Before the meeting

1. Choose a theme for the meeting and a word of the day. Post your theme and word of the day in the WeChat group and update the Google Spreadsheet. This is how to track the roles for each meeting. As the Toastmaster, it's your responsibility to make sure all the roles are filled before the meeting.

   New SFMET Meeting Agenda & Pathways Tracker

2. Reach out to members to confirm their roles according to these documents and sign up the Google spreadsheet. It's a good way to connect with other members and check in with them.

3. Reach out to each speaker to confirm their speech, title, and pathway level + project. If they don't have an evaluator yet, work with them to find a suitable evaluator. Make sure they share this with their evaluators as well. If they cannot speak, it's their responsibility to find a new speaker.

4. The weekly agenda is created automatically and a link for your week is added in the spreadsheet. There is a script that runs daily to update the Google doc with the values in the Google spreadsheet. If you update all the roles before Tuesday, they should be populated in the agenda.

5. One thing you need to add is the speech titles to the agenda is the speech titles.

6. Share the Agenda in the WeChat group before the meeting.

At the start of the meeting

Please arrive 10 minutes before the meeting starts to work out any technical issues.

1. Share the agenda in the Zoom Chat.
2. Ask the meeting host to allow screen sharing. Share your screen with the agenda before the meeting starts.
3. Work with the VPE and other officers to fill any extra roles and update the agenda.

During the meeting

Introduction

• The meeting host will introduce you as Toastmaster of the Day. Provide an overview of the meeting and the different sections of the meeting. You can use the sample script at linked in this page as a good starting point.
  • Talk about the meeting theme you have chosen and the word of the day.
  • Mention that a meeting has three parts (prepared speeches, impromptu speeches, evaluations) and give an explanation of the different parts.
  • Invite functionaries to introduce their roles. You do not have to explain their role. This is part of their responsibility.
  • Ensure that everyone knows how to pin the timer to watch out for the green/yellow/red signal.

2-minute act

• If there is a 2-minute act, they will go before the prepared speeches. Let the timer know that this speech is 2 minutes.

Prepared speeches

• Explain to the club that we are now entering the prepared speeches part of the meeting.
• Introduce the evaluator to talk about the speaker and speech title.