Club Meeting Guide

17
VOICES IN UNITY TOASTMASTERS CLUB #1291 A GUIDE TO OUR MEETINGS Club generally meets: 2 nd & 4 th Sundays of the month 7:00 – 8:45 pm Unity Christ Church 33 N. Skinker (at Forsyth) Clayton, MO 63105 www.tmarea19.org/club1291.htm 1

description

Voices in Unity Guide

Transcript of Club Meeting Guide

Page 1: Club Meeting Guide

VOICES IN UNITY

TOASTMASTERS CLUB #1291

A GUIDE TO OUR MEETINGS

Unity Ch

Club generally meets: 2nd & 4th Sundays of the month

7:00 – 8:45 pm rist Church 33 N. Skinker (at Forsyth) Clayton, MO 63105

www.tmarea19.org/club1291.htm

1

Page 2: Club Meeting Guide

WELCOME TO VOICES IN UNITY TOASTMASTERS CLUB 1291 We are happy that you chose to join our club! This booklet was prepared to aid you in understanding and participating in this exciting program. Information about club and area events and news as well as a schedule for meeting functionaries is available at www.tmarea19.org/club1291.html Page

Sample Meeting Agenda..................................................................................................... 1

Overview of Functionary Roles .......................................................................................... 2

Toastmaster of the Evening................................................................................................. 3

Invocator ............................................................................................................................. 4

Speaker (Prepared Speech) ................................................................................................. 5

Table Topics Master............................................................................................................ 6

General Evaluator................................................................................................................ 7

Evaluator ............................................................................................................................. 8

Timer ................................................................................................................................. 10

Grammarian ...................................................................................................................... 11

Club Leadership ................................................................................................................ 12

Toastmaster Organization Structure.................................................................................. 13

Dues and Fees ................................................................................................................... 14

GENERAL MEETING ETIQUETTE

Lectern: When introduced, walk confidently to the lectern and shake the hand of the person who is relinquishing the lectern to you. When you have completed speaking, introduce the next participant, remain standing at the lectern until that person reaches you, shake their hand and then take your seat. The person at the lectern leads the applause. Greetings: When called upon to speak, first greet the person at the lectern (Mister/Madam Toastmaster, Madam/Mister Table Topics Master, etc.), then acknowledge your fellow members, and guests. Example: “Mr. Toastmaster, fellow Toastmasters, and most welcome guests”.

THE MISSION OF THE CLUB

The mission of a Toastmasters Club is to provide a mutually supportive and positive learning environment in which every member has the opportunity to develop communication and leadership skills, which in turn foster self-confidence and personal growth.

i

Page 3: Club Meeting Guide

A TOASTMASTER’S PROMISE

• As a member of Toastmasters International and my Club, I promise… • To attend Club meetings regularly; • To prepare all of my speeches to the best of my ability, basing them on projects in the

Communication and Leadership Program manual or the Advanced Communication and Leadership Program manuals;

• To prepare for and fulfill meeting assignments; • To provide fellow members with helpful, constructive evaluations; • To help the Club maintain the positive, friendly, environment necessary for all members to learn

and grow; • To serve my Club as an officer when called upon to do so; • To treat my fellow Club members and our guests with respect and courtesy; • To bring guests to Club meetings so they can see the benefits Toastmasters membership offers; • To adhere to the guidelines and rules for all Toastmasters educational and recognition programs; • To maintain honest and highly ethical standards during the conduct of all Toastmasters activities.

