Sample Toast Master President Role

[President]: I would like to call this meeting to order. Welcome fellow Toastmasters and esteem guests. It’s my privilege and pleasure to welcome you to the Inspired  Toastmasters Club. As President I would like to recognize any guests we have today. Do we have anyone new guests here today?
Thank you for attending our meeting today.

Welcome and we hope you will enjoy our meeting and we also would like you to participate in our meeting today. You will have a chance during our Table Topics..

There are two main parts of our Toastmasters Club meeting .In part 1 of our meeting we will have members and guests practice their “Thinking and Speaking on their feet” skills This is also known as the Impromptu Speech section of this meeting.

.Secondly , the Prepared Speech session is where we have our members delivering speeches based on the 10 projects from the basic Communication & Leadership Manual
As President  of the Day, it is my duty to introduce the appointment holders who will assist in the running of today’s meeting. I would like to introduce our General Evaluator  for today, Madam (Mister) _____FFF
[applause, shake]

 
As General Evaluator for this meeting, He/She will be observing the meeting, making notes, and offering reports and general comments at the end of the meeting. In addition, We have a team who will be assisting me in these duties.
I would like to introduce my team now and ask each of them to stand and briefly describe the role they will be performing today.
Madam (Mister) Timekeeper, would you please stand and describe the timing sequences for the prepared speeches today

[Timekeeper]: Thank you Madam (Mister) General Evaluator.
One of the skills of a Toastmaster is to deliver a speech within a strict time limit. In order to accomplish this task we will be using a timer and three cards, green, yellow and red to signal the speaker.
Anyone who will present their “Ice Breaker” speech today will be given four to six minutes to complete the speech. This means you must pass the four minute mark but not exceed six minutes by more than 30 seconds for your speech to qualify. If you exceed the 4 and a half seconds you will need to repeat the speech at a later date and you will not be in the running for the “best speech” competition held at the end of this meeting.
For all other speeches presented today from the Toastmasters Competent Communication manual, you will be given 5 to 7 minutes. Your speech must last longer than 5 minutes which will be signaled by me holding up a green card. At 6 minutes, I will hold up a yellow card. When you see me hold up a red card, you will have 30 seconds to complete your speech or it will not qualify.
The green card will be raised once you qualify, a yellow card will be raised during the midway point. Once you see the red card raised, you will have 30 seconds to complete your speech to qualify.

Speech Duration:
4 – 6 minutes for Ice Breaker speeches:
Green card at 4min,
Yellow card at 5min,
Red card at 6min

5 - 7 minutes for manual speeches:
Green card at 5min,
Yellow card at 6min,
Red card at 7min

1 - 2 minutes for table topics:
Green card at 1min,
Yellow card at 1.5min,
Red card at 2min
 
[General Evaluator]: Thank you Madam (Mister) Timekeeper.
I would now like to introduce our Grammarian and AH-counter____CCC.
Please stand and describe your role.
 
[Grammarian and AH-counter]: Thank you Madam (Mister) General Evaluator. The Grammarian role points out any obvious or not-so-obvious mistakes in word usage, grammar, and pronunciation. As AH-counter, I help cure the speaker of the annoying habit of “vocalized pauses”, like Ahhh, errr, and uhhh’s. By counting all of the filler words the speaker uses, I hope the speaker will realize and correct their bad habits.
I will also record anyone who successfully uses the “word of the day”. Today’s word is _____HHH. To qualify your speech, you will need to use the “word of the day” into your speech. Thank you.
 

[General Evaluator]: Thank you Madam (Mister) Grammarian.
Now is the time for the prepared speeches.  And to introduce the Speakers will be the Toastmaster.  Please welcome back our Toastmaster.

[Toastmaster]:  Thank you Madam (Mister) General Evaluator]:  Today we have ______III. After each speech we will all take a minute to write down some notes for the speaker to use as an evaluation of their speech. This will let the speaker know what they did well and what they need to improve on.

Our first speaker today is _____JJJ. (give intro/bio of speaker) Their Evaluator will be _____MMM.
[applause, shake]
Our first speaker today is _____KKK.  (give intro/bio of speaker) Their Evaluator will be _____NNN.
[applause, shake]
Our second speaker today is _____LLL. (give intro/bio of speaker) Their Evaluator will be _____OOO.
[applause, shake]
 
[after each speech]
[Toastmaster]: Thank you for that speech. Everyone please take a minute to fill in your evaluation forms for that speech. [wait one minute].

