VP Public Relations Resources

VP PR Roles Information

GATM Website

GATM Social Media

Facebook: https://www.facebook.com/GlenAbbeyToastmasters/

Toastmasters International Brand Guidelines


Meeting Handbook: Introduction

The Glen Abbey Toastmasters Handook is designed to guide you in understanding the information you require to participate confidently in all Club meetings.

In order for you to excel at the meeting roles with confidence:

  • we have provided guided scripts for you to learn the roles.
  • however, it is important that you add your stamp, your personality, and your style to each role – rather than just memorizing the scripts below.
  • it is also important that you look at the timing of each role, and stay within the time allotted.  this will keep the entire meeting on time.

Excel in your Toastmasters experience and realize that you are now a member of an outstanding, dedicated group of individuals that will support you in your communication and leadership goals. Our club is very committed to creating a fun and comfortable learning environment to help you grow in your speaking skills. Be proud that you are an integral part of the Glen Abbey Toastmasters Club.

Chairperson

The Chairperson is the most important function of the meeting. The Chairperson is like the conductor. Your job is to ensure all is in harmony and the meeting flows smoothly.

Two Weeks Prior To The Meeting

  • Develop your theme for the meeting
  • Discuss with the Toastmaster for the evening ideas to make the theme / meeting great.

One Week Prior To The Meeting

  • Send out the meeting theme / roster (based on the roster developed by the VP Education)
    • Ask Speakers to confirm with the Chair and the Toastmaster
    • Ask Evaluators to confirm with the Chair and General Evaluator
    • Ask everyone else to confirm with the Chair
  • Review your parliamentary procedures
  • Confirm all assignments preferably by Sunday (3 days before the meeting)
  • Prepare the agenda for the meeting by Wednesday

Timing

The meeting is two hours long. 
It is the responsibility of the Chair to keep the meeting on time.

During The Meeting

The Sargeant At Arms will introduce you.

[After being introduced by the Sargeant At Arms, the Chairperson comes to the lectern and takes the gavel from the Sargeant At Arms to indicate he/she is in control].

Opening

Thank you Toastmaster………………………………….

Good Evening fellow Toastmasters and Guests.  Welcome to Glen Abbey Toastmasters weekly meeting. We have a great meeting in store for you. So sit back, relax and have fun.

Theme

The theme tonight is ……………………………explain theme………………………………………

Spend 2-3 minutes providing a great opening for the meeting, speaking about your theme and why it matters to the people attending this evening.

Introduction of Officers

I’d like to introduce our officers for the meeting tonight. As I call the names of the officers, please rise and remain standing. Would the rest of the audience kindly hold their applause until I have completed all the introductions.

  • The Toastmaster this evening is: …………
  • The General Evaluator is: …………
  • The Toast will be given by:
  • The Table Topics Master is: …………
  • The Secretary is: …………
  • The Sergeant-At-Arms is: ……………
  • The Parliamentarian is:…………………..
  • The Timekeeper is: …………
  • The Grammarian is: …………
  • The Quizmaster is: …………
  • And I am your Chair this evening……………………

Fellow Toastmasters and Guests, these are the officers for tonight’s meeting: [Lead applause]

Introduction of Guests

We have ……………………..guests this evening, and we’d like to introduce you to everyone now.

  • Toastmaster ……………………. would you like to introduce your guest?
  • Toastmaster ……………………. would you like to introduce your guest?
  • Toastmaster ……………………. would you like to introduce your guest?
  • Toastmaster ……………………. would you like to introduce your guest?
  • Toastmaster ……………………. would you like to introduce your guest?

[After each guest has been introduced lead applause, welcome them, and say…]

At the end of the meeting, you’ll be given the opportunity to say a few words about you impressions / experience about this meeting tonight. Enjoy

Toast

It’s now time for the Toast.  Toastmastaster ………………………, would you kindly like to give the toast.
[Toast]
Thank you Toastmaster ………………………………………….[Lead applause]

Introduction of Grammarian

Toastmaster ………………………….., could you kindly stand up and explain your role as Grammarian this evening
[ Grammarian Role ]
Thank you Toastmaster ……………………………………… [lead applause]

Quizmaster

Toastmaster………………………………………………………………, could you kindly stand up and explain your role as Quizmaster this evening.
[ Quizmaster Role ]
Thank you Toastmaster…………………………………………………..[lead applause]

Table Topics

Now we come to the fun part of our evening – Table Topics.  And to conduct that session, I would like to introduce our Table Topics Master this evening  Toastmaster………………………….[lead applause]

Thank you Toastmaster ……………………………..for the wonderful Table Topics session. [lead applause]

Education Session

[If there is an educational session, introduce the person and their topic.  At the end , thank them].