This resource booklet was assembled from information contained in the following sources and customized to the practices of the Voices In Unity Toastmasters Club:

Communication and Leadership Program manual A Toastmaster Wears Many Hats – Roles of a Member Your Speaking Voice Master Your Meetings Introducing the Speaker When You’re the Introducer Think Fast Table Topics Game “Stand Up and Speak” Table Topics Game “Stand Up and Speak II” Table Talk Effective Speech Evaluation Conversation Piece Time Prompt Cardboard Timer Word of the Day Word of the Day II Gestures: Your Body Speaks They’re All Around Us Patterns in Programming Chairman

To order any of the resources listed above, contact Toastmasters International™

P.O. Box 9052 Mission Viejo, CA 92690 (949) 858-8255 fax: (949)858-1207 w w w . t o a s t m a s t e r s . o r g

ii

Page 4: Club Meeting Guide

Voices in Unity Toastmasters Club #1291 – 8 Unity Christ Church Date:____________ Theme: ________

Time Agenda Call to Order Sgt-at-Arms introduces Presiding Officer: Presiding Officer introduces Toastmaster Toastmaster introduces Invocator Invocator returns platform to Toastmaster

7:00pm 7:10pm Program

Toastmaster introduces functionaries who explain each duty Grammarian: Timer: General Evaluator

7:20 pm Prepared Speeches Toastmaster introduces Evaluator to read manual speech objectives Toastmaster introduces speakers, in turn, with short bio and title of speech Speaker 1: Speaker 2: Speaker 3: Speaker 4: One minute written evaluations are prepared for each speaker by club members.

5 min break

If time permits, Toastmaster calls for 5 min. break (Evaluators prepare written & oral reports)

7:50 pm Table Topics/Impromptu Speeches Toastmaster introduces Table Topic Masters Table Topics Questions/Answers Table Topics Master returns platform to Toastmaster

8:10 pm Evaluations: Toastmaster introduces General Evaluator General Evaluator introduces each speech evaluator Evaluator #1: Evaluator #2: Evaluator #3: Evaluator #4: General Evaluator calls for the Timer’s report Calls for the Grammarian’s report Makes overall evaluation of meeting Returns platform to Presiding Officer

8:35 pm

Business Meeting/Closing Presiding Officer recognizes guests or members and makes announcements. Conducts mini-business meeting. Calls for vote on new members. Makes final comments.

8:45 pm Meeting Adjourned

1

Page 5: Club Meeting Guide

Voices In Unity Toastmasters Club #1291-8

As a Toastmaster, you will have an opportunity to serve in many capacities at club meetings and each one is a learning experience. By participating in all functions, you will receive well-rounded experience in communication and leadership.

Overview of the Functionary Roles of the Toastmaster Meeting (Listed in order of appearance at a typical meeting)

Toastmaster Master of Ceremonies for the meeting. Introduces participants, keeps the meeting moving at a constant pace and creates an atmosphere of interest, expectation and receptivity.

Invocator Provides a poem, short reading, or quote to begin the meeting on a motivating note.

Speaker Speeches are prepared based on manual project objectives. There are typically 3 assigned speakers at each club meeting. Projects from the Basic Manual generally last from 5 to 7 minutes (Ice Breaker speech is 4-6 minutes). Projects from Advanced Manuals may last 8 or more minutes.

Table Topics Master Prepares topics for impromptu discussion that provides an opportunity for attendees to practice thinking and speaking at a moment's notice. Table topics has a two-fold purpose: to give everyone in the room an opportunity to speak (especially those who are not on the program agenda) and to provide a forum to practice “thinking on your feet”.

General Evaluator Introduces the evaluation team: speech evaluators, timer, and grammarian. Provides an evaluation of the overall meeting (set-up, timing, tone, etc.) with recommendations for conducting meetings in an orderly, timely and smooth manner. The purpose of this function is to improve the club experience by overcoming weak habits and adding power to good ones.

Evaluator Provides the speaker with a written and oral evaluation of the speech. The evaluation outline for each speech is provided in the project manual. The purpose of the evaluation is to provide the speaker with constructive feedback on the speech, including encouragement and areas for improvement.

Timer Responsible for recording the time of each speaking participant. Provides visual feedback indicating minimum, median and maximum elapsed time. Recording and reviewing timing helps with the goal to express thoughts and conduct a meeting within a specific timeframe.

Grammarian Introduces a new vocabulary word to the attendees with the challenge to incorporate it throughout the meeting. Listens intently throughout the meeting for exceptional and poor uses of the English language and listens for unnecessary words and sounds used as a crutch or filler by anyone who speaks during the meeting. Provides an oral report during the evaluation segment of the meeting. The purpose of this function is to encourage correct grammar, identify verbal crutches and introduce new words.