[Toastmaster]: It’s now time for the impromptu portion of our meeting. The Table Topics should challenge us and help us think on our feet without any preparation.
Please help me welcome our Table Topics Master to the podium today.
[applause, shake]
 
[Table Topics Master]: Thank you Madam (Mister) Toastmaster, Fellow Toastmasters and guests.
The purpose of the Table Topics portion of our meeting is to provide an opportunity for members of the audience to practice impromptu speaking.
Each Table Topics speaker is encouraged to remember and use the “word of the day” in their response to the question posed. Again, today’s “Word” is _____HHH. A speaker is required to use the “Word of the Day” in order to qualify for the vote for Best Table Topics Speaker.

Madam (Mister) Timekeeper can you please stand and explain your role during the table topic speeches?
 
[Timekeeper]: Madam (Mister) Table Topics Master, fellow Toastmasters, and guests, I will be timing our Table Topics responses and the prepared speech evaluations. Our goal is to complete each speech after the green card is shown and before the red card appears.
I will show the green card starting at 1 minute into the speech. I will continue holding up the green card until a minute and a half when I will raise the yellow card. At 2 minutes into the speech I will hold up a red card. You will have 30 seconds after I raise the red card to finish your Table Topics speech. If you continue past 2 minutes and 30 seconds your speech will not qualify for the voting.
1 - 2 minutes for table topics:
Green card at 1min,
Yellow card at 1.5min,
Red card at 2min
 
[Table Topics Master]: Thank you Madam (Mister) Time Keeper for that explanation.
The time given for your impromptu response will be 1 to 2 minutes. Would anyone like to volunteer or may I call on someone?

[Volunteer or someone is chosen]
Thank you so much for participating. Could you give us your name? Thank you. Here is your first topic….

[First Table Topics participant]
[Second Table Topics participant]
[Third Table Topics participant]

I’d like to thank all our participants today. And now may I have the Time Keepers report. Please say the times for each of the speakers.
Thank you Madam (Mister) Time Keeper.
May we have the “Word of the Day” usage report from the Grammarian?
Thank you Madam (Mister) Grammarian.
It’s now time to cast your vote for the “Best Table Topics” speaker and pass your ballot to the Vote Counter/Time Keeper.
I now return the meeting to our Toastmaster.
 
[Toastmaster]: Thank you Madam (Mister) Table Topics Master for those challenging topics.
It’s now time for the evaluations of each speech to begin.
Our first Evaluator is ______MMM who will give their evaluation of our first speech given by ____JJJ.
Please welcome ____MMM to the podium.

[after evaluator #1]
Thank you ____MMM for that evaluation.

Our second Evaluator is ____NNN who will give their evaluation of our second speech given by ____KKK.
Please welcome ____NNN to the podium.

after evaluator #2]
Thank you ____NNN for that evaluation.

Our third Evaluator is ____OOO who will give their evaluation of our third speech given by ___LLL.
Please welcome ___OOO to the podium.

[after evaluator #3]
Thank you to all our evaluators today.
Please take a moment to cast your vote for Best Evaluator today and pass your ballots to the TimeKeeper. 

I would now like to ask the General Evaluator to come to the front and give an overall evaluation of the meeting.

[General Evaluator]:  Thank you Madam (Mister) Toastmaster.  As General Evaluator it is my task to evaluate our meeting today.
Today’s meeting was:
Well prepared
Started on time
Guests were welcomed and encouraged to participate
All meeting roles explained
All greetings conducted at the podium
The Table Topics were engaging and entertaining

I would also like to add improvements that can be made at our next meeting.
I will now give the meeting back to our Toastmaster of the Day.

[Toastmaster]: Thank you Madam (Mister) General Evaluator. Thank you fellow Toastmasters and thank you to all the guests we had at our meeting today.

Now the exciting moment that all of you have been waiting for, the Presentation of Awards.
Today’s winners of the Best Speech is _________
Today’s winner of the Best Table Topics is ___________
And today’s winner of the Best Evaluator is ___________
Thank you to everyone who participated and to all fellow Toastmasters and guests. We hope you will attend our next meeting which will be at this same room at the same time next week.