Business Session

I would now like to start the Business session [Bang gavel].

Option 1.     If you are dispensing with the reading of the minutes, indicate this and confirm that they have been distributed to all members.  

Option 2.     Could the secretary please read the minutes of the last meeting.

Are there any errors or omissions in the minutes?
[Listen to all comments and ask the secretary to make the necessary corrections]
If there are no comments then I would like to declare the minutes approved as read (or corrected, as the case may be). [Bang the gavel].

Is there any business arising from the minutes?  Is there any other unfinished business to discuss? [Address each one accordingly]

Do we have any Officers’ reports?

Do we have any Committee reports? [Standing and Special committees]

Do we have any Ambassador reports?

(Optional) During the Share your Greatness segment, I would like to invite one Toastmaster to share how Toastmasters has helped improve his/her life outside the Club.

New Business Session

Now we are going to start our New Business session. May I ask the Timekeeper to turn on the red light and ring the bell after ………. minutes (usually 10 minutes but it may vary depending on schedule).

Is there any item of new business to be tabled at this meeting?
[This is where a new motion may be tabled. See parliamentary procedures on motion rules and regulations on the following pages. Also have your Robert’s Rules book handy and do call upon your parliamentarian when in doubt.
Ensure that all items/motions brought up for discussion is properly disposed of.
Usually this session ends when the Timekeepers gives the red light. Otherwise, you may want to say:].
 
Having no further items of business, if there are no objections, I will now declare the business session closed. [Bang gavel]

Parliamentarian Report

Could the Parliamentarian please give his/her report. [At the end of the report, thank the parliamentarian and lead applause]

Recess

Now I would like to Recess for …… minutes. May I ask the Timekeeper to turn of the red light and ring the bell with the time is up?

[At the end of  the recess, the SAA will bang the gavel to let everyone know that recess is over. The SAA will introduce the Toastmaster.]

Prepared Speeches

[At the end of the Prepared Speeches session, after the General Evaluator has given the awards.]

Thank you Toastmaster ……………………………. for enlightening us with a wonderful Prepared Speeches Session. [lead applause]

Great Toastmaster of the Evening

I would like to reward a person who has helped making this meeting great by ……………
……………………………………………………………….. [Call this person to the lectern and give him/her a ribbon.]

Guests’ Comments

[At this point, invite guests to give their comments.]

Since participation is the key to self-improvement at Toastmasters meeting, I would like to ask our guests for their comments on tonight’s meeting. [Make sure you have the guests’ names and thank each one warmly.]

Final Comments

Is there any other business to be discussed for the good of Toastmasters?

If there is no other business, I declare this meeting adjourned. The time is now ………….

Sargeant At Arms

The SAA’s responsibility is to ensure that the meeting room is well prepared and that the meeting itself starts on time with enthusiasm is under his/her jurisdiction. It is not expected that SAA carry out all the required duties on his/her own but it is essential that the required work gets done. Delegation of responsibility to committee members or any other reliable person is very important to ensure meetings run smoothly. Coordination with other members and executives is essential to doing a good job.

Advance Preparation

  • Planning ahead is the key to a successful Toastmaster meeting.
  • Ensure that you have all the materials required for the meeting (lectern, educational materials, timing light, voting forms, ribbons or certificates and trophies, etc.). The SAA is fully responsible for the administration and management of the Club property.

Pre-Meeting Activities

  • Set up Lectern, timing light and any special equipment requested.
  • Post proper signs to help guests find the meeting room.
  • Lay out education materials, name cards, guest book, brochures, etc.
  • Distribute agendas and any other handouts provided.
  • Hang up Club banner.
  • Lay out trophies on table in front of lectern and gavel on top of lectern.

When Members and Guests Arrive

  • Greet all meeting attendees and make them feel welcome
  • Request guests to sign the guestbook
  • Make temporary name cards for the guests
  • Ensure members pick up their name tags
  • Explain or get someone to explain the Toastmasters program to the guests with the help of the promotional literature provided for the guests.
  • Assign a member host to each non-Toastmaster guest for the duration of the meeting.