Detailed descriptions of the functionary roles are available on the following pages.

2

Page 6: Club Meeting Guide

THE ROLE OF

TOASTMASTER The main duty of the Toastmaster is to act as Master of Ceremonies for the meeting. The Toastmaster introduces participants, fosters an atmosphere of interest, expectation and receptivity, and keeps the meeting moving at a constant pace. Preparation: • Confirming the participation of the other

functionaries will assist with a more orderly meeting by reducing last-minute program changes. Approximately a week before the meeting: Contact each person scheduled for a

prepared speech. Program participants should be introduced in a way that excites the audience and motivates them to listen. Inquire about speech objectives or another interesting topic with which to introduce them and prepare the introduction. Alternately, ask them to prepare a short bio or introduction for you to use. Contact the Invocator Contact the Table Topics Master Contact the General Evaluator. Verify

that he/she will call the other members of the evaluation team (speech evaluators, timer, & grammarian) and remind them of their responsibilities.

If a speaker or other functionary is unavailable, call the VP of Education and/or the Club President for assistance in finding an alternate.

• Review the meeting theme

• Review any program changes

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.

As Toastmaster for the club meeting you gain valuable experience in speaking, listening and leadership. The assignment requires careful preparation in order to conduct a smooth running meeting.

Upon arrival at the meeting: • Arrive early in order to finish any last minute

details and review any program changes. • Check with the speakers for any last minute

changes and organize the introductions. • Sit near the front of the room for quick and

easy access to the lectern. • Review the word of the day (usually written

on the chalk board prior to the start of the meeting) for possible incorporation into your invocation.

During the meeting: Preside with sincerity, energy, and decisiveness. Take your audience on a pleasant journey and make them feel that all is going well. Always lead the applause before and after each prepared speaker, the topics session, and the general evaluator. Remain standing near the lectern after your introduction until the speaker has acknowledged you and assumed control of the meeting, then be seated.

• Introduce the evaluation team members and ask them to explain their functionary roles.

o Grammarian o Timer o General Evaluator

• For each prepared speech: o Ask the speech evaluator to

explain the speech objectives. o Introduce the Speaker.

• Introduce the Table Topics Master

• Introduce the General Evaluator

Note: The General Evaluator will turn the platform over to the Presiding Officer at the conclusion of the evaluations.

3

Page 7: Club Meeting Guide

THE ROLE OF

INVOCATOR The Invocator begins the meeting on a motivating note. The invocation can be read, spoken from memory, or performed with visual aids. Preparation: • Refer to the meeting theme for possible topic

ideas. • Identify a poem, short reading, quote, or

other inspirational presentation that will establish an upbeat tone for the meeting.

Upon arrival at the meeting: • Arrive early to organize your material.

• Review the word of the day (usually written on the chalkboard prior to the start of the meeting) for possible incorporation into your invocation.

During the meeting: • When introduced, approach the lectern with

confidence and a smile. • Present your prepared invocation. • Remain standing near the lectern after your

invocation until the Toastmaster has assumed control of the meeting, then be seated.

Inspire Motivate

Build enthusiasm Create a mood of fellowship

4

Page 8: Club Meeting Guide

THE ROLE OF

SPEAKER A major portion of each meeting is the prepared speeches, usually three. These speeches are prepared based on manual project objectives and timing. Check the meeting schedule to find out when you are to speak or contact the VP of Education to request a speaking date. Schedules are usually organized quarterly and distributed to the members. Opportunities may arise periodically to fill an open speaking slot, sometimes on short notice. If you organize your speeches well in advance, you may be prepared to accept such an opportunity.

Preparation: • Read your speech objectives carefully and

contact your club mentor or the VP of Education if you have any questions or concerns.

• Rehearse your speech. Find a place where you can be alone without inhibitions or interruptions. If available, a tape recorder or video camera can be a valuable aid in rehearsing. Practice until you are comfortable with your talk. Present the talk to a family member, a friend, or your Toastmaster mentor to gain experience with an audience and for feedback.

