In a nutshell, the Toastmaster is the meeting MC and it’s their responsibility to conduct the entire meeting, including introducing participants and making sure that the meeting runs smoothly.

One week prior to the meeting

  1. Check the agenda to find out who will be participating in the meeting
  2. Pick a Meeting Theme if you want to
  3. Prepare a 1-2 minute intro related to the Meeting Theme
  4. Prepare introductions for the following members:
    1. Prepared Speakers
    2. Table Topic Master
  5. Familiarise yourself with the meeting agenda
  6. Check with the VP of Education for special events or modules

Before the meeting

  1. Arrive 15 minutes before the meeting start to check for last minute changes to the agenda and help setup
  2. Make last-minute substitutions if a participant cannot make the meeting (coordinate with the VP of Education)

During the meeting

  1. Acknowledge the President and thank him/her for the warm introduction
  2. Briefly explain the meeting agenda
  3. Introduce the audience to the Meeting Theme with your prepared 2-3 minute speech
  4. Introduce participants in the order outlined in the Agenda with your prepared introductions
  5. Follow the Agenda and make sure everyone follows it as well
  6. At the end of the meeting, thank the audience and return control to the President for the final remarks

Toastmaster Dos and Don’ts

Do Don’t
Lead the clapping for every participant until they arrive on stage Don’t stop clapping until the participant is on stage (even if you are the only one clapping)
Stay on stage until the participant arrives Do not ever leave the stage unattended
Greet every participant with a firm handshake Do not allow participants to enter the stage without a proper handshake
Stay close to the stage while participants are speaking so you can come back quickly as soon as they finish Do not ever leave the stage unattended