To Start The Meeting

  • Ensure the meeting starts on time.  If there is a delay in the meeting start – announce it to club members from the lecturn
  • Bang the gavel and welcome all members and guests to the Glen Abbey Toastmasters Club #8644 meeting
  • Introduce the Chairperson.  It is helpful to know something about the Chairperson so you can make a proper introduction – eg – time with club, roles held, other pertinent and interesting information

During The Meeting

  • Sit near the door – or assign someone – so you can ensure any late arrivals are taken care of easily and quickly without disturbing the rest of the meeting
  • Ensure extra chairs are available for the late comers
  • Collect ballots and feedback forms in a manner requested by whomever is in control of the meeting at the time.
  • Tally votes, complete awards certificates, and provide to Chairperson

After Recess / Second Half of Meeting

  • Call the meeting to order on time
  • Introduce the Toastmaster in this manner:
  • Now, to start our Prepared Speeches portion, I would like to present to you a very fine Toastmaster who will be hosting this part of the meeting.  This person …………………………………………………………………………………
  • Ladies & gentlemen, please help me welcome our toastmaster for this evening, Toastmaster ………………… [Lead applause, pass the gavel to the Toastmaster and take a seat.]

After The Meeting

  • Clean up the meeting room with the help of other members. Keep any reusable materials such as extra ballot forms, handouts, educational material, etc.
  • Pack all items neatly in the boxes in the same manner they were packed at the start of the meeting. Check if anything requires a refill for the next meeting.
  • Ensure all materials are complete and packed away properly.
  • Make a final quick tour of the premises to ensure nothing is left behind, and that the room is clean and neat. You or your delegate should be last person out of the room.

Toast

The Toast should be given to a single person, or sometimes a group. 

  • In giving praise to someone, it should be mentioned why the praise is being given. In other words, a build-up of the person being honored is necessary. 
  • The name of the person should always be given last, keeping the audience in suspense until the very last moment. 
  • If possible, toast a person who has recently done something exceptional and focus on their achievements.

To give the toast: 

  • Stand and give background information on the person [for instance, the Queen].
  • Then take your glass in your hand and say: “Will you please stand … [Wait until everyone is standing] and join me in a toast … to the Queen”.
  • The phrase “to the Queen” is repeated by everyone, and everyone drinks.

After the toast, say: “Please be seated”, and sit down.

Timing

1-3 minutes in length.

Table Topics Master

1 Week Before The Meeting

  • Check the theme for the meeting on the meeting roster page.
  • Prepare 8 table topics around the theme.  Depending on timing and length of speeches that day – all 8 may not be used. Usually we have 5-7 table topics.

Just Before The Meeting

  • Bring your table topics to the meeting and hand them to selected participants (it is recommended that you select participants who are not speaking or taking a significant role in the meeting).
  • You may wish to use the following schedule to make your job easier.  Chart for speakers / Topics

During the Meeting

  • After being introduced by the Chairperson, you are in control
  • Go to the lecturn, and use this script as a guideline. 
  • Remember, put your style and personality into the script

Timing

The Table Topics portion of the meeting is usually 10 minutes in length.

Script

Thank you Mr./Madam Chairperson for this kind introduction.

Now we come to the impromptu speaking portion of the evening, Table Topics.

For the benefit of our guests [if guests are present], the objective of Table Topics is to acquire the ability to speak well when called upon and do so with only little prior preparation.

Speaking “off the cuff” is something we are often asked to do at work or in social situations. Learning to “think on your feet” is important during interviews, discussions, debates and seminars.

The benefits of impromptu speaking are many and 3 of the most important are:

  • You learn to remain cool under pressure,
  • You gain self-confidence, and
  • You learn to develop readiness of the wits.

The format we will use is to have the next sequential speaker open their envelope as the current individual speaks.

May I ask the first speaker to open his/her envelope now?

[Give information or instructions on your chosen subject related to the theme while the first speaker is getting ready.] 

The timing for each speech is 1 minute. Mr./Madame Timekeeper: Green at 0:30, Amber at 0:45, Red at 1:00. [Explain the reasons for timing speakers and the fact that speakers who do not speak within the assigned time will not be eligible to the vote for “Best Table Topic”.]

May I ask Speaker #1 to begin and Speaker # 2 please open your envelope.
[Thank the speaker and lead the applause]

[Repeat this process for each speaker.]
You have just heard ……speakers expressing their feelings about a variety of subjects: Mr./Madame Timekeeper could I have the time duration of all speakers please?
[At your discretion, exclude from the vote any speakers with timing infractions]

Please use the ballot in front of you to vote for the Best Table Topics speaker. Wrap-up
That concludes my function as your Table Topics Master and thank you for your active participation.

I will now return the control to our Chairperson of the evening

Point Of View

Give a two to three minute speech on a subject that is important to you.

This should be:

  • something you feel strongly about – positive or negative
  • something that you have knowledge / information / stats about
  • something that you would like others to be persuaded to see your point of view
  • sometimes choosing a topical / current event is helpful

Timing

2-3 minutes maximum – the average time it usually takes to give your point of view in any social situation.

