Make a Toast.
You made it!
Evaluator (of a prepared speech or of the impromptu speeches)
One of the most important tasks as a good evaluation helps us to improve. Yet, how do you do it effectively?
Form your speech into an opening, a body and a summary.
Tell your evaluation in a motivating way while avoiding personal attacks (our immediate reaction to an attack is a defensive regardless what is said later).
You can replace the word 'mistake' easily by changing it to say 'where you could improve..."
Use the "I view" (I think, I feel,..) instead of telling "you" in an negative sentence (I feel it was too short instead of -You were too short).
Try to be motivating, find also some positive aspects and be not critising (only). If there were a lot of mistakes, you may consider focusing on three only.
You may use notices during your speech.
To get feedback is an important part of the meeting. You are now the leader of the second part and call every evaluator and all other roles on the stage. Describe every role with some words.
Afterwards, your role is to give feedback on everything else.
How was the room? The first impression? Care about guests? The start? (Therefore, your function begins before the start) The Toastmasters of the Evening and the Table Topics Master? The Evaluators and all other roles? The general impression?
Your time limit are 3-5 minutes and after then, you will hand over to the Toastmasters of the Evening who will finish the evening.
Many of us use them, even we don´t like them. One of the ways how to lose the filling words is to know how many we did. It is your task.
Please, listen all evening to every member and guest from the start on and count ever "ah, eh, so, like" or other (repetitive) words/sounds you notice. There are different ways how to notice it, be creative.
You also may distinguish whenever the person has a prepared speech or it is an impromptu speech (f.e. during a speech none, but during an impromptu situation 10,..).
At the end, you will present the results within 1-2 min.
There are different ways how to do it. If someone had more than 10, you may say "more than ten" (and I can tell you the exact number in private); comment how they did in different situations (prepared speech, impromptu...). You may be creative and find a new way.
We were listening the all evening. It is now the time to prove how we have listened. Notice all interesting information that the members or guests say during the introduction or the stage presentation.
Find out information which could of made it funny to answer them.
How to do it? There are more ways. You may simply ask questions; you may combine some information; you may ask for counting (how many ...?); you may provide the answer and ask for the question;..
To be able to say all information in a given timeframe is an important ability. By being too short or long you could lose your audience. It is your job to keep an eye on our time schedule.
Green- the minimum expected, under the optimum, the red light signalises the time limit was reached. During a contest, the contestants are disqualified if they stop speaking before the green light and 30s after the red light is reached. It is why we control the time and give the colour signal to the speakers on the stage.
Also, pay attention during the table topics and give a signal to the table topic master when the last question should be asked before the break starts. Remind the Toastmaster of the evening when the end of the break is close and help him to inform the attenders.
Notice all the times and give a review how we did.
There are more ways how to do it. You may explain why it is important to be on time, to read the times, to make comments (all speakers were in the time limit, the majority of the evaluators were red, table topics of guests were under 1 minute - tell it in a motivating way; ...)