"A good orator is pointed and impassioned." - Marcus T. Cicero

Role: Chair

The Chairperson has overall control of the meeting. It is the responsibility of the Chairperson to ensure the meeting stays on schedule and to ensure a smooth transition from one section to the next. The Chairperson also sets the tone of the meeting. To prepare for the role, contact the Topicmaster and the Toastmaster ahead of time so that you can have introductions ready. The following information outlines the duties of the Chairperson.

Starting the Meeting

1. Call the meeting to order by saying "I call meeting #___ of Schooner Toastmasters #3978 to order."
2. Introduce guests, if any:
• Toastmasters who have brought guests introduce them.
• If guests are present who did not come with a member, the Vice President of Membership introduces them.
3. Ask members to introduce themselves. If you ask them to comment on anything during their introduction, it should be a positive comment to help set the tone of the meeting. Ask members to keep comments brief.
4. Ask the VP of Education for changes to the agenda.
5. Explain that the next part of the meeting is Table Topics and introduce the Table Topicsmaster.
6. Be seated until the Tabletopics Master or Tabletopics Evaluator returns control of the meeting to you.

Business Meeting

1. Begin the business meeting by explaining that the purpose of this section is to conduct the business of the club and to provide practice in using parliamentary procedures. This includes chairing the meeting, presenting committee reports, and making and amending motions. (The agenda includes a business meeting every second meeting.)
2. Ask the secretary whether the minutes of the previous two meetings meeting have been posted to the web site. If so, ask the members if there are any errors or omissions. If there are no errors or omissions declare the minutes “approved as posted.” If corrections are necessary, declare the minutes “approved as corrected.”
3. Ask for club officers' reports by asking each officer in turn.
4. Call for any old business (or business arising from the minutes).
5. Call for any new business (for information on how to handle motions see http://www.robertsrules.org/rulesintro.htm)
6. Ask whether any member has anything to report for the good of the club.
7. Call for a break, specifying the time at which the meeting will resume. In determining the length of the break, take into account whether the meeting is still on schedule: the break provides an opportunity to make up lost time.

Prepared Speeches/Evaluations

1. Reconvene the meeting at the specified time. (It is your responsibility to ensure this happens on schedule; don’t wait for members to realize the time is up.)
2. Explain that the next portion of the meeting is the Prepared Speeches section and describe the role of the Toastmaster: to introduce the speakers and to provide a bridge between speakers. Then introduce the Toastmaster of the evening.
3. The Toastmaster will introduce the General Evaluator when the speeches are completed.
4. Be seated until the General Evaluator returns control of the meeting to you for the wrap-up.

Wrap-up

1. Call on the quizmaster for questions.
2. Call on the Timer for the announcement of Table Topics, Speech, and Evaluation winners, preferably one at a time, leaving Best Speaker until last.
3. Ask guests if they would like to comment on their experience of the meeting. Encourage them to join the club.
4. Ask the VP of Education for a preview of the next meeting.
5. Call on members for any smiles, chuckles or groans. Have one ready in case no other member has one for the evening.
6. Adjourn the meeting.

General Points for Chair

• Obtain a copy of the agenda before the meeting and familiarize yourself with it.
• Try to obtain some information on the people you are introducing, preferably something the other members are not aware of.
• At the end of your introduction, ask the club to welcome the person by saying something like "Please join me in welcoming.." or "Please welcome ..".
• Never leave the lectern unattended.
• The club owns a copy of Robert’s Rules of Order so that members can familiarize themselves with basic parliamentary procedures.  
• When a motion is made, it must be seconded before discussion. The mover has the right to begin discussion on the motion. When discussion is complete, ask the secretary to read the motion. Call for the vote by asking for those in favour to so indicate. If there is a clear majority, it is not necessary to call for the vote against. If, during the discussion, it becomes apparent that there is general agreement on the motion, a vote is not necessary: say "If there is no objection, the motion is carried."
• If a member tries to discuss an issue without making a motion, you should request that person to make a motion. This provides direction to the discussion.
• If, during discussion, other issues are raised that do not pertain to the motion, ask members to raise these issues at a more appropriate time. All discussion should be relevant to the motion on the floor.

Related Rescources

• When You Are Chair (pdf)
• Roberts Rules of Order

Back

Visit us!

Schooner Toastmasters is open to all and guests are always welcomed. Simply fill out the form below and someone will contact you with more information.

Meeting details:

Time: 7 pm to 9 pm
Location: Chrysler Dodge Jeep
12 Lakelands Boulevard, Halifax, NS B3S 1S8.
(Near Rona in Bayers Lake) (see map)
Look for the stairs in the main lobby.  Please don't park in front of the showroom. There is plenty of parking at the side of the building.

The names "Toastmasters International," "Toastmasters," and the Toastmasters International emblem are trademarks
protected in the United States, Canada, and other countries where Toastmasters clubs exist. Unauthorized use is prohibited

another creative solution by à la Carde Graphic Design
Contributions and editing by Rosemary Drisdelle