Timekeeper

When introduced by the Toastmaster, please state the following:

Greetings Mr./Madam Toastmaster, fellow Toastmasters, and guests.
As Timer, I will time the table topics speakers, formal speeches, and the evaluations.
I will also alert each speaker of the time they have left, using the green, yellow, and red cards, which denote specific times remaining.
Thank you Mr./Madam Toastmaster.

Zoom Backgrounds – Download Zoom backgrounds from Toastmasters International

Timing Guidelines

Table Topics Speakers should limit their remarks to no more than 2 minutes.
• At 30 seconds, I will raise the green card.
• At 45 seconds, I will raise the yellow card.
• At 1 minute, I will raise the red card.

Ice Breaker speeches should be 4-6 minutes in length.
• At 4 minutes, I will raise the green card.
• At 5 minutes, I will raise the yellow card.
• At 6 minutes, I will raise the red card.

Most other speeches will be 5-7 minutes in length.
People giving speeches outside of these times will advise their evaluator, and the evaluator will advise the timekeeper.
• At 5 minutes, I will raise the green card.
• At 6 minutes, I will raise the yellow card.
• At 7 minutes, I will raise the red card.

The individual evaluations should be between 2-3 minutes.
• At 2 minutes, I will raise the green card.
• At 2 minutes and 30 seconds, I will raise the yellow card.
• At 3 minutes, I will raise the red card.


Secretary

The secretary role has two tasks:

  1. to read the minutes of the past meeting
  2. to take notes of the information of the current meeting.

The secretary goes to the Minutes of the Meetings binder and takes the minutes from the previous week. As well, s/he takes a new minute’s template to be filled during this current meeting.

 At the start of the meeting, when the secretary is asked to read the minutes of the past meeting, s/he will read the section clearly marked to be read.

 During the meeting, as it proceeds, s/he will fill in the information requested.

 At the end of the meeting, s/he will put back the previous meeting’s minutes, as well as the current meeting’s minutes in the Minutes of the Meetings binder.

 This will then be available for the next week’s secretary. The Minutes of the Meeting binder is kept on premises.

Timing

2-3 minutes maximum

Toastmaster

One week / few days before the meeting:

The Chairperson will email you to confirm your assignment. Ask for the evening’s theme to incorporate it in your portion of the program.

Get Speaker Info:

  • Confirm assignments – speakers should have their own replacements, if necessary
  • Obtain necessary information – biographical data, manual project number, speech objectives, title, time limits.
  • Caution speakers to be aware of the time limits for their speech.

Get General Evaluator info:

  • Confirm his/her assignment
  • Give him/her information – confirmed speakers and their manual assignments
  • Obtain information for introduction of General Evaluator.

Plan opening comments, which will set the stage for speakers and enthuse the audience.

  • Plan introductions for speakers, evaluators and General Evaluator. Use your imagination to avoid hackneyed introductions.
  • In the case of speaker introductions, your introductory material can include biographical data and /or enumerate the qualifications of the speaker.
  • The introduction may hint at the subject matter to be presented, but the Toastmaster must never “give away” the essence of the speech.

During the Meeting – After the break

  • You will be introduced by the Sargent At Arms.  Fellow Toastmasters please join me in welcoming Toastmaster ……………………………… [After the recess, the Toastmaster takes control]

During the Prepared Speeches Session SCRIPT

Thank you Mr./Madam Chairman for that flattering introduction. Fellow Toastmasters and guests, I would now like to welcome you to the Prepared Speeches portion of the meeting. This really is the heart of Toastmasters, where members deliver speeches on a subject that they have selected and researched.

My duty here tonight will be to act as your host for this part of the meeting, which consists of a), Prepared speeches b) Evaluations c) Grammarian’s Report and the Quiz Master’s Report.

During the prepared speeches session, our Toastmasters have the opportunity to put their speaking skills to work on a selected subject that they have thoroughly researched. Much time goes into the preparation and practice for these speeches.

During the General Evaluation, Toastmasters receive valuable constructive feedback regarding their speeches and their performance in the various tasks that have been assigned to them during the course of the meeting

Evaluation forms: To assist each speaker and to develop your own listening skills, special feedback forms have been provided to each of you here. These forms are to be used to provide written feedback to the speakers.

There is also a ballot for: a) the Best Speaker, and b) the Best Evaluator.

You are strongly encouraged to use these forms during the meetings.

For the benefit of the guests:  [if guests are present and if time permits]

The Toastmasters program is based on specific program manuals. The first of these manuals is known as the Communications and Leadership Manual, which sets out the objectives of 10 prepared speeches. Toastmasters who have completed and passed these 10 projects, receive a “Competent Communicator” or CC designation.