• Prepare a short introduction or bio for the Toastmaster to use to introduce you at the meeting.

Upon arrival at the meeting: • Arrive early and organize your notes and any

visual aids or handouts. • Review the word of the day (usually written on

the chalkboard prior to the start of the meeting) for possible incorporation into your speech.

• Greet your evaluator, briefly discuss your speech objectives, and give the evaluator your manual.

• Inform the Timer of the length of your speech. • Give the Toastmaster of the meeting the title

of your speech along with the bio or introduction you prepared. If you didn’t write out an introduction, do so prior to the start of the meeting or share some information about yourself with the Toastmaster.

• Give your full attention to the speakers at the lectern. Avoid studying your speech notes while someone else is talking.

Presenting your Speech: • When introduced, smoothly leave your chair

and walk to the lectern as planned. • As you begin your speech, acknowledge the

Toastmaster and the audience (fellow Toastmasters and honored guests).

• Stand up straight, but don’t be tense and rigid. Take moderately deep breaths as you speak and vary your voice to match your words. Speak clearly and project your voice so the entire audience can hear you. Speak with enthusiasm and make eye contact with the audience. Use the voice techniques you developed while rehearsing.

• When finished with your speech, simply return control of the meeting to the Toastmaster. This can be done by looking at the Toastmaster and saying “Madam/Mister Toastmaster”. There is no need to thank the audience as you are giving your speech to them, they will thank you with their applause for this gift.

• Always wait for the Toastmaster to return to the lectern before returning to your seat.

During your Evaluation: • Listen intently for helpful hints that will assist

in building better future talks. Remember, this evaluation is the subjective opinion of the assigned person. For additional input, talk with other members after the meeting.

After the meeting: • Get your manual from your evaluator. At this

time, discuss any questions you may have concerning your evaluation to clarify any misinterpretations.

• Have the Vice President of Education initial the Project Completion Record in the back of your manual. 5

Page 9: Club Meeting Guide

THE ROLE OF

TABLE TOPICS MASTER Table Topics has a two-fold purpose: to give everyone in the room an opportunity to speak (especially those who are not on the program agenda) and to provide a forum for members to practice "thinking on their feet". The Table Topics Master prepares interesting topics for one to two minute impromptu responses. Preparation: • Refer to the meeting theme for possible

topic ideas. • Originality in topic questions is desirable.

Do not repeat the previous week’s topic ideas or items.

• When choosing your specific questions: select ones that will inspire the speakers to expound on them, give their opinions, etc. Don’t make the questions too long or complicated. Phrase them in such a way that the speaker clearly will know what you want them to talk about.

• Generally, the Table Topics portion of the meeting is 20 minutes. Target response time is one to two minutes. Prepare enough questions for this time frame. Keep your comments short. Your role is to give others a chance to speak, not to give a series of mini-talks yourself.

Upon arrival at the meeting: • Refer to the meeting agenda to identify

those who already have a major speaking role (Speakers, Evaluators, General Evaluator and Toastmaster) so you can call on the other members first. Only if time permits at the end of the topics session should you call on program participants (speakers last).

• Review the word of the day (usually written on the chalkboard prior to the start of the meeting) and try to work it into your questions and comments.

Presenting Table Topics: • When introduced, briefly state the purpose

of the topics session. Set the stage for your topics program. Keep your remarks brief but enthusiastic. Keep the program rolling.

• Review the timing expectations so participants can respond accordingly.

• State the questions briefly . . . then call on a respondent. This serves two purposes: (1) it holds everyone’s attention - each one is thinking of a response should he or she be called on to speak: and (2) it adds to the value of the impromptu element by giving everyone an opportunity to improve his or her "better listening and thinking " skills.

• Call on speakers at random. Avoid going round the room in the order in which people are sitting.

• Offer each participant a different question. Don’t ask two people the same thing, unless you ask each specifically to give the "pro" or "con" side.

