Chairperson
Your responsibility is to ensure that the meeting runs smoothly and on time. It is your enthusiasm or lack of it that will set the tone for the meeting. Be sure you maintain times rigidly. The meeting MUST start at 7.30 PM and end PROMPTLY at 9.30 PM.
PRIOR TO THE MEETING
- Make phonecalls as follows (make calls Monday):
- Invocator/ opening message
- Grammarian/Ah Counter
- Timer
- Jokemaster
- Executive for their reports (for business meeting)
- Table Topics Master
- Toastmaster
- General Evaluator
- Make sure that each person is aware of his/her assignment and responsibility. Check with the Toastmaster how long his/her portion of the meeting will take. If ballots are used to vote for Best Speaker in each category notify the General Evaluator.
- Prepare proper introductions of the Table Topics Master and Toastmaster.
- Prepare carefully your opening remarks, since these will set the tone for the meeting. Keep your remarks in line with the theme for the evening if possible.
- Brush up on Parliamentary Procedure for the business session.
- Check with members of the Executive to see if they have reports. If you need information on Parliamentary Procedure, phone the Parliamentarian or President for help.
AT THE MEETING
Call the meeting to order. Make opening and welcoming remarks in line with the evening's theme.
- Call for the opening message.
- Introduce guests. Find out which member is introducing a guest. You may also have all members and guests introduce themselves briefly. This can be time consuming so plan time for this one.
- After introductions are complete, state that we are interested in their thoughts on the meeting and will give them an opportunity to share their thoughts at the end of the meeting.
- Give guests a special warm welcome on behalf of the Club. Make sure of the correct pronunciation of names of all guests and members.
- Announce Program changes. If ballots are used remind everyone to comment on speeches and to vote for the best speaker, tabletopics, evaluator etc. Remind Sergeant at Arms to collect and tabulate these ballots toward the end of the meeting. General Evaluator presents the ribbons.
- Call Grammarian to explain the function and to give the Word of the Day, the meaning and use in a sentence.
- Call the Timer to explain the timing rules and timing device.
- Call Jokemaster
Business Session (15 minutes)
- Open business meeting. Rap gavel.
- Ask Secretary to read minutes of the previous meeting.
- Ask for errors or omissions.
- Declare minutes adopted as read/amended/corrected.
- Officers/Committee reports.
- Call only on those officers who have told you they have reports.
- Handle unfinished business.
- New business.
- Declare business session closed. Rap gavel twice.
NOTE: If time has run out before you finish and it is important that you continue, ask for a motion to extend business session. Take a vote like any other motion.
Table Topics (25 to 30 minutes)
- Have Table Topic Master check with guests BEFORE the meeting to see if they wish to participate. Adjust the length of Table Topics to keep within time.
- Introduce the Table Topics Master.
Recess
- Usually 10 minutes. Just before you announce recess, ask those who wish to make an announcement at end of the program to check with you during recess.
Sergeant-at-Arms call meeting to order
- Introduce the Toastmaster to conduct this portion of the program.
- Call for reports: Grammarian and Ah Counter,Timer
- Call on the General Evaluator.
Final Words
- Announcements can be made which pertain to Club business and only if pre-arranged.
- Go briefly over the next week's schedule.
- Ask guests if they wish to share their thoughts on the meeting. Tell them they are under no obligation and ONLY IF THEY WISH TO SPEAK. You may wish to ask them during the break to avoid making them feel uncomfortable.
- If a social hour has been arranged after the meeting invite everyone to come out.
- Declare the meeting closed.
CONGRATULATE YOURSELF on a job well done!