For Toastmasters who have completed the basic manual, there are available 15 advanced manuals, each specializing in a specific aspect of public speaking and each containing 5 speech projects. The specialization includes: Speaking to inform, the Entertaining Speaker, The Professional Speaker, and so forth. Those Toastmasters completing 10 speeches out of two selected manuals will in turn get the designation of ATM Bronze, ATM Silver and ATM Gold.

These manuals guide the speakers through the basic steps of good public speaking, each project building upon the skills learned in the previous speeches.

Tonight we will have the pleasure of listening to ………………. prepared speeches.

Our first speaker will be Evaluated by Toastmaster:____________. Could I ask the evaluator to outline the Speech Manual, the number and the objectives of the speech. If the evaluator does not outline the time please confirm what the timing is so that the timekeeper has it.

Before I introduce our first speaker, I would like to explain timing procedures for our Timekeeper:
This speech is …….. minutes long and I would like to have the Green Light at …. minutes, Yellow at …. minutes and Red at …. minutes.

[Explain the reasons for timing speakers and the fact that speakers who do not speak within the assigned time will not be eligible to the vote for “Best Speaker”.]

Our first speaker ….[give relevant information] ………………………………………………… Fellow Toastmasters, please help me welcome our first speaker [Announce “Speaker’s name”, “Speech title”, “Speech title”, “Speaker’s name” ]

[Lead applause upon completion of the speech and thank the speaker]

Thank you Toastmaster ………………………………………………

Please take a minute to give the speaker your written feedback on the special forms provided. [Repeat this process for the second and third speakers.]

REPEAT FOR ALL SPEAKERS

[After the last speech]

This concludes the Prepared Speeches portion for this evening. To summarize, we have heard the following speakers:
Speaker Name – Title of Speech
Speaker Name – Title of Speech
Speaker Name – Title of Speech

Could the Timekeeper give the official time of the speeches?

[At your discretion, exclude from the vote any speakers with timing infractions]
Using the appropriate ballot form in front of you, please take a moment to vote for the Best Speaker for the evening. For the benefits of those who are not familiar with the voting procedure, I would like to point out that the best speaker is the speaker who best achieved the required objectives of his/her speech project. Could the Sergeant At Arms please collect the ballots.

Evaluations

Now we have come to the Evaluation part of the evening, the evaluation of Prepared Speeches

Let me begin the evaluation of prepared speeches, which will be done by assigned evaluators. Before I introduce our first evaluator I would like to explain the timing procedures:

Madam/Mr. Timekeeper could you please give the Green light at 2 minutes, the Yellow at 2 minutes and 30 seconds, and the Red at 3 minutes. After the red light, the evaluators will have 30 seconds to wrap up.

[Explain the reasons for timing evaluators and the fact that evaluators who do not speak within the assigned time will not be eligible to the vote for “Best Evaluator”.]

  •  Could the evaluator for speaker #1, Toastmaster …………………kindly give his/her evaluation of Toastmaster ……………………………
  •  Could the evaluator for speaker #2, Toastmaster ……………………kindly give his/her evaluation of Toastmaster……………………………
  •  Could the evaluator for speaker #3, Toastmaster ……………………kindly give his/her evaluation of Toastmaster……………………………

 You have just heard three evaluations from:

  •  Toastmaster ………………………………………………………………………………………
  •  Toastmaster………………………………………………………………………………………
  •  Toastmaster……………………………………………………………………………………….

Mr./Madam Timekeeper, may I have the timings for the evaluations?
[At your discretion, exclude from the vote any evaluators with timing infractions]

Could you please take a minute to vote for the best evaluator.

Reports

Grammarian’s Report:  Could I have the Grammarian’s Report?  [Presentation of report]

Quizmasters Report:  Could we now hear the Quizmaster’s Report? [Presentation of report]

General Evaluation

Our General Evaluator for this meeting is …………………………………….. Ladies and gentlemen, please join me in welcoming our General Evaluator for this evening’s program, Toastmaster ………………

Toastmasters Job Is Done———–

Quizmaster

The role of the Quizmaster is truly an exercise in expanding everyone’s listening skills. There are two basic responsibilities:

  • Listen very carefully throughout the meeting and prepare 5 to 7 questions
  • Questions should be a balance between easy to hard. No need to to get too specific or technical in your questions!
  • Entire Quizmaster question period should be no more than 5-7 minutes in length.
  • When called by the General Evaluator, ask a question and then call on a member to answer it.
  • Thank the members when finished

Parliamentarian

The Parliamentarian observes the Business Session to keep track of parliamentary procedures in action. The Parliamentarian is usually an experienced Toastmaster who understands Robert’s Rules of order.