• Sometimes topics or areas of interest relative to the speeches, invocation, previous topic responses, etc. can add impact to the meeting. This may be an opportunity for you to “think on your feet” and formulate questions that provide further exploration of already introduced topics.

• Watch your total time! Check the printed agenda for the total time allotted to table topics and adjust the number of questions to end your segment on time. Even if your portion started late, try to end on time to avoid the total meeting running overtime.

• At the conclusion of your program, wait for the Toastmaster to return to the lectern before returning to your seat.

6

Page 10: Club Meeting Guide

THE ROLE OF

GENERAL EVALUATOR The General Evaluator is just what the name implies ... an evaluator of anything and everything that takes place throughout the meeting. The purpose of this function is to improve the club experience by overcoming weak habits and adding power to good ones. Additionally, the General Evaluator presides over the evaluation team, which consists of the timer, the grammarian, and the speech evaluators. Preparation: • Confirming the participation of the

evaluation team will assist with a more orderly meeting by reducing last-minute program changes. Approximately a week before the meeting: Contact the timer. Contact the grammarian. Contact each of the speech evaluators.

Review their responsibilities and whom they’re evaluating. Emphasize that evaluation is a positive, helping act. As conscientious Toastmasters, their goal must be to help fellow Toastmasters develop their skills while preserving or enhancing the self-esteem of the speaker.

If a member of the evaluation team is not available, call the VP of Education and/or the Club President to find an alternate. • Prepare a brief description on the purpose

and benefits of evaluation (for the benefit of the guests).

Upon arrival at the meeting: • Arrive early, review the agenda and check

with the Toastmaster regarding any changes. • Greet the evaluation team members as they

arrive. • Insure the evaluators have the speaker’s

manual, understand the project objectives and how to evaluate it. Remind them to verify each speaker’s time and to notify the timer.

• Sit near the back of the room to allow yourself full view of the meeting and its participants.

7

• Review the word of the day (usually written on the chalkboard prior to the start of the meeting) and try to work it into your questions and comments.

During the meeting: • Take notes on everything that happens, (or

doesn’t but should). For example: were there unnecessary distractions that could have been avoided? Did the meeting, and each segment of it, begin and end on time?

• When introduced, approach the lectern and explain the purpose and procedures of the evaluation process.

• Introduce each speech evaluator, identifying whose speech they are evaluating. After each recitation, thank the evaluator for his or her efforts.

• Call for the Timer’s report. • Call for the Grammarian’s report. • Present your evaluation of the meeting,

using the notes you took as suggested above. Call attention to examples of good organization, preparation, delivery, and enthusiasm. Comment on areas of the meeting that could be improved upon. Remark on the general performance of duties, timing of the meeting, and any notable observations. Remember, you are not to re-evaluate the speakers, though you may wish to add something that the evaluator didn’t address. You may want to comment on the quality of evaluations. Were they positive, upbeat, helpful? Did they point the way to improvement?

• At the conclusion of your comments, introduce the Presiding Officer and wait at the lectern until he/she assumes control of the meeting.

de

Evaluation is a positive experience signed to help people overcome weakhabits and add power to good ones.
Page 11: Club Meeting Guide

THE ROLE OF

EVALUATOR The purpose of the Speech Evaluator is to provide honest reaction in a constructive manner to a speaker’s presentation, using the evaluation guide provided. As evaluator you will practice your listening and observation skills and provide written and oral feedback. The tone and content of an evaluation can have impact on the speaker and even on the club. A harsh evaluation or an overly kind evaluation does not yield improvement. Your role is to strive to find that “middle ground” by helping the speaker become less self-conscious and encouraging good techniques. Achievement equals the sum of ability and motivation. By actively listening and gently offering useful advice, you motivate members to work hard and improve.

Preparation: The evaluation you provide should be thoughtfully prepared and presented. • Talk with the speaker. Review the goals of

the speech and what the speaker hopes to achieve. Find out exactly which skills or techniques the speaker hopes to strengthen through the speech.

Upon arrival at the meeting: • Arrive early, review the agenda and check

with the General Evaluator or Toastmaster regarding any changes.

