| Overview
In CATM's streamlined executive meeting structure,
the Toastmaster is more than the Master of Ceremonies; the CATM
Toastmaster is also the promoter, manager, protector, and chief entertainer
of the meeting. At CATM it is primarily the Toastmaster's job to get
the most out of his or her fellow members for the meeting, resulting in a
smooth, fully staffed meeting with three or more Speakers. The
Toastmaster is also charged with maximizing attendance—of both members
and guests alike.
Some
clubs divide the CATM Toastmaster's duties into as many as four separate roles (presiding
officer, Toastmaster, invocation speaker, Table Topics Master). We
feel our adjustments make for a more efficient and modern meeting
style where each participant receives the maximum return on
investment of time.
We also depart from
a more conventional meeting style in that we no longer have a General Evaluator
role; instead, our meeting format provides the Toastmaster necessary
critique via group feedback at the end of the meeting, and it is also up to participants to discuss
the strengths and weaknesses of the overall meeting at that time via
the same open floor period.
As the “master of ceremonies”,
the Toastmaster is the genial host who conducts the evening's program
from start to finish. Because of the importance of this role, it requires a great deal of preparation. You should preside with sincerity, energy, and decisiveness, making the speakers and all meeting participants feel comfortable, and making sure the proceedings move forward smoothly.
Unless a dedicated Table
Topics Master has been assigned to the meeting, the CATM Toastmaster
serves the functions of that role and provides members an opportunity to speak extemporaneously, without the advantage of specific preparation. Table Topics responses are impromptu and brief (not less than 1 and not more than 2 minutes each) and the exercise helps members learn to think and speak “on their feet”.
Prerequisites
One speech, prior service as
Counter and
Speaker Evaluator, and attendance at a minimum of three meetings. This task is not usually assigned to a member until s/he is quite familiar with
CATM procedures.
Before the Meeting
- Send an e-mail to CATMo
list calling for r.s.v.p.s and volunteers for any open
assignments.
- Contact each
Speaker
and key participant.
- Read the "Mastering the Toast" assignment in the ACLP Special Occasions Speeches manual (a club officer will give you a copy of this book prior to your scheduled assignment). Using this guidance, you may wish to begin offering toasts from the floor at one or more meetings before you are scheduled to deliver your "official" toast.
- Review CATM documents
Choosing Meeting Theme and
Introducing Speakers. You should also read all article reprints concerning introductions that are posted in that section.
- Gather background information and prepare
Speaker introductions.
Have each person you are to introduce offer you a draft
introduction and use that to build the actual introduction you
use.
-
The chief objective of
your introductions should be to build each Speaker's credibility
by mentioning speaking experience and qualifications or
credentials relevant to the selected topic and to help put him or her at ease.
You must also inform the audience about what the Speaker has been assigned to do.
This is especially important when Speakers are not all working on the same assignment,
as is usually the case. Your introduction should include a very
brief description of the goals and objectives of the speech
assignment.
- Read CATM's
Responding to Table Topics and the article reprints posted on the Website to familiarize yourself with what
Table Topics Speakers expect (and also on how to keep them on their toes).
- Prepare at least eight Table Topics. Be creative. Tailor your selection of Table Topics to match the theme of the meeting, if possible. Do not merely parrot what you have seen; rather, try to put your own stamp on the role.
- There are several basic formats
for Table Topics: 1) scenarios, dilemmas, or predicaments; 2) simple phrases, sentence fragments, or one word topics (e.g. “Speak on the subject of leaves.”, “median strip”, or even “loyalty”); and 3) reactions to thematically relevant, thoughtful, or humorous quotations (you might wish to withhold the name of quotation’s author until after the “victim” has replied, and, furthermore, it is preferable to select quotations only from figures you can speak about with some authority).
- To maintain the audience’s interest and alertness, try to select a mix of Table Topics formats. The less predictable you are, the better!
- Review the CATM calendar so that, if possible, you only select members who do not have assigned roles. Plan to call on unassigned participants first, members with minor roles next, and Speakers last. Do not call on Guests unless you have received their permission in advance. Make a list of potential “victims” and “back-up victims” before the meeting so you will not have to struggle with remembering names and assignments at the podium or lectern.
- Prepare remarks which can be used to bridge the gaps between program segments.
- Make sure an agenda is prepared and enough copies printed for the expected attendance.
- Plan to arrive at the
meeting at least fifteen minutes early.
Upon Arrival at the Meeting
- See that copies of the agenda and other materials are distributed.
- Check with participants for any last minute changes.
- Ask guests if they
wish to participate in Table Topics.
- Discretely check to see that your intended
Table Topics "victims" are present and select alternates if
desired—but do not give any warning! Remember: You want everyone to speak extemporaneously!
- Shepherd people to their seats so that you begin on time, if at all possible.
- Sit near the podium or lectern to
minimize travel to and from the front of the group.
During the Meeting
- Make opening remarks
or invocation.
- Deliver toast, open the floor to volunteers
to offer additional toasts, and then call on
participants without a role who have not already offered a toast. If there are no volunteers,
you may wish to call on one or more of the previous Toastmasters.
- Lead the applause for each
Speaker and Table Topics Speaker.
- Take care to keep
the meeting moving. Do not pause between agenda items. Keep
a good flow going that makes the audience feel confidence in
your leadership. If you do not have the agenda committed to
memory, it is recommended that you make easy-to-follow notes
about the agenda on index cards rather than struggling to read
the small type of the printed handout at the lectern.
- Introduce each Speaker
(and the Listener, if applicable).
- Summon the Counter's
report and call for vote for Best Speaker.
-
Briefly state the purpose of the Table Topics segment (paraphrased above) for the benefit of guests.
Advise audience members to stand at their chairs if they are
called upon; time and format constraints do not allow Table
Topics Speakers to take the podium or lectern. Caution against delay
tactics such as asking for a Table Topic to be repeated.
- Present the first Table Topic and
then call on someone to give the Table Topics Speech. Do
not overtly or accidentally forewarn those about to
receive a Table Topic. If you are not able to discretely instruct them to stand and s/he does take the podium or lectern, you should not return to your chair. Instead, stand by, behind, and to the respondent's right. Never leave the podium or lectern unattended.
- Deliver the next Table Topic and then select the next
Table Topics Speaker.
Keep an eye on the time. It may be necessary to delete some Table Topics in
order to keep on schedule. It is important to keep the meeting moving along and on schedule.
- After the last Table Topics
speech, ask for the Counter’s report and ask all meeting participants to vote for
Best Table Topics Speaker.
- Award 1st Place ribbons to
the Best Speaker and the Best Tables Topics Speaker. In the event of a tie for any category, the
Toastmaster shall use objective and subjective criteria to decide the who will receive 1st Place ribbon. Take great care
not to mention any tie votes and do not identify the 2d place runner-ups (it inadvertently points outs who the audience did not think did as well).
After the Meeting
- Seek out specific feedback from others,
especially from those who have served as Toastmaster previously.
- Be sure to have a club officer complete the evaluation portion of the the "Mastering the Toast" assignment in the ACLP Special Occasions Speeches manual. You will use this in the future to receive credit.
- Please feel free to e-mail your prepared
remarks to the club president for posting on the Website.
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