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Chairman  

As Toastmaster, you ensure that the meeting begins and ends on time. You set the tone of the evening. If you are positive, energetic and decisive, the meeting will go well.  If you are hesitant, nervous or disorganised, the meeting will not go well.  Remember, you are in charge for the next 2 hours, whatever happens! The Chairperson is responsible for opening & closing the meeting, introducing the other roles and generally ensuring that the meeting is run in a timely manner.

Performing as Chairperson is one of the key roles in your Club meetings. The assignment requires careful preparation in order to have a smoothly-run meeting.

Usually this task will not be assigned to you until you are familiar with the Club and its procedures.

Handing over the floor: 

Whenever a speaker takes the floor to speak, whether it is a role player, speaker, evaluator etc., you should shake hands to hand over the floor to them, stand at the side until they begin to speak then sit down.  When they finish, stand up, shake hands again, thank them and take back the floor.

Applause:

As Chairman, you must always lead the applause. If you do not begin to applaud, the audience will be half-hearted about it and that’s embarrassing for the speaker.

Before the meeting: 

  • Bring 25 printed copies of the meeting agenda
  • Check with the President and/or VPE to find out if there are any changes to the agenda. 
  • Contact the Toastmaster to ensure that they have contacted all scheduled Speakers and have confirmed their participation.
  • Organise food and drink to bring for supper.

At the meeting:

  • Arrive early in order to handle any last-minute agenda changes or additions 
  • Check with the speakers for any last-minute changes 
  • Sit near the front of the room for quick and easy access to the lectern. 

During the meeting:

  • Preside with sincerity, energy and decisiveness. Take your audience on a pleasant journey and make them feel that all is going well. 
  • Study the Agenda carefully so that you do not miss any reports or invitations to vote. 
  • Always lead the applause before and after each presenter.
  • After your introduction of another presenter, remain standing near the lectern until you have shaken hands - signifying your hand over of control of the meeting - then be seated. 
  • When another presenter has finished, shake hands again to signify that control of the meeting is returning to you. 

Before concluding the meeting:

  • Invite guests to share their feedback
  • Nominate Chairperson & Toastmaster for the next meeting 
 

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