• Greet the speaker and ask for their project manual or guide. If you haven’t discussed the speaker’s goals for this speech prior to arriving at the meeting, do so at this time.

• Read the evaluation guide. Manual projects explain what you should be looking for and list specific questions about the speaker and the speech and provide space for you to answer and write comments. This is the written evaluation. You will use this guide as a basis for your oral evaluation as well.

• Review the word of the day. Try to use it during your oral evaluation.

During the prepared speech segment: • You will be asked to stand and explain the

speech objectives to the audience. • As the speaker begins to speak, pay close

attention, listen carefully, and don’t let your mind wander or become distracted.

• Make brief notes on the evaluation guide or a separate sheet of paper if you want to.

• After all speakers have finished, record your impressions of the speech in the manual along with your answers to the evaluation questions.

Prepare your oral evaluation: • Prepare your oral evaluation. You won’t

have time to cover everything detailed in the manual so simply select two or three points which you feel are most important and elaborate on them. Be honest. If you did not like some

aspect of the presentation, do not say that you did. Mention something the speaker did well in addition to something on which the speaker could improve. Some Toastmasters like the “sandwich” approach, where a suggestion for improvement is “sandwiched” between two positive comments. Be specific. If you were impressed with

the speaker’s description of an object, say so: “When you described __, I could see, feel, etc.” If the speech organization was confusing at one point, say so, but clearly address what confused you and offer a suggestion for improvement. Carefully select your words. Avoid

judgment words and impersonal statements. Use words that describe your own reactions. Remember that you are speaking only for yourself, giving only your opinion. Don’t repeat a point once you have made it as it can sound like nagging. Don’t allow the speaker to remain ignorant of a serious fault or mannerism. If it is personal, write it but don’t mention it aloud. Evaluate only areas that the speaker has

the power to change.

8

Page 12: Club Meeting Guide

Presenting your oral evaluation: How you phrase your evaluation has as much impact on the speaker as the content of your evaluation.

• When introduced, approach the lectern with confidence.

• Look directly at the speaker and smile. As evaluator, you are giving the speaker your personal opinion in a friendly, direct, non-threatening manner.

• Begin your evaluation with a note of encouragement. Give the speaker the deserved praise and tactful suggestions in the manner you would like to receive them when you are the speaker.

• Point out any valuable assets that the speaker may not be aware of … such as a smile, a sense of humor, good gestures, etc.

• Mention specific methods or suggestions for improvement.

• Conclude on a positive note that helps the speaker build self-esteem and self-confidence. How you finish your evaluation often determines whether a speaker is motivated or unmotivated.

• At the conclusion of your comments, wait at the lectern until the General Evaluator assumes control of the meeting.

After the meeting:

• Return the manual to the speaker. Add a verbal word of encouragement to the speaker, perhaps something that wasn’t mentioned in the oral evaluation. Ask the speaker if he or she has any questions or comments about your evaluation.

• Follow up with the audience. Since your evaluation is simply your opinion, you may want to speak with other members in the audience to see if your evaluation was indeed appropriate and accurate. Opinions may vary, but such feedback can help you the next time you are assigned to evaluate a speaker.

MaskiqueothWievayouimpalsoutconat w

In Toastmasters, feedback is called evaluheart of the Toastmasters educational prspeeches of your fellow Club members antheir efforts, and they do the same for yoimprove your speaking skills, you must lreceive helpful evaluations.

Effective Evaluation Skills ke every effort to develop evaluation lls. Observe other evaluators and ask stions. You may find it helpful to visit er Clubs and listen to their evaluators. th more exposure to a variety of luations, you will be able to improve r own and help fellow Club members rove their speaking skills. You will

o be able to use your evaluation skills side of the Club, becoming more fident in your interactions with others ork, at home, and in the community.

ation, and it is the ogram. You observe the d offer evaluations of

u. If you truly want to earn how to give and

9

Page 13: Club Meeting Guide

THE ROLE OF

TIMER Recording and reviewing timing helps with the goal to express thoughts and conduct a meeting within a specific timeframe. As timer you are responsible for explaining the timing rules of each meeting segment, recording the time of each speaking participant, and providing visual feedback indicating minimum, median and maximum elapsed time. Preparation: Review the timing rules: • Speakers: time varies depending on the

project (typical projects are 5 to 7 min.). Grace period is +-30 seconds.

