Prior to the meeting:

Prepare a clean, non-offensive joke to share.

During the meeting:

Present joke.

Prior to the meeting:

Find a quote or anecdote which imparts wisdom to share with the club.

During the meeting:

Present quote(s) or anecdote.

Preparation:

• Learn meeting theme from Topic Master.
• Select word of the day that relates to the meeting theme.
• Create posters of the word of the day, part of speech, definition, example sentence. Write legibly or print in large font.
• You'll need note paper & writing implement to track word of the day use.

Importance of the Role:

• Help you develop your listening skills.
• Help members expand their vocabulary by introducing a new word which is to be used by all participants during the course of the meeting.

Key Responsibilities:

• Introduce the word of the day: define the word (include its part of speech, its meaning and its use), provide an example of how the word may be used in a sentence.
• Those who did not use the word of the day some time during the meeting are assessed a 5 cent "on your honor" fine fed to the piggy at the end of the meeting.
• Track the use of the word of the day throughout the meeting.

Report:

• Name those who correctly and appropriately used the word of the day.
• Name those who did not use the word of the day (correctly or at all) who owe a nickel to the kitty.

Downloadables:

• Wordmaster cue
• WOTD template

Preparation:

• Ensure you have note paper (or tracking sheet) and pen or pencil.
• Obtain clicker from the club supply bin. To be most effective, you will want to hold your writing implement in your dominant hand and the clicker in the other with your thumb on the button.

Importance of the Role:

• Help you develop your listening skills.
• Help members improve their speech fluency by reducing their use of fillers to sound more professional and credible with the help of the clicker.

Key Responsibilities:

• Listen for and make note of common fillers such as um, ah, er, so, well, and, like, you know, etc, and "double clutches" like "I, I…" or "Well, well…"
• Provide immediate audio feedback when a filler has been used with the use of the clicker.
• Do not click guests or during prepared speeches.

Report:

• Those who used fillers, how many, and the fillers with which they had the most problems.
• You do not need to name every single filler (for example, "Emi, you used two um's, six so's, four unnecessary and's, two like's, one you know, one well…") but a total number and summary (for example, "Emi used fifteen fillers, most of which were so's and unnecessary and's.").

Downloadables:

• Ah-counter cue
• Ah-counter tracking sheet

Preparation:

• Ensure you have note paper (or tracking sheet) and pen or pencil.

Importance of the Role:

• Help you develop your listening skills.
• Help members improve their use of the English language.

Key Responsibilities:

• Listen for and make note of the inappropriate use of language.
• Note creative, descriptive, and interesting use of language.
• Note grammar and sentence structure.

Report:

• The most notable (descriptive, great word choice, etc) uses of the English language.
• The most egregious (grammatically incorrect, incomplete sentences, etc) uses of the English language and corrected alternatives.
• Any obvious patterns within the club (such as dropped suffixes, clichés, common poor phraseology like "turn the meeting over" or "I would like to," etc).
• Focus your report on the best and worst; you do not need to mention everything you hear that could potentially be corrected. Be cognizant of the time.

Downloadables:

• Grammarian cue
• Grammarian tracking sheet

Preparation:

• Ensure you have a stopwatch or appropriate cell phone application.
• Obtain lighting device, timer's log or note paper, meeting agenda, and writing utensil.
• Confirm with speakers that speech times on agenda are accurate.
• Check that timing lights are working properly and have backup colored cards if they are not.
• Bring your Competent Leader Manual and have a fellow member complete the evaluation for the Timer role.

Importance of the Role:

• Help members improve time management skills.
• Help members learn how to express ideas within a specific allotted period of time.

Key Responsibilities:

• Keep track of time throughout meeting.
• Provide speakers with feedback regarding the length of their speeches.
• Demonstrate lighting signals once during functionary introduction.
• Signal to speakers/table topics participants/evaluators as appropriate.
• Make note of the final speech length for each speaker, table topics participant, and evaluator.
• Track the minute of timed silence following each speech.

