The main duty of the Toastmaster of the Evening (TME) is to act as a host and conduct the entire programme, including introducing the various speakers, evaluators and appointment holders.

If the TME did not perform his or her duties well, the entire meeting could end in failure. For these obvious reasons, this role is usually not assigned to a member until the member is quite familiar with the Club’s meeting procedures.

The programme should be introduced in a way that excites the audience and motivates them to listen. The TME creates an atmosphere of interest, expectation, and receptivity.

PRIOR TO THE MEETING

Call the Table Topics Master(TTM) to discuss how the Table Topics session can align to the meeting theme.

Check with the Vice President Education(VPE) that all speakers, evaluators and appointment holders are confirmed 3 days before the meeting and that they have been briefed on their respective roles and duties.

You should also obtain the compilation of project descriptions, speech titles and introductions from the VPE to enable you to introduce the project speeches, speakers and the various appointment holders.

Prepare your introduction to the speakers to ensure that you can introduce them in a professional way during the meeting.

Most TME uses the “POETTS” structure when introducing the speaker:

P – Project Title of the speech

O – Objectives of the speech

E – Evaluator: who is the evaluator of this speech

T – Time allocated for the speech

T – Title of the speech to be given

S – Speaker’s introduction

Prepare remarks to be used to bridge the gaps between programme segments. You may never use them, but you should be prepared to avoid possibly awkward periods of silence. Listen to each speech and give a very short comment at the end of each speech to transit to the next speaker. Watch the energy in the room. Bring the energy up with your comments if necessary.

Being a TME is one of the most valuable experiences you may have in a meeting. The assignment requires careful preparation in order to run a meeting smoothly and successfully.

BEFORE THE MEETING

Arrive early in order to iron out any possible last-minute changes. Consult the VPE for last-minute changes to the program. Check with the speakers for any last-minute changes. Sit near the front of the room and have your speakers do likewise for quick and easy access to the stage.

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. Always lead the applause before and after each speaker and evaluation. Remain standing near the lectern after your introduction until the speaker has acknowledged you by shaking your hand and assumed control of the meeting; then be seated.

ADDITIONAL TIPS FOR TME

Unless you are a very seasoned TME and have super memory, you probably need to use some speaker’s cards to help you introduce the speakers and evaluators. Holding and reading an A4 size programme sheet does not look that professional. Use a cue card instead and print out the speakers’ introductions or your script to paste them on the cards.

If you don’t want to use speaker’s cards, you can substitute them with an iPad mini similar sized tablet. Make sure you take off the casing of the iPad mini so that it looks more professional on stage and not distracting. A normal iPad is too big and clumsy unless you have a podium to place the iPad on. An iPhone or a mobile phone looks too casual especially if you are using a fancy phone cover.

As TME, you control the flow and the energy in the room. Therefore, it is important that you constantly assess the energy level in the room and improvise to get the programme moving fast but still entertaining! Be confident at all time even if you have forgotten some lines. Improvise and adapt to the situation. If you are nervous, the entire room becomes nervous with you!

The experience of being a TME is like doing a Prepared Speech and a few Table Topics in one seating. It’s one of the most flavourful roles in a toastmasters meeting so do cherish this opportunity and prepare yourself well to run the show.

Good luck and go rock the stage!

Raymond Ee

DOWNLOAD THE TME SCRIPT

 

Click on the above icon to download the script.

Please contact our VPE if you need the Word document version of the script.