Sample Toast Master club meeting Schedule

06:30PM 06:32PM	Call to Attention - Sergeant-at-Arms SERGEANT-AT-ARMS--Start meeting. Call for pledge of allegiance. Give control to PRESIDENT.	--
06:32PM 06:34PM	Call to Order - President PRESIDENT--Call meeting to order. Welcome guests.	--
06:34PM 06:43PM	Functionary Role Call - President PRESIDENT--Role call of functionaries for the meeting: Toastmaster, Table Topics Master, General Evaluator, Parlimentarian, Timer, Wordmaster/Grammarian, Ah Counter, and Boneholder.	--
06:43PM 07:00PM	Business Meeting - President PRESIDENT--Reading of the minutes. Old business. New business. Announcements.	--
07:00PM 07:02PM	Start of Toastmasters Meeting - Toastmaster TOASTMASTER--Start the formal meeting. Opening comments. Introduce Table Topics Master.	--
07:02PM 07:17PM	Table Topics - Table Topics Master TABLE TOPICS MASTER--Introduce Table Topics. Lead Table Topics. At end of Table Topics, ask 1 minute for voting. Return meeting to TOASTMASTER.	--
07:17PM 07:19PM	Toast Brief invocation or toast by a club member.	--
07:19PM 07:27PM	Recess - Toastmaster TOASTMASTER calls for ~10 minute recess.	--
07:27PM 07:28PM	Introduce Prepared Speeches - Toastmaster TOASTMASTER--Call meeting back to order. Describe formal speeches. Introduce each speaker. After each speech, TOASTMASTER asks 1 minute for comments. After all speeches, TOASTMASTER asks timer for 1 minute for voting.	--
07:28PM 07:33PM	Speaker #1 After speech, TOASTMASTER asks timer for 1 minute for evaluations.	--
07:33PM 07:38PM	Speaker #2 After speech, TOASTMASTER asks timer for 1 minute for evaluations.	--
07:38PM 07:49PM	Speaker #3 After speech, TOASTMASTER asks timer for 1 minute for evaluations.

07:56PM 07:58PM	Introduce Speech Evaluations - General Evaluator *General Evaluator*--Introduce Evaluations section of meeting. Introduce Speech Evaluators.	--
07:58PM 08:01PM	Evaluator #1 Default time: 2-3 minutes.	--
08:01PM 08:04PM	Evaluator #2 Default time: 2-3 minutes.	--
08:04PM 08:07PM	Evaluator #3 Default time: 2-3 minutes.	--
08:07PM 08:11PM	Ask for Functionary Reports - General Evaluator *General Evaluator* -- Call for reports from Parliamentarian, Timer, Wordmaster/Grammarian, and Ah Counter. ~1 minute each.	--
08:11PM 08:15PM	Evaluation of Overall Meeting - General Evaluator *General Evaluator* -- Ask for functionary vote while giving evaluation of overall meeting, ~2-3 minutes. Return control to Toastmaster.	--
08:15PM 08:16PM	Awards Presentation - Toastmaster *Toastmaster* -- Present ribbons for Best Table Topic, Best Functionary, Best Speech Evaluator, Best Speaker.	--
08:16PM 08:19PM	Boneholder's Report - Boneholder *Boneholder* -- A report of errors, flubs, gaffes, and faux pas during the meeting. Presentation of Bone to new Boneholder. ~3 minutes.	--
08:19PM 08:21PM	Closing Remarks - President *President* -- Closing remarks and announcements. Ask for guest comments.	--
08:21PM 08:22PM	Humorist A closing joke or anecdote.	--
-	Adjournment - President

Toast Master VP Public Relations Role

The role of the VP public relations is to develop and execute a plan to tell the public about Toast Master and promote the club’s  activities. Having strong public relations ensures that communities around the world know that Toast Master is a credible organization that meets real needs. When a Toast Master club has a positive public image, current members are motivated to be active and prospective members are eager to join.

The responsibilities of the club public relations committee, summarized below,

• Develop committee goals to achieve the club’s public relations goals for the coming year.

• Become familiar with Toast Master International  public relations resources.

• Create awareness of club activities and projects among club members, media, and the community.

• Understand the components of public relations that will help you promote Toast Master to the community.

• Know Toast Master’s key messages and be able to use them when speaking in public.

• Work with the club membership committee to support their recruitment efforts.

Promoting Your Toast Master Club

The primary responsibility of the public relations committee is to create awareness in your community of your club’s activities  and in doing so, to promote the values and work of the organization. The community learns about Toast Master through the media and what others say about the organization, so informing your club members and the media about your club’s undertakings is crucial to building strong public relations.

There are many ways to promote your club and the organization,

including:

• Sponsoring special events, such as marathons, recycling efforts, and fundraisers

• Creating exhibits and displays throughout the community

• Advertising club projects and events in newspapers and magazines, on billboards and buses, and in air and rail    transportation centers

• Encouraging Toast Masterians  to wear their Toast Master lapel pins

• Posting Toast Master information on an online forum, community calendar, social networking sites, and your club’s or another organization’s website

Your committee should brainstorm other ideas before your year begins, and create a plan for implementing them. In order to promote Toast Master effectively, you will need to understand the components of public relations, and be able to use key Toast Master messages.

Components of Public Relations

Effective public relations requires time, effort, and planning. Before the beginning of the Toast Master year, your committee should develop an action plan that identifies the projects and activities that will be

promoted.

