TME Checklist U-speak 2018
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Mini checklist before the meeting:
- Meeting theme – post on EasySpeak and Meet-Up (as a comment in Meet-Up)
- Send e-mails via EasySpeak
- Fill all the roles and send instructions (to GE & Meet&Greet)
- Inform the Sergeant at Arms about any materials needed (flipchart, beamer, post-it's, etc.)
- Print the agenda & buy 'prizes' for the Awards
- ** new ** Check with the speakers if they are doing the 'old' track or if they are doing Pathways and print the evaluation forms for Pathway speakers
Before the meeting
- ** new ** Start 4 weeks before the meeting with encouraging people to do a speech at your meeting if the slots have not been filled yet. They can do a ‘Speech request’ and you can assign them in the agenda of Easyspeak.
- Think of a meeting theme and update the EasySpeak agenda with the meeting theme preferably 4 weeks before the meeting, but no later than 2 weeks before the meeting
- Try 4 weeks before the meeting to call every U-Speak!-member that has not signed up for any roles yet by telephone and encourage them to come to the meeting and to take a role.
- Try to get a Table topics master early, because it takes time to prepare for this role.
Ask the TTM to align the table topics with the meeting theme. It is always good to have 10-15 table topics prepared in case we have last minute speaker cancellations
- 2 weeks before the meeting send a ‘first email’ from the Easy-speak system (members, mailing list, former guests etc. will get a notice about the meeting and will get the chance to indicate if they will come)
- Continue with assigning the most crucial roles to run the meeting: Speakers/Educational (ask the VPE for help if necessary), General Evaluator, Speech Evaluators (once there are more members signed up for the meeting – assign the rest of the roles)
- When you’ve assigned (almost) all roles send a ‘third email’ from the Easy-speak system. Everyone with a role can confirm this.
- ** new ** at least 2 weeks before the meeting add the meeting theme to Meet-Up (as a 'public comment' at the specific meeting date) and don’t forget to sign up for the Meet-Up meeting yourself
If necessary answer any questions asked by people on Meet-Up
- Send the members with the 'Meet & Greet' roles instruction on how to welcome guests at our meetings. At the end of this document there is a text added you can use.
- Send the General Evaluator an actual version of the GE-checklist; ask the VPE for the latest checklist if he/she has not sent it to you already
- Think about a warming up for the meeting, such as a round robin (see next page), a joke or a story or an energizer, if you have another idea please do not hesitate to try it and add it to this list or ask the VPE to do so
- Confirm list of speakers by contacting the speakers (whatsapp, phone, etc.)
- Check with speakers if they need a projector, flipchart, anything else, and inform the Sergeant at Arms, confirm their specific speech project (icebreaker, a project from the 'old' CC manual, etc.), which is visible to you in the agenda
- ** new ** Check with the speakers that are doing a Pathways speech (the path is visible in the agenda but ask the speaker if you are not sure), if they have printed their evaluation form for their evaluators. If they are not able to print it, try to print it yourself. Go to toastmasters.org > login on base camp > go to the top left 'Tutorials and resources' and click on the drop-down menu > in the new screen you see another menu, click on 'Subject – Evaluation resources' and thereafter 'English'. Here you will be able to find a large amount of the evaluation forms.
- Ask all speakers if they want you to mention anything when you introduce them. Take some time to think how you can do the introductions in a short and effective way, without giving away anything about the speeches.
- Check with the table-topics master if anything special is needed (eg flipcharts, chairs, post-its, etc.)
- Confirm with the Grammarian that he/she will introduce the word of the day (if there is no Grammarian for the meeting, think about the word by yourself)
- Print the 'checklist', which is a list of people that are on the agenda for doing something that they could get evaluated for either CC or CL. It might be nice to tell them, even email on Monday, and help them find somebody to evaluate.
** new ** Please note!: the CL manual is only to be filled out for members doing the old track! Pathways does not have a CL manual. Contact the VPE if you are not sure about the proceedings.
- Add a minute somewhere at the end and ask to write evaluations for the ‘other’ roles that are on the evaluation slips.
- Print enough copies of the short agenda ('Agenda' button)
- Print a detailed agenda for yourself, the timer and the General Evaluator ('Detail' button)
- Get little prizes for the evening (unless you found another for 'Awards')
Preparations just before the meeting
- Be there early enough (before 19.00 hours) for any special preparations, distribute your printed agendas, get your own things ready.
- Make sure the sergeant at arms and the people for the meet and greet are there early enough too.
- Invite all people with a role a bit earlier, make sure they are present, explain the roles, and rearrange roles as necessary. Make sure the timer and General Evaluator have the detailed agenda.
