Bayview Meeting Roles

The General Evaluator is an evaluator of everything that takes place throughout the meeting.

The General Evaluator is responsible for the Speech Evaluation team.

Before the meeting

• Check with the Toastmaster of the meeting to find out how the programme will be conducted and if there are any planned deviations from the usual meeting format.
• Greet all Evaluators who are present. If an Evaluator is missing, consult with the Vice President Education and arrange for a substitute.
• Brief the Evaluators that evaluation is a positive, helping act. Their goal must be to help fellow Toastmasters develop their skills. Emphasize that evaluations should enhance or at least preserve the self-esteem of the speaker. 
• Ensure the individual Speech Evaluators have the Speaker’s manual and understand the project objectives and how to evaluate them. Suggest they talk to their Speakers to discover any special evaluation requirements.

During the meeting

• Take notes on everything that happens or, in your view, should happen. 
• Unnecessary distractions that could have been avoided? 
• Did the meeting and segments, begin and end on time? 
• You don’t need to evaluate the Prepared Speakers, as they already have, but you may add a different opinion. 
• Before the first Evaluation, deliver a brief but thorough talk on the purpose, techniques, and benefits of evaluation – particularly for the benefit of any guests. Evaluation is a positive experience designed to help people overcome weak habits and add power to good ones.
• Introduce the Evaluators including Speaker & Speech Title.
• Call functionaries for reports.
• Call audience to vote Summarizing All Eligible. Wait 1-2 minutes.
• Give your General Evaluation of the meeting, using the notes you took as suggested above. Comment on the quality of evaluations. Were they positive, upbeat, helpful? Did they point the way to improvement? Try to think of something original to say!
• Return control of the lectern back to the Toastmaster for awards.

WORDMASTER LOG SHEET AND REPORT

Duties of the WordMaster are to keep track of the use of the Word of the Day and to report on it at the end. Throughout the meeting, listen to everyone’s use of the Word of the DAy. Write down any awkward use and misuse of the Word of the Day with a note of who used it correctly. Report on creative usage. When called on by general evaluator, give a report. In the report try to offer the correct usage where there was misuse instead of only explaining what was wrong.

Vote Counter

You are responsible for collection and tally of ballots during the meeting. Everyone is encouraged to write notes of constructive support. You do not vote unless there is a tie.

Prior to the meeting

Prepare a quick explanation of your duties, including voting criteria, for the benefit of guests.

Upon arrival 

Set out the ballots, award presentation & certificates.

During the meeting

Explain your role when introduced. Remember everyone present is welcome to write notes of encouragement and edification. 

As the Timer gives their report, record award eligibility for each speaker. 

Once the Timer has delivered their report, pass the ballot collection box around to each table. 

Quickly tally the votes, and announce the winner(s) when called upon by the Toastmaster.

Present each “winner” with their award & ribbon

After the meeting

Submit your report to the club Secretary for the club minutes. 

‘Every member speaks’ is a Toastmasters tradition. The Table Topics Master (TTM) ensures this tradition is met. The purpose of Table Topics is to have members think & speak extemporaneously. 

The TTM prepares & presents interesting questions to 3 members of the meetings who have smaller roles or no role at all, ensuring every member gets a chance to speak at every meeting they attend . Each of the called on speakers is given a question that you have prepared, or they may choose their own.

Prior to the Meeting

Prepare topics along the meeting theme. Write a selection of questions, without repeating.

Choose questions that inspire speakers to expound on your topic/theme. Phrase each question in a way that the speaker will clearly understand. Keep comments short. Your job is to get others to speak. Don’t be too long or complicated. 

Table Topics has a twofold purpose: 1) Give everyone in the room a chance to speak. 2) Teach people to think & speak coherently in impromptu situations.

During Meeting

Introduction: briefly state the purpose of Table Topics. Explain the time & light system. Ask visitors if they’d like to participate. Explain they always have the option to say NO, and they may or may not be called on. If you do call on a guest, make sure they go last so they can see the process beforehand. 

Set the stage: Keep remarks brief but enthusiastic. Encouraging word of the day use.

Call speakers at random. Give each participant a different question, unless pro & con. Don’t call on prepared speakers or those with main roles (Toastmaster, General Evaluator, Speech Evaluators).

Prompt the questions with a story, personal example or experience, etc. to facilitate table topics.

State the questions, then call the respondent. This holds everyone’s attention, each thinking of a response. Adding an impromptu element, giving everyone a chance to improve listening and thinking skills.

Watch total time, adjusting questions to end the segment on time. Shortening if needed to avoid running overtime.

Wrap up your section: Just like in giving a speech, your section should have an opening, body, and conclusion. This is your chance to thank those that participated and leave your audience with a lasting thought or question!

Timer

The Toastmaster of the meeting will call on you to explain the timing rules. 1-2 min for Table Topics, confirm Prepared Speeches times with Toastmaster, and 2-3 min for each Evaluator, with 30 seconds grace period (excluding Table Topics). One of the lessons to be practiced in speech training is that of expressing a thought within a specific time. The Timer is the member responsible for keeping track of time. Each segment of the meeting is timed. You should explain your duties and report to the club clearly and precisely. This exercise is an excellent opportunity in practicing communicating instructions – something that we do every day.

Prior to the meeting

Confirm program times with the Toastmaster and General Evaluator

Setup timing equipment – lights & stopwatch

During the meeting

When introduced, explain the timing rules and demonstrate the signal device

Throughout the meeting, signal each participant 

Jokemaster

Help open the meeting with a bit of humor and entertainment.

Practice storytelling skills and/or the ability to effectively use humor in a group environment.

Recite a joke that is appropriate to the Toastmasters audience.

Add a touch of levity to the evening “leave them with a smile!”

Grammarian 

Listen for and comment on the use of the English language. Listening for the inappropriate and correct use of language as well as the creative & interesting ways individuals express themselves. 

Make note of: Word choice and usage, Grammar, Sentence structure, Interesting language

Feedback: Provide suggestions on the appropriate and correct use of language. Offer ideas or recommendations on how to restate a particular thought or phrase. Be sensitive to the time; meetings should adjourn by 7:30. If pressed for time, be selective in what you include in your functionary report and try to limit your report to :30-1 minute.

Ah Counter

The Ah Counter is responsible for keeping track of words and sounds used as a crutch’ or ‘pause filler’ by anyone who speaks during the meeting.  Words may be inappropriate interjections such as and, well, but, so, like, you know.  Sounds may be ah, um, er.  You also should note when a speaker repeats a word or phrase such as I, I or This means, this means. 

During the Meeting

When introduced explain the duties of the Ah Counter for the benefit of members & guests.

“My role as Ah Counter is to keep track of words and sounds used as a crutch or pause filler by anyone who speaks during the meeting.  The use of inappropriate interjections such as ‘and’, ‘well’, ‘but’, ‘so’, ‘like’, ‘you know’ as well as sounds like ‘ah’, ‘um’, ‘er’ will be met with an audible [DING]. I will note any uses of the crutch or filler words mentioned.”

Listen to everyone throughout the meeting. For each person tally their crutch sounds & words. 

Give your report when called upon by the General Evaluator. 

The only exemptions to the Ah Counter’s Bell are during prepared speeches and guests.

Give your completed report to the Secretary for filing.