The Parliamentarian assists the Chairperson during the business session, upon the Chairperson’s request. He or she can advise on the order of business, how to proceed next, how to handle ambiguous motions, etc., at the Chair’s discretion.

The Parliamentarian gives a brief report at the end of the business session. He or she comments on how well and how fairly the Chairperson carried out the majority’s wishes regarding the business of the day. He or she also offers suggestions for improvement.

Download the Parliamentary Chart of Motions

Grammarian

Being a Grammarian is truly an exercise in expanding your listening skills. There are three responsibilities.

  1. Introduce a new word to members
  2. Count the hesitations and filler words
  3. Comment on the interesting language used in the meeting

It is a good idea to bring a dictionary.

Prior to the Meeting

  • Call your Chairperson to find the theme for the evening
  • Select a word of the day and tie it to the theme if possible. Choose a word that can be used in the context of a Toastmasters meeting. Make sure the word is not too common, in order to expand your fellow Toastmasters’ vocabulary.
  • Write or type the word on a sheet of paper, in letters large enough to be seen from the back of the room.

During Grammarian Introduction

When introduced, explain the role of the Grammarian.

  1. Introduce a new word to members
    • State the word
    • Explain whether it is a noun, a verb, and adjective etc.
    • State the different meanings
    • Show how it can be used in a sentence.
    • Tell people how many times you would like them to strive to use it
  2. Count the hesitations and filler words used by Toastmasters – ums, ahs, you knows, etc
  3. Comment on the creative, imaginitive, and picteresque use of the English language, as well as the misuse of the English language.

Then place the word of the day along with it’s definition and usage into the chat box.

During Evaluation

When called by the General Evaluator, stand by your chair and give your report:

  • State how many times the word was used and by whom
  • State how many hesitations and filler words were used
  • Speak to the creative use of language that you heard. Try to offer the correct usage in every instance in which there was a misuse, instead of only explaining what was wrong.

In this role, it is not necessary to name Toastmasters who make errors. Give special attention to those who used language in great ways!

General Evaluator

Prior to the Meeting

The Chair will email the roster to everyone, and ask for confirmation of attendance.  Evaluators will be asked to confirm their attendance to you.  Follow up with them if they do not respond prior to the meeting. Evaluators should have their own replacements, if necessary.

Understanding The Role – Overview

  • The preparation to evaluate the meeting officers is done throughout the meeting, while the evaluation of evaluators is done only once the evaluators have done their job, towards the end of the meeting.
  • Even though the preparation starts with the officers (form 1) and ends with the evaluators (form 2), when presenting the report, evaluate the evaluators first, and the officers second. 
  • Evaluating the evaluators should take 3 minutes, and evaluating the officers should take 2 minutes. 

Understanding The Role – Evaluating The Meeting Officers

  • Throughout the meeting, after each officer has spoken, jot down very brief notes on Form 1.
  • If the officer has done a “proper job,” without anything outstanding, don’t write anything.
  • Just before presenting your report, look at your notes, and see which ones are “important to mention,” either because the job was very well done, or because the officer missed some important point (examples: a Grammarian’s word that was used many time, a toast that was too long or unclear about the name of the person we were toasting, a Table Topics Master who didn’t give clear instructions, a quizmaster who added a special twist to the questions, a Parliamentarian who did a very thorough job, etc.)
  • Put a check mark beside the names of the people who have done a “proper job.” During the report, announce that some people have done well and just mention their names. They need to hear they have performed adequately, even without details. The check mark will make it easy to find the names quickly.
  • Then, give a more detailed account on the 3 to 5 roles and officers that you have identified as “important to mention.”
  • If you have to emphasize something that was not done well, turn it into a lesson for the future, when other Toastmasters will have to do this role.
  • This part of the report (done last) should take no more than 2 minutes. 

Form 1 – Evaluating the Meeting Officers

Role

Member Name

Notes

Chairperson

 

 

Sergeant At Arms

 

 

Greeter

 

 

Timekeeper

 

 

Toast

 

 

Grammarian

 

 

Quizmaster

 

 

Table Topics Master

 

 

Educational/Point of View

 

 

Parliamentarian

 

 

Toastmaster

 

 

Other

 

 

Understanding The Role – Evaluating the Evaluators

  • In order to save time, fill your form during the evaluation, while the evaluator is speaking, even if you have to add more notes at the end.
  • Don’t write sentences, just bullet points.
  • Put yourself in the shoes of the speaker who was evaluated. How would you feel? Would you know how to perform better the next time? Was the evaluator unclear at times? Would you have liked more suggestions?
  • It is important to have a few notes in the first column (what was good in the evaluation). If you don’t know what would make it better, don’t write anything and don’t mention this part. Always finish your evaluation of each evaluator with something positive.