- The Sergeant at Arms makes sure about setting chairs, projector, ballots, pens, water, etc.
- Speak with the Timer, agree how you'd like the timing of transitions, to communicate by 'eye-contact' (e.g. during filling in ballots or voting for the best speaker)
- Speak with the General Evaluator, who might publicly evaluate somebody's role for the CL.
- Agree with Sergeant at Arms to collect and count votes for the best speaker or assign another person
- Make sure that the Meet & Greet people chat with the guests, have them sign the guestbook, that the Sergeant at Arms will know to find. (we need name+email of new guests after the meeting, to add them to the email list)
At the meeting
- Try to start the meeting exactly on time, even if not everybody has arrived yet;
- Try to keep the meeting flowing on time; limit the amount of table topics if there is not enough time
- Explain briefly the purpose and use of the evaluation slips;
- When somebody is on stage, make sure you know who is next: keep track of the agenda;
- When speakers are finished, quickly enter the stage and announce the next speaker.
- Remind the members to handover their CL manual to the evaluators of their roles at the meeting. Point out the objective of having roles and being evaluator/evaluated.
- Always remember that guests may decline coming on stage; members cannot refuse (mostly this happens during table topics, but it might happen during the warming up).
Just after the meeting
- Make sure new guests have signed the guestbook, write down their names & email addresses so you can give/email those to the VP Membership so she can add them to the email list. (You can delegate this task to the Meet & Greet)
- ** new **If a guest is in the process of becoming a member, have the VP Membership or stand-in explain what will happen in the next steps > doing the Pathway assessment to select a path and getting a mentor.
In addition, ask the potential member to fill in the application form, so that we can plan their first speech (Ice Breaker)
- You could help the Sergeant at Arms get people to clean up, close up, so we don't miss out on the final stage: drinks in the bar.
- Write down the people that actually were there, especially guests, and who actually took the roles.
After the meeting
- Confirm all the roles (and changes) in Easy Speak and ‘close’ the meeting (if you have the rights, otherwise ask the VPE)
Round Robin (RR):
Explain the audience what a round robin is:
A round robin is a story told by different members of the audience. You start with a predicament, dilemma and then you pick people at random from the audience to continue the story. Visitors may choose to pass.
¨ You start the story and the next person picks up from where you stopped. You have a total of 6 mins for everyone to respond. The RR story goes from person to person as selected by you; you bang the gavel at will and pick the next person to speak.
¨ Make sure your introduction is short (15-20 seconds); you don’t need to embellish the story that’s for your audience to do.
¨ Keep the story moving by banging the gavel and remember the pace of the story is in your hands.
¨ Watch the time and speed it up if you need to.
¨ Remind the guests they can pass if they choose.
¨ Focus first on people who didn’t have a major role on the night
A good subject involves more people: the king and his butler, the professor and the student, the farmer and his cow etc.
Instruction meet & greet roles
Send this text to the members who are assigned with the meet & greet roles:
The Meet & Greeter is responsible for making all guests feel welcomed to before and after the club meeting. As members and guests enter the meeting room, you greet them and you try to make guests feel relaxed and be in a good mood when talking with them.
Remember that a lot of guests enter an unknown territory and might be fearful of public speaking. You can make them feel comfortable and you can show them how Toastmasters could help them.
At The Meeting:
Arrive in plenty of time before the meeting, preferably around 7:00 pm. As guests arrive:
- Introduce yourself
- Give them a Guest’s name badge
- Ask them to sign the Guests’ Book, explaining that we will add their e-mail address to our guest list so that they can receive notices of future meetings.
- Explain what is going to happen during the meeting and ensure that they have an agenda. In particular, mention:
- No one has to speak if they do not want to, but at the beginning of the meeting everyone will be invited to stand up and introduce themselves
- At the end of the meeting they will have the opportunity they will be asked to stand up and say what they thought of the meeting. If they do not want to do this, notify the Toastmaster.
- Introduce the guest to the Toastmaster and ensure he/she has the guest’s name
- Show them to a seat
- Explain that everyone is asked to assist speakers by completing an evaluation form for Prepared Speeches. Check that the guest has:
- a pen
- evaluation forms, explaining the different form for icebreaker speeches if applicable
- Ask another member to sit beside them and explain what is happening as the meeting progresses.
At the End of the Meeting
Check in with the guests how they have experienced the meeting, try to explain more about the meetings and the Toastmaster program. Ask if they need anything or need additional information. Direct them to other members if they ask a question to which you do not have the answer. Ask them if they would like a membership form (if appropriate).