Timing Requirements:

Prepared Speeches: A speaker qualifies for Speech of the Day vote if he/she speaks within 30 seconds plus or minus of their specified times. In other words, there is a 30 second grace period for award qualification before the minimum time specification. Introduce speakers and the specified times for their speeches in presentation order. For example: A 5-7 minute speech would be signaled at the following intervals:

• 4:30 (or 30 seconds prior to minimum time): Qualification for award – no light signal for this, you only need to mention this in your report if a speech time fell in this grace period. You do not need to mention this grace period in your role introduction.
• 5:00 (or minimum time): Green signal
• 6:00 (or midway point between minimum and maximum times): Yellow signal
• 7:00 (or maximum time): Red signal
• 7:30 (or 30 seconds past maximum time): Disqualification for award

Table Topics: Speaker qualifies for Best Tabletopics vote if he/she speaks between 1 minute and 2 minutes 30 seconds. There is no front-end 30 second grace period for Tabletopics – a participant must speak a minimum of 1 minute to qualify for awards. If the meeting is running behind, a simple report of "All table topics participants have qualified" will suffice. The timing signals will be at the following intervals:

• 1:00: Green signal, qualification for award
• 1:30: Yellow signal
• 2:00: Red signal
• 2:30: Disqualification for award

Speech Evaluations: Evaluator qualifies for Most Effective Evaluator vote if he/she speaks between 1 minute and 30 seconds and 3 minutes 30 seconds. There is also a 30 second grace period for evaluations so an evaluator qualifies if he/she speaks at least 1 minute 30 seconds. Keep that in mind when giving your report. The timing signals will be at the following intervals:

• 1:30: Qualification for award – no signal for this, you only need to mention this in your report if a speech time fell in this grace period. You do not need to mention this grace period in your role introduction.
• 2:00: Green signal
• 2:30: Yellow signal
• 3:00: Red signal
• 3:30: Disqualification for award

Reports:

You will be asked for a report after each meeting segment.

• Report on the times of each of the prepared speeches.
• Report on the times for each Table Topics participant. Alternately, if this meeting segment is running behind, a simple "All Table Topics participants met their timing requirements" ("except the following" as needed) will suffice.
• Report on the times for each of the evaluators.

Downloadables:

• Timer cue
• Timer log sheet
• Timer Zoom backgrounds (zip file)

Preparation:

• Come up with a meeting theme and let the Toastmaster and Wordmaster know what it is.
• Develop six or seven general knowledge questions based on the meeting theme. Strive to come up with questions that:
• Are fun.
• Require creativity.
• Requires only brief set-up (i.e. short questions leave more time for more participants).
• Compose and reserve a couple of deliberately easy questions for guests.
• Ensure all questions are open-ended with easy 1-2 minute responses and do not require specific knowledge.
• Avoid tailoring questions to specific individuals.
• Obtain a meeting agenda so you can see who has major and minor roles or no role at all and who you will be introducing as the General Evaluator.
• Note the time you should be concluding your portion of the meeting. If you prefer, have a conversation with the meeting Timer to signal you when your time is up.
• Obtain a table topics cheat sheet as needed (from the club supply bin or download =here=) and fill in the blanks.

Importance of the Role:

• Help members to develop essential impromptu speaking skills.
• In your role introduction, you may want to cite examples of when impromptu speaking skills are particularly important (e.g. elevator ride with the boss, answering the telephone, social situations, job interviews, etc) along with a brief description of the table topics process.

Key Responsibilities:

• Your goal is to give everyone who does not have a function a chance to speak.
• Do not take up too much time warming up the audience or setting up the questions. The priority is to fit in as many table topics questions as time will allow.
• Ask your question first, then call upon the member. That way everyone will need to start thinking of a response.
• Remind each participant to use the word of the day.
• One suggested phraseology would be, "Using the word of the day, [say the word], tell us [ask your question], [call on the member]."
• Asking for volunteer participants is not ideal. Members all know they are potential participants so simply call on them.
• If attendance is low and you need to call upon those with functions, start with those with minor roles (jokemaster, wisdom master, ah-counter, grammarian). Refer to the Topic Master Cheat Sheet for further guidance.
• Save easy questions for last to invite guests to participate (i.e. call on members first), then invite them to participate - no pressure!
• Check the agenda and take note of what time table topics is scheduled to conclude. Call for the timer's report when there is one minute left for your allotted time.
• Call for a vote of the best table topics response and introduce the General Evaluator.