Form 2 – Evaluating the Evaluators

Evaluator’s Name

What was good in the evaluation

What would make it better

Something positive about the evaluation

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Script – General Evaluator Report

Thank you Toastmaster ……………….. for that nice introduction, and welcome to the last part of the Prepared Speeches Session, the Evaluation.

The function of a General Evaluator is to provide feedback to the meeting’s participants. It is like holding up a mirror to reflect your performance back you. Feedback is an essential element of the learning process and is meant to encourage the drive to excellence and self-improvement.

My report is in 2 parts:

  • Evaluating the evaluators
  • Evaluating the meeting officers

Timekeeper, may I have the green at 4 minutes, amber at 5 minutes, and red at 6 minutes.

Give the report following the instructions and using the forms above

At the end of your report, highlight something positive or funny about one aspect – just one – such as the club, the members, the progress of some members, the theme of the evening, the way you feel, etc. You are one of the last people to speak. It is essential to leave the audience with a good feeling about the meeting.

Awards

It is now your role to hand out the awards for Best Table topic, Best Evaluator and Best Speaker.  Lead the applause and encourage the crowd to cheer the winners! 

Return control back to the Chair.

last updated January 15, 2021

Meeting Materials

The following documents are used at weekly meetings and need to be printed.  When you click on them, they will download automatically (probably to your downloads folder).  You can either print at home or take to a printer.  We have been using UPS at Upper Middle / Third Line or UPS at Upper Middle / 8th Line.  But there is no contract with them – so any printer can work.

GATM Table Cards
This is a powerpoint file – with tablecard layout and names. It should be printed on heavy weight white card stock

GATM Door Signs
This is a pdf file and has two door signs on one page. It should be printed on regular photocopy paper and laminated (although we keep losing laminated versions). Perhaps magnetic signs would work better?

GATM Evaluation Forms
This is a pdf file – one page evaluation form with 3 evaluations on it. It should be printed on regulary photocopy paper – and perforated at cut points (however this costs more money)

GATM Winner Certificates
This is a pdf file with all the 4 certificates that we normally give out – Best Speaker, Best Evaluator, Best Table Topics, Most Valuable Toastmaster. It should be printed on heavy weight white card stock

GATM Guest Package Labels
This is a pdf file 4 large labels per page.  The labels are Avery 5168 and need to be purchased at Staples.

GATM Membership Application Forms
This is a pdf file that is double sided. It can be printed on black and white paper


The original artwork for these is with Reema Duggal – contact her if you have any questions

How To Run The Mary Heary Tall Tales Speech Contest

Tall Tales Speeches are 3 to 5 minutes in length. They are full of exaggerated truths and unbelievable stories.  According to Westside Toastmasters who have this great article about Tall Tales, a Tall Tale should Include the following features:  a character with extraordinary abilities and a specific goal; a problem that is solved in a humorous way; a careful blend of exaggerated and credible details; and a comical endingThis is an optional contest that is hosted by some Clubs and Areas – but not at the Division or District level.

Running a Tall Tales Contest is an exciting and rewarding experience.  Here are the resources you need to run the contest:


GATM CONTEST MATERIALS – HOW TO RUN A CONTEST

WORKPLAN —

Developed by GATM members, the GATM Speech Contest Workplan includes the:

  • Schedule
  • Participant Roster – Contestants, Judges, Volunteers
  • Forms Received List
  • Speaker Order Ballots

GATM Contest Emails —

Developed by GATM members, the GATM Emails document includes sample emails to be sent to:

  • Participants – Recruiting
  • Contestants
  • Judges
  • Sergeant At Arms
  • Timers
  • Ballot Counters

GATM Contest Scripts —

Developed by GATM members, the GATM Tall Tales Contest Script includes the full script for the Tall Tales Contest.

GATM Agenda / Program —

Developed by GATM members, the GATM Speech Contest Agenda is the program for the night.


TMI TALL TALES SPEECH CONTEST KIT – RULES & FORMS

Many of the resources for the contest can be found in the members area (login required) of the Toastmasters International site.  The Tall Tales Contest Kit from Toastmasters International includes the following:

How To Run The Evaluation Contest

The Evaluation Contest is 2 to 3 minutes in length. All of the evaluation contestants must evaluate the same speech, so a test speaker from outside the club is brought in to present one speech to the entire group. The contestants are then taken from the room and given five minutes to prepare their evaluations. Then they come back into the room, and one by one, deliver their evaluations.  The Evaluation Contest is held at the Club, Area, Division, and District level.