• Speech Evaluations: timing is 2 to 3 minutes. Grace period is +-30 seconds.

• Table Topics: 1 to 2 minutes. Grace period is + - 15 seconds.

The appropriate colored light or card will be shown as indicated: • Green: when the minimum amount of time

has lapsed. Continue to show green until time for the next signal.

• Yellow: at the half-way point between the minimum time and maximum time. Continue to show yellow until time for the next signal.

• Red: at the maximum time. Continue to show the red until the speaker has finished

• Since you will be called upon to explain the timing rules, write out your explanation in the clearest possible language and rehearse it. For the benefit of guests, be sure to demonstrate how the timing signals will be given.

Upon arrival at the meeting: • Arrive early, review the agenda and check

with the General Evaluator or Toastmaster regarding any changes.

• Retrieve the lights and/or colored cards and stopwatch from the Sergeant at Arms or from the storage closet. Be sure you understand how to operate the stopwatch.

• Get a timing form from the General Evaluator or the Club Secretary.

• Confirm the timing requirements for each speaker with the evaluator or the speaker.

• Find a seat where the signal device can be seen easily by all.

During the meeting: • When introduced, explain the timing rules

and demonstrate the signal device. • Throughout the meeting, signal each

program participant appropriately. • Record each participant’s name and time

used. • The General Evaluator will call on you for

the timing report. Stand by your chair to deliver your report. Indicate the time the meeting started. Announce each speaker’s name and

the time taken.

Prepared speeches. Evaluations of prepared speeches. Table Topics speakers.

Report on any other relevant timing issues.

After the meeting: • Return the stopwatch and signal lights and

cards to the Sergeant at Arms. • Give the Secretary the written report.

10

Page 14: Club Meeting Guide

THE ROLE OF

GRAMMARIAN Being grammarian is truly an exercise in expanding your listening skills. You will choose the “Word of the Day”, watch for crutches (ahs, ums, and other filler words), and monitor & report on the use of English during the course of the meeting. Preparation: Select a "Word of the Day". It should be a

word that will help members increase their vocabulary -- a word that can be incorporated easily into everyday conversation but is different from the way people usually express themselves. An adjective or adverb is suggested since they are more adaptable than a noun or verb, but feel free to select your own special word.

Prepare a sentence showing how the word is used.

Prepare a brief explanation of the duties of the grammarian for the benefit of the guests.

Upon arrival at the meeting: Arrive early, and in letters large enough to be seen from the back of the room, print your word, its part of speech, (adjective, adverb, noun, etc.), and a brief definition on the chalkboard.

During the meeting: When introduced, announce the "Word of

the Day", state its part of speech, define it, use it in a sentence, and ask that anyone speaking during the meeting use it.

Throughout the meeting Write down who used the "Word of the

Day" (or a derivative of it) and note those who used it correctly or incorrectly. Listen to everyone’s word usage. Write down any creative or interesting

language usage. Write down any awkward use or misuse

of the language (incomplete sentences, sentences that change direction in midstream, incorrect grammar, etc.) with a note of who erred. Record the use of filler words such as

ahs and ums. While some clubs assign this task to a separate role, the Ah Counter, we include this in our Grammarian’s responsibilities.

The General Evaluator will call on you to give your report. Stand by your chair and

give your report. Announce who used the "Word of the

Day " (or a derivative of it) correctly or incorrectly. Report on incorrect language usage. Try

to offer the correct usage in every instance where there was misuse instead of only explaining what was wrong. Report on creative language usage. Report on the use of filler words or

sounds. After the meeting: • Erase the chalkboard.