Downloadables:

• Topic Master cue
• Topic Master cheat sheet

Preparation:

• Confirm with the Toastmaster that you will fulfill your role as General Evaluator.
• Contact all the functionaries in advance of the meeting with the exception of the Toastmaster, Topicmaster and speakers. Ask them to confirm that they will fulfill their responsibilities or find a substitute to do so.
• Notify the Toastmaster of any changes to the functionary lineup.

Before the Meeting:

• Acquire a copy of the Spark Plug award and have the presiding officer sign it.
• You are to select the member who is to receive the Spark Plug Award (someone who has gone beyond the call of duty to help make the meeting successful).

During the Meeting:

• Manage the feedback/evaluation segment of the meeting.
• Introduce each evaluator who will evaluate his/her speaker's presentation.
• After evaluations have been completed ask for a timer's report, then ask members to vote for the most effective evaluator and pass their ballot to the Toastmaster for tallying.
• Give an evaluation of the meeting: Follow a speech evaluation sandwich format of what the club did well, how the club can improve, and end on a positive note. Include an evaluation of the evaluators. Additionally, you may comment on (among other things): Functionary introductions and reports, meeting flow and time management, innovative ideas for improving club meetings, areas for improvement as a club, etc. Please do NOT evaluate the speeches; the speech evaluators will have already done that.
• Present the awards to winners. The Toastmaster will supply you with winning names and certificates, with the exception of the Spark Plug Award for which you will choose the winner.
• Turn control of the meeting over to the President.

Hints and Tools:

• Get an e-mail out to functionaries before the weekend. Ask for responses by Monday.
• Emphasize that it is the responsibility of the recipient to find a sub if they can't make it, and get back to you with substitute's name.
• Get on the phone Monday night to those who do not respond to e-mail.
• By Tuesday morning, send out an e-mail to the pinch hitters if you are still in need of functionaries and ask for volunteers to fill that position.
• Touch base with the Toastmaster and Topicmaster with an e-mail progress report to help them with their planning by Monday night.
• When you arrive at the meeting huddle with the Toastmaster and Topic Master to discuss time available, personnel changes, etc.
• You may be juggling the line up right up until meeting start time but the general rule is the more work you do prior to the meeting, the less stress there will be at the meeting.

Downloadables:

• General Evaluator cue

Preparation:

• Contact the Topic Master and General Evaluator to verify they will be in attendance or are providing a substitute.
• Contact the speakers and verify they will be speaking. Obtain the speech information (title, manual, project, objectives, timing requirements) for the printed agenda. You may want to use the speech information form for this (see downloadables). Obtain their speech introduction and print it out for yourself, or alternately, ask them to bring their introductions with them to the meeting.
• In the event a speaker cannot make it, it is his/her responsibility to recruit a replacement and get back to you. If they are unable to do so, the responsibility ultimately falls upon you. You may ask the VPE for help and/or send out a message to the general membership.
• You may need to call or email the speakers a few times to get the reply you need. Start working on confirmations the weekend prior to the meeting.
• Download a copy of the agenda at the Maverick Toastmasters website (see downloadables). Include all first and last names on the agenda.
• Print agendas and bring them with you to the meeting.
• You will have a reserved seat in the front of the meeting room.

Before the Meeting:

• Arrive early!
• Put agendas on reception desk for members to pick up.
• Obtain certificates for Speech of the Day, Best Table Topics, and Most Effective Evaluator from the supply bin and have the presiding officer sign them.
• Verify all participants are present or work with General Evaluator to make alternate arrangements.
• Check with the speakers to see if they want the table and lectern where it is, moved to a different position, or removed all together (you will need to do the set up or reset appropriately prior to introducing the speaker). Also obtain their speech introduction if you don't already have it.

During the Meeting:

