To ensure that all agenda roles are filled and that the members filling those roles are aware of their
duties and are prepared for them.
To see that the meeting is conducted in a productive, effective and organized manner.
To act as host of the meeting, ensuring that all members and guests feel welcome and comfortable.
To ensure that the meeting runs according to schedule and on time.
PRIOR TO THE MEETING:
BEGIN YOUR PLANNING ONE WEEK PRIOR TO THE MEETING.
If necessary, contact a senior member of the club if you have questions or concerns regarding how to chair a meeting.
The Chairperson is allowed to alter the order of the meeting but, to avoid confusion, should inform
everyone at the start of the meeting (particularly the meeting officers) of the changes.
You may wish to select a theme for the meeting. Should you decide to use a meeting theme, be sure that each of the meeting officers are made aware of the theme.
Call the Toastmaster to discuss his/her duties and coordinate the speaking portion of the agenda. It is the Toastmaster’s responsibilities to call all Speakers and Evaluators. Inform him/her of the theme for the meeting and prepare an appropriate introduction (maximum 30 seconds) of the Toastmaster.
Call the General Evaluator to discuss his/her duties. Inform him/her of the theme for the meeting, and prepare an appropriate introduction (maximum 30 seconds) of the General Evaluator.
Call the Table Topics Master to discuss his/her duties. Inform him/her of the theme for the meeting, and prepare an appropriate introduction (maximum 30 seconds) of the Table Topics Master.
Call the Table Topics Evaluator, Joke/Gruntmaster, Inspirator, Wordmaster, and the Timer. Ensure that they are aware of their duties and that they will be at the meeting. Prepare short (maximum 30 seconds) introduction for each of them.
Call the Helpers and Greeters to ensure that they are aware of their duties and that they will be able to arrive 20-30 minutes before the start of the meeting.
Call the President to see if there are any reports for the Business Meeting. Ensure that the Secretary or an Acting Secretary will be at the meeting and that the previous meeting’s minutes will be available for reading.
Review Parliamentary Procedures so that you can run the Business Meeting. If you need any 1assistance, contact a senior member of the club or review the relevant sections in your manual. Check with the Secretary for any unfinished business from previous meetings that is to come up at the meeting.
Prepare your Opening Remarks (an enthusiastic welcome) for the meeting (maximum 2 minutes).
AT THE MEETING:
Verify with the Sergeant-At-Arms that all pertinent equipment and supplies have been set out.
Ensure that all the program participants are at the meeting and prepared for their roles. If not, discreetly find a replacement.
Ensure that all guests have someone to introduce them and a member to sit with.
Prepare yourself for the start of the meeting. Have your Meeting Agenda in front of you (remember that it is you who will set the tone of the meeting).
Follow your Meeting Agenda and preside with energy, enthusiasm, and decisiveness. Remember, you are the one who has control of the meeting at all times.
The Sergeant-At-Arms calls the meeting to order, introduces you, and passes you the gavel (and control of the meeting).
Welcome the members and guests and make your opening remarks (in line with the theme for the evening). Introduce the guests. Introduce the officers for the meeting.
Welcome the guests. Each guest will either introduce themselves or will be introduced by a member. Encourage the guests to participate in Table Topics and inform them that they will have an opportunity at the end of the evening to share their comments on the meeting. It is important to make the guests feel welcome and comfortable so give them an especially warm welcome on behalf of the Club.
For each of the following introductions, refrain from explaining the purpose of the role. It is the responsibility of the members performing the role to explain it. If the member fails to explain his/her duty, do so after he/she has spoken.
Introduce the Joke/Gruntmaster (maximum 30 second introduction).
Introduce the Wordmaster (maximum 30 second introduction). The Wordmaster introduces the Word of the Week (2 minutes).
Introduce the Table Topics Master (maximum 1 minute introduction). The Table Topics session is scheduled for 20 minutes but you may alter that to keep on schedule. You should inform the Table Topics Master how much time you are allotting for Table Topics and remind him/her when the time is up. It is important to remember that it is you, and not the Table Topics Master, who maintains control of the meeting.
Remind the members to vote for the Best and Most Improved Table Topics speakers. Instruct the Helper to pick up ballots.
Introduce the Table Topics Evaluator (maximum 30 second introduction) to evaluate the participants in the Table Topics session (5 minutes).
Announce the break (and time) and direct the Timer to time the break. Ask theTimer to give a 1 minute warning for the end of the break. Ask the members to speak with you if they have any announcements to make at the end of the meeting. The schedules break time is 5-10 minutes but you may alter it to keep on schedule.
The Sergeant-At-Arms will call the meeting to order following the break and pass control of the meeting back to you.
Introduce the Toastmaster (maximum 1 minute introduction). The Toastmaster will conduct the formal portion of the meeting including the Toast and the introduction of the Speakers and the Speech Evaluators. But remember, you still have control of the meeting.
Introduce the Inspirator (maximum 30 second introduction) – 2 minutes. Be sure to instruct the audience that there is no applause afterwards.
Introduce the General Evaluator (maximum 1 minute introduction) – 10 minutes.
Introduce the Gruntmaster (maximum 30 second introduction) – 2 minutes.
Invite comments from the Guests. Inform the guests that they are under no obligation to speak but remind them that we appreciate their comments. Try to make them feel comfortable and warmly call upon them one at a time.
Check the Program for the following week. Simply go down the list of positions on the program and ask only those who are present if they will be at the next meeting to perform their duties. This saves a lot of work for the next week’s Chairperson.
Call for announcements. You should already know if there are any announcements. If you are running late, remind the members to keep the announcements short. If any announcement was not prearranged or does not pertain directly to Club Business, then you may refuse the announcement politely please.
Remind members to assist with cleaning up the room.
Adjourn the Meeting.