Audience. Ensuring a positive image of Toast Master in the community requires tailoring public relations for different audiences, depending on the projects and activities your club wants to undertake. Reaching

the right audience is crucial to the success of these projects. These audiences may include:

• People directly affected by Toast Master activities

• Students and educators

• Local government officials

• Specialized media that cover specific topics like Personal Development

• Other nongovernmental and nonprofit organizations

• Business and civic leaders

• Community organizations

• Television, radio, print, and online journalists, bloggers and reporters

Media. Given the tremendous competition for media time and space, it is important for your club to be creative and consider all types of media to communicate what your club is and what it does. The term “media” can include television stations; newspapers; international wire services; the Internet, including blogs and social media; as well as the publications of other organizations and institutions.

Additional types of media include:

• Local magazines and radio stations

• Billboards and other public-space media such as signs in bus and train stations

• Trade publications

• Public access cable stations

• Corporate and community organization newsletters

News releases. The most widely used means of sending information to the media is a news release. It can alert media to an event and serve as the basis of a news story. A good news release answers the basic questions who, what, when, where, why, and how. Ensure that the release is objective and concise (no more than one page).

When sending a news release, consider the following tips:

• Send your email news release in the body of the message rather than as an attachment. Spam filters often flag emails with attachments, so your message might not be delivered Rather than just typing “News Release” in the subject line, include what the news release is about.

• Take the time to find the appropriate contact person; email your release directly to an individual reporter rather than to a media outlet’s general email address.

Fact sheets. A fact sheet provides basic information on Toast Master, its history, objectives, and project emphases. Among Rotarians, fact sheets are used to educate new and prospective members; outside Toast Master, they supply the media with background information, raise public awareness, and inform the general public about Toast Master’s

activities.

Membership and Public Image

Public image and membership growth are interconnected. A highquality, consistent public image campaign will prompt individuals to seek out local clubs and be more inclined to accept invitations to join.

The public relations committee should remember this in its efforts to promote Toast Master.

A successful promotional campaign uses as many outlets as possible.

Your fellow club members can help you make Toast Master and your club known.

Promote a positive image. Work with your club’s membership committee to consider what attracts new members to Toast Master, and then determine which media are most likely to reach them. Discuss how to work together on recruiting efforts.

To help recruit new members, the club public relations committee should consider

• Promoting Toast Master’s work with and for  people of all walks

• Highlighting the service, networking, and fellowship opportunities of membership

• Publicizing club activities in business and trade periodicals

• Dedicating a section of the club’s website to non-Toast Masters , and encouraging community organizations to link      

   To it. Strong public relations will not only aid in attracting new members but will help retain current members as well.

Enhance club activities for media appeal. Think about the type of activities and events that would interest your community. Work with your club administration committee to make club programs newsworthy, and with your service projects committee to conduct projects that will appeal to the media and your audiences, such as:

• Service projects that meet a community need or coincide with a larger news trend • International service projects supported by your club or a local club volunteer

committee Role and Responsibilities

•

Projects involving local youth or a prominent community member

• Notable or prominent speakers at club meetings

• Presentations by Toast Masters International or Toast Master Foundation program participants about their experiences in another culture

• Interact and Toast Master  activities

• Anniversaries of local clubs or programs

• Activities with a strong visual element

• Innovative or unique projects and activities

Enlist members’ help. Your membership base is a valuable resource for your committee. Involve members in your public relations efforts by having them spread the word about your club’s activities and projects and about the organization. Ensure that all members of your club are knowledgeable about Toast Master and its programs and encourage them to promote Toast Master’s mission and core values in their personal, business, and professional contacts

Key Toast Master Messages

One of the best ways to promote Toast Master is by speaking about your club and the organization. You may speak to non-Toast Master audiences at project events and other occasions. Be sure to develop concise statements to explain Toast Master and your club to the media.

Be prepared to answer each of the following questions in no more than one minute:

• What is Toast Masters Club ?

• Who are Toast Masters?

• What does Toast Masters do?

Your answers should be positive, factual, specific, and brief. Avoid using Toast Master language that non-toast Masters  may not understand. For circumstances that call for a more formal or longer address, consider

the following tips:

• Think about who your message is for and modify your presentation to appeal to them.

• Prepare an outline of topics you want to include.

• Practice your address and time it.

The following key Toast Master messages can be incorporated into your

public relations materials and public speeches:

Toast Master is an international Public Speaking organization.

• Toast Master members are business and professional leaders who volunteer their expertise, compassion, and power to improve communities at home and abroad in nearly every country in the world.

Toastmasters International is a world leader in communication and leadership development. Our membership is 280,000 strong. These members improve their speaking and leadership skills by attending one of the 13,500 clubs in 116 countries that make up our global network of meeting locations.

• Our track record of success is demonstrated by the millions of people who have achieved and sustained a better quality of life through Toast Master.