Functionaries

MEETING DUTIES

TOASTMASTER: (Link to Toastmasters International Toastmaster description page)

The Toastmaster is the host of a meeting and should:

  • Make sure the meeting starts promptly on time.
  • Create the meeting itinerary, include the duties of each functionary on the back of the agenda, and make copies for everyone (templates can be found here).
  • Contact speakers/presenters to make sure they will be there.
  • Find a replacement if someone does not show up.
  • Introduce speakers/presenters.
  • Sit in the front and shake speaker’s/presenter’s hands when they come and go.
  • Make sure the meeting runs on schedule.
  • Introductions and Table Topics can be shortened or eliminated if time is running out.

(Every speaker and presenter will shake hands with the Toastmaster at the beginning and ending of his/her speech. You will be addressed as “Mr. Toastmaster” or ” Madam Toastmaster”.)

GENERAL EVALUATOR: (Link to Toastmasters International General Evaluator description page)

The General Evaluator evaluates the overall sequence of a meeting and should:

  • Take notes during the meeting regarding timing, presentations, accomplishments made.
  • Evaluate the Toastmaster, Timer, Speech Evaluators, Grammarian, and Ah/Uh Counter.
  • Make a presentation at the end of the meeting of your findings.
  • Try to begin on a positive note and to end on a positive note, while making suggestions for meeting improvement.

 (Do not evaluate speakers – they will have their own evaluators.)

GRAMMARIAN: (Link to Toastmasters International Grammarian description page)

 The Grammarian presents “the Word of the Day” when introduced at beginning of meeting. The Grammarian keeps track and reports its usage and notes incorrect English usage, as well as special “gems” of creative word usage. The Grammarian should:

  • Select the “Word of the Day”, define it for the club, and display it where everyone can see it.
  • Note if speakers and other presenters use the “Word of the Day”.
  • Listen for correct or incorrect English usage.
  • Note particularly interesting and creative/visual word use.
  • Present findings at the end of the meeting.

AH/UH COUNTER: (Link to Toastmasters International Ah Counter description page)

  The Ah/Uh counter keeps track and reports the use of crutch words. The Ah/Uh counter should:

  • Keep notes on how many times the speakers, evaluators, and anyone presenting something say “Ah”,”Uh”,”So”, “And”, etc.
  • Present findings at the end of the meeting (except for guests).

TIMER: (Link to Toastmasters International Timer description page)

The Timer keeps track of timing in a meeting and operates warning device; either by flagging color cards or turning on color light bulbs.The Timer should:

  • Time each speech and keep a record – present findings at the end of the meeting.
  • Ice Breaker speeches 4-6 minutes: Show green light at 4 minutes, a yellow light at 5 minutes and a red light at 6 minutes.
  • All other speeches 5-7 minutes: Show a green light at 5 minutes, a yellow light at 6 minutes and a red light at 7 minutes.
  • Evaluators – 1-2 minutes: Show a green light at 1 minute, a yellow light at 1.5 minutes, and a red light at 2 minutes.
  • Table Topics – 45 seconds to 1 minute 15 seconds:Green light at 45 seconds, yellow light at 1:00, and red light at 1:15.

SPEECH EVALUATOR: (Link to Toastmasters International Speech Evaluator description page)

The Speech Evaluator evaluates the assigned speaker. The Speech Evaluator should:

  • Keep notes on presenter’s speech so that they are able to outline positive aspects and gently point out places of improvement needed.
  • Note speakers strengths relative to the speech’s goals.
  • Suggest something that would make the speech even more effective.
  • Be sure to end on a positive note.

TABLE TOPICS MASTER: (Link to Toastmasters International Table Topics Master description page)

The Table Topics Master prepares questions for a theme discussion. The Table Topics Master should:

  • Prepare 8 leading sentences/questions to present randomly chosen people. You will lead this section of the meeting.
  • Do not use the same question for every participant
  • Try to encourage members who haven’t spoken lately.
  • Ask guests in advance if they would like to participate.(Do not call on anyone who has a duty on the agenda unless absolutely necessary.)

ROOM SET-UP: This person helps to arrange chairs for the meeting. They need to arrive at 12:10PM (20 minutes before the start of the meeting) in the Immunology East conference room. This person helps the sergeant-at-arms to organize the meeting room before the meeting, ensuring all materials are available and timing lights are working, so the meeting can start on time.

VIDEOGRAPHER: The videographer records speeches, speech evaluations, and table topics during the meeting.

  • Ask the VP Membership for the videocamera just before the start of the meeting, and hand the camera back to this officer at the end of the meeting.
  • Record only the two speeches, the speech evaluations, and the table topics.

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