11

Page 15: Club Meeting Guide

CLUB LEADERSHIP While meeting participants play an important role in making the Club educational and enjoyable, another group of people has even more responsibility for meeting quality and the long-term success of the Club. This group is called the Club Executive Committee. Following are brief overviews of the responsibilities of each Club Officer. A comprehensive description with standards of each Executive Committee member is included in the Basic Communication and Leadership Program manual. President • Serves as the Club’s chief executive officer,

responsible for general supervision and operation of the club.

• Presides at Club and Executive Committee meetings and directs the Club in a way that meets the educational growth and leadership needs of members.

• In cooperation with the Executive team, establishes long-term and short-term plans for Club growth.

• Attends as many District, Regional and International events as possible.

• Ensures all Club offices are filled. • Ensures that timely elections are conducted. • Prepares successor for the office.

Vice President of Education• Responsible for planning successful Club

meetings, which includes assigning roles for future meetings.

• Promotes the Toastmasters educational program to Club members.

• Orients new members to the Toastmasters program and to the Club and assigns each new member a mentor.

• Tracks all members’ progress toward awards (CTM, ATM, etc).

• Encourages members to participate in other Toastmasters activities and programs.

• Attends Club Executive Committee meetings and presides in the absence of the President.

• Attends and votes at Area and District council meetings.

Vice President of Membership• Promotes the membership goals of the

Club. Conducts ongoing membership building to ensure that the Club maintains or exceeds 20 members.

• Provides for recognition of members who contribute to the increase of membership in Toastmasters.

• Works with Club officers to develop literature about the Club.

Vice President of Public Relations

• Prepares and distributes advertising regarding Club activities and publicizing Club events.

• Develops, implements and administers a publicity program that maintains a positive image of Toastmasters for all members, guests, and the general public.

• Produces and distributes a Club newsletter.

• Announces upcoming events and programs at the Club meetings and asks for contributions to the Club newsletter.

Secretary• Prepares and distributes meeting agenda.

• Maintains an accurate membership roster and attendance records.

• Responsible for all Club records and correspondence.

• Submits officer records to World Headquarters.

• Keeps all official Club documents.

12

Page 16: Club Meeting Guide

Treasurer• Responsible for developing and executing

financial policies, procedures, audits, and controls.

• Receives and disburses funds in payment of all obligations.

• Develops and recommends a budget to the Club Executive Committee.

• Notifies members of dues payable and collects the dues.

• Submits updated membership records to World Headquarters.

Sergeant At Arms• Serves as master host and makes the

proper physical arrangements for all Club meetings.

• Makes sure each member and guest is welcomed at Club meetings.

• Arranges room and equipment for each meeting.

• Controls Club property between meetings.

TOASTMASTER ORGANIZATION STRUCTURE

MemberClub

Area

Division

District

Toastmasters International World Headquarters

13

Immediate Past President

Provides guidance and serves as a resource to Club officers and members.

Chairs the Nominating Committee.

Assists in the preparation of the Club Success Plan.

Promotes the Club’s efforts to become a Distinguished Club.

Page 17: Club Meeting Guide

D Membership Dues

14

Renewal dues for all existing members are $33 semi-annually, collected in March and September

Toastmaster International dues: $4.50/month Voices In Unity Club dues: $1.00/month

Please give your check or cash to the Club Treasurer. Checks are payable to: Voices in Unity Toastmasters Club

Calculations for New Member Fees and Dues:

Join Month: Jan Feb Mar* Oct Nov Dec July August Sept* Apr May June TI dues $ 13.50 $ 9.00 $ 4.50 $ 27.00 $ 22.50 $ 18.00 Club dues $ 3.00 $ 2.00 $ 1.00 $ 6.00 $ 5.00 $ 4.00 New Member Kit $ 20.00 $ 20.00 $ 20.00 $ 20.00 $ 20.00 $ 20.00

$ 36.50 $ 31.00 $ 25.50 $ 53.00 $ 47.50 $ 42.00 Semi-Annual dues $ 33.00

$ 58.50 * Semi-annual renewal dues are submitted to Toastmasters International mid to late March & Septembe (if joining at month-end, recommend including semi-annual dues for one-pay option) ** Voices In Unity Club does not currently assess a new member processing fee