• You will run the first segment of the meeting.
• Follow the agenda! The presiding officer will introduce you. Make a few comments about the meeting theme, but keep them brief to allow the meeting to move along and stay on time.
• Introduce the functionaries. If the functionaries miss a key point of their role introduction (such as if the Ah-Counter forgets to mention the use of the clicker or the Timer only mentions the signals for the speech timing and not Table Topics or evaluations), ask follow up questions or fill in the blanks yourself.
• For the prepared speeches portion, follow this format:
• Adjust the table/lectern as requested by the speaker.
• Refer the audience to the speaker's project information included on the agenda (you do not need to read it to the audience if the complete information is listed).
• Read the speaker's prepared introduction. If a speaker has forgotten his/her introduction and didn't have time to write one up before the meeting started, introduce them by their speech title and name."
• Lead the applause, wait for them to take control of the speaking area, shake their hand, and take your seat.
• Request one timed minute for the audience to fill out their written evaluation forms.
• When all the speeches have been completed, ask for the Timer's report.
• After the Timer's report, ask the audience to mark their ballot for the speaker they feel "has best met their project objectives."
• Introduce the Table Topics Master, wait for them to take control of the speaking area, shake their hand, and take your seat.
• You are now the ballot counter. Tally the votes after the final speech evaluation, write the appropriate names on the certificates - you are the tiebreaker! - and when all three certificates are complete, take them up to the General Evaluator as discreetly as possible.
• Have fun and if you have any further questions, contact your mentor, any of the club officers, or any other seasoned member for clarification.

Avoid These Common Mistakes:

• Not following the agenda.
• Not communicating far enough in advance with speakers so that you have all the information.
• Not making phone calls when email messages go unanswered.
• Taking up too much time with opening comments.
• Not communicating with the General Evaluator and Topic Master in advance of the meeting.
• Not verifying all scheduled participants are in attendance before the meeting starts.

Downloadables:

• Toastmaster cue

Preparation:

• Reach out to your assigned speaker and request their Evaluation Resource ahead of time.
• Ask your assigned speaker if they have any specific goals for this speech or if there is something specific they'd like you to watch/listen for.
• You will need note paper and a writing implement.

Key Responsibilities:

• Watch and listen to the speech for your assigned speaker.
• Take notes on the speech as it is being presented.
• Complete the written evaluation using the speaker's Evaluation Resource.
• Prepare and present your oral evaluation.

Downloadables:

• Evaluations tips and note-taking resource

Preparation:

• Go through your project lesson. Note that the higher your level, the more time you will likely need between starting your project and presenting your speech. It may be beneficial for you to review your speech project (if not go through the complete lesson) soon after completing the previous project.
• Fulfill any necessary preliminary exercises.
• Prepare your speech, paying specific attention to your project's purpose statement(s). Also note your speech timing constraints. Note that if your speech is longer than 5-7 minutes, you will need to advise the Vice President Education prior to being scheduled for your speech, or find a way to reduce the speech time to 5-7 minutes.
• Rehearse your speech as needed. Don't forget to time yourself so that you are able to adapt your content to meet your project's specified timing constraints.
• The week of your scheduled speech, confirm your intent to speak with the meeting's Toastmaster. Send the Toastmaster your speech information. You may use the Speech Information Form (see downloadables) for this.
• Communicate with your speech evaluator.
• Locate your Speech Evaluation Resource in the "YOUR EVALUATION" section of your project lesson. You are encouraged to download and send that pdf file to your assigned speech evaluator in advance so they are able to familiarize themselves with the criteria.
• You may also want to send your speech information to them as well. Feel free to simply CC your evaluator on the information you send to the Toastmaster, or forward the Speech Information Form to them as well.
• Let your evaluator know if you have anything specific you'd like them to watch or listen for.
• Advise your evaluator of any special concerns you might have with this project.

After the Meeting:

• Retrieve your Evaluation Resource from your speech evaluator and see if they have any additional comments for you.
• Collect your written evaluation forms from the club members.
• Open your Pathways lesson and complete the post-speech self-assessment. That will take you to the end of your project.
  Important: Note that some of the projects require you to complete multiple tasks before you may consider the project completed. For example, the Level 1 Evaluation & Feedback project requires the completion of 2 speeches and a speech evaluation before you can click through the final slides for this project. You should remain on the "YOUR EVALUATION" slide until all tasks have been completed.
• If you have completed ALL the tasks for each project and ALL the projects for your current level, submit the request for level completion.

Tips:

• Always be one speech ahead. You can progress more quickly if you always have a speech ready to present should an assigned speaker cancel at the last minute.
• Start early! As you progress through the levels, the projects will require more preparation. At a minimum, take a look at your next project very soon after completing your previous one.
• Do not hesitate to consult your mentor. Keep in mind that most mentors are mentoring more than one person and may not always think to check in with you before your speech.

Downloadables:

• Speech Information Form