Running an Evaluation Contest is an exciting and rewarding experience.  Here are the resources you need to run the contest:


GATM Evaluation Contest Kit

Workplan —

Developed by GATM members, the GATM Speech Contest Workplan includes the following: 

  • Schedule
  • Participant Roster – Contestants, Judges, Volunteers
  • Forms Received List
  • Speaker Order Ballots

GATM Contest Emails —

Developed by GATM members, the GATM emails document includes sample emails to be sent to:

  • Participants – Recruiting
  • Contestants
  • Timers
  • Sergeant At Arms
  • Judges
  • Ballot Counters

GATM Contest Scripts —

Developed by GATM members, the GATM Evaluation Contest Scripts include the:

  • Contest Chair’s Script 
  • Chief Judge’s Script (coming soon)

GATM Agenda / Program —

Developed by GATM members, the GATM Evaluation Contest Agenda is the program for the night.  One program covers both the International and Evaluation contests because they are typically held on the same night.


TMI Evaluation Contest Kit – Rules and Forms

Many of the resources for the contest can be found in the members area (login required) of the Toastmasters International site.  The Evaluation Contest Kit – from Toastmasters International includes the following:

How To Run The Humorous Speech Conteest

Humorous Speeches are 5 to 7 minutes long.  They should be thematic in nature (having an opening, body, and close), contain original content, use clean humour, and not be a monologue. The Humorous Speech Contest is held at the Club, Area, Division, and District level.

 Running a Humorous Speech Contest is an exciting and rewarding experience.  Here are the resources you need to run the contest:


GATM CONTEST MATERIALS – HOW TO RUN A CONTEST

WORKPLAN —

Developed by GATM members, the GATM Speech Contest Workplan includes the following:

  • Schedule
  • Participant Roster – Contestants, Judges, Volunteers
  • Forms Received List
  • Speaker Order Ballots

GATM Contest Emails —

Developed by GATM members, the GATM emails document includes sample emails to be sent to:

  • Participants – Recruiting
  • Contestants
  • Timers
  • Sergeant At Arms
  • Judges
  • Ballot Counters

GATM Contest Scripts —

The GATM Humorous Speech Contest Script includes the:

GATM Agenda / Program —

Developed by GATM members, the GATM Humorous Speech Contest Agenda is the program for the night.  One program covers both the Humorous Speech and Table Topic contests.


TMI HUMOROUS SPEECH CONTEST KIT – RULES & FORMS

Many of the resources for the contest can be found in the members area (login required) of the Toastmasters International site. The Humorous Speech Contest Kit from Toastmasters International includes the following:

How To Run The Table Topics Speech Contest

Table Topics are 1-2 minutes long.  They are impromptu speeches given on a topic that the speaker has no prior knowledge of. The contest is held at the Club, Area, Division, and District level.

Running an Table Topics Contest is an exciting and rewarding experience.  Here are the resources you need to run the contest:


GATM Contest Materials – How To Run A Contest

Workplan —

Developed by GATM members, the GATM Speech Contest Workplan includes the following:

  • Schedule
  • Participant Roster – Contestants, Judges, Volunteers
  • Forms Received List
  • Speaker Order Ballots

GATM Contest Emails —

Developed by GATM members, the GATM Emails document include sample emails to be sent to:

  • Participants – Recruiting
  • Contestants
  • Timers
  • Sergeant At Arms
  • Judges
  • Ballot Counters

GATM Contest Scripts —

The GATM Table Topics Contest Script includes the:

GATM Agenda / Program —

Developed by GATM members, the GATM Table Topics Contest Agenda is the program for the night.  One program covers both the Humorous and Table Topic contests.


Table Topics are 1-2 minutes long.  They are impromptu speeches given on a topic that the speaker has no prior knowledge of. The contest is held at the Club, Area, Division, and District level.

Running an Table Topics Contest is an exciting and rewarding experience.  Here are the resources you need to run the contest:


GATM Contest Materials – How To Run A Contest

Workplan —

Developed by GATM members, the GATM Speech Contest Workplan includes the following:

  • Schedule
  • Participant Roster – Contestants, Judges, Volunteers
  • Forms Received List
  • Speaker Order Ballots

GATM Contest Emails —

Developed by GATM members, the GATM Emails document include sample emails to be sent to:

  • Participants – Recruiting
  • Contestants
  • Timers
  • Sergeant At Arms
  • Judges
  • Ballot Counters

GATM Contest Scripts —

The GATM Table Topics Contest Script includes the:

GATM Agenda / Program —

Developed by GATM members, the GATM Table Topics Contest Agenda is the program for the night.  One program covers both the Humorous and Table Topic contests.


 

Many of the resources for the contest can be found in the members area (login required) of the Toastmasters International site.  The Table Topics Contest Kit – from Toastmasters International includes the following: