Running the RDG Meeting

1. Introduction

In this lesson we'll step through the meeting, from about 15 minutes before to 15 minutes after, covering the major segments along the way. 

2. 15 Minutes Before

• SAA (and crew) arrives and begins setting up the room (use your SAA Checklist). This includes:
• Arranging tables, desks, chairs, etc.
• Adjusting climate controls, lighting, and sound.
• Setting up banner and ribbons.
• Setting out ballots/evaluation forms.
• Setting out timer's materials (flags/light, stopwatch, timer counter sheet).
• Setting out WAG materials (WotD, WAG counter sheet)
• Setting out any other worksheets the club uses.
• Setting out name badges.
• Setting out role cheat sheets.
• Setting up lectern (if club has one).
• Sets out the gavel.
• Posting directional guide signs (if needed).
• Members begin arriving.
• If any key role holders are going to be late, they need to notify the Toastmaster so they can make substitutions.
• Toastmaster arrives and sets out agendas.
• The detail agenda and speaker introductions should be kept up front.
• Greet any guests, have them sign the guestbook, and give them a New Guest Packet if it's their first time at the club.
• The VPE brings the sign up sheet and begins passing it around.
• At the meeting start time, the presiding officer opens the meeting using the gavel.

3. Meeting Opening & Speaker Section

• The presiding officer opens with energy (as appropriate) with a few comments and a welcome, then follows the presiding officer checklist.
• The presiding officer introduces and passes control to the Invocator.
• The Invocator performs their invocation, then passes control back to the presiding officer.
• The presiding officer completes their checklist before passing control to the Toastmaster.
• The Toastmaster assumes control of the meeting, opens with the introduction to their theme, then introduces the general evaluator.
• The GE introduces the WAG.
• The WAG explains their role and puts up the Word of the Day before turning control back to the GE. 
• The GE introduces the timer.
• The timer explains their role & confirms speaker times, then returns control the GE.
• The GE explains their own role before turning back control to the Toastmaster.
• The Toastmaster introduces any other roles as needed (some clubs introduce the Table Topics Master, for example).
• The Toastmaster then inserts one of their theme elements before introducing speakers.
• The Toastmaster then introduces the first speaker, using their introduction.
• The Toastmaster may ask the first speaker's Evaluator to give an executive summary of the speaker's objectives.
• The Toastmaster passes control to the first speaker.
• The first speaker performs their speech, then passes control back to the Toastmaster.
• The Toastmaster calls for a one minute period of silence for people to write comments to the speaker.
• The Toastmaster repeats the same process of introducing speakers for the remainder of the speakers.
• The Toastmaster calls for a timer's report, then a Best Speaker vote (as applicable).
• The Toastmaster inserts the next theme element before moving on to Table Topics.

4. Table Topics

• The Toastmaster introduces and passes control to the Table Topics Master.
• The Table Topics Master explains Table Topics, including time limits and the ability to segue. If guests are present (and allowed to participate), they should note that they can choose to participate if they wish; the TTM will first have some members demonstrate.
• The TTM reads their first question, pauses, scans the room, then makes their first selection, passing control to that member.
• The member performs their response, then passes control back to the TTM.
• The TTM repeats that process one more time.
• The TTM asks guests if they would like to participate, assuring them it is okay not to.
• The TTM continues Table Topics for the allotted time, including guests if possible.
• At the end of Table Topics, the TTM calls for a timer's report, recaps who talked about what, and calls for a Best Table Topics vote.
• The TTM transfers control to the Toastmaster.
• The Toastmaster allows a moment for voting, then introduces the next element of their theme.
• The Toastmaster introduces the General Evaluator, and transfers control.

5. Evaluations & Meeting Close

• The General Evaluator introduces the evaluation portion before introducing the first evaluator and transferring control.
• The first evaluator gives their evaluation, then transfers control back to the GE.
• The GE introduces subsequent evaluators with the same process.
• After the final evaluator is finished, the GE calls for a timer's report, then for a Best Evaluator vote.
• The GE calls on the WAG to give their report (some clubs have the WAG come to the front, some have them do it from their seat).
• The GE then gives their meeting report.
• The Secretary should take notes on reported items for inclusion in an after meeting report.
• The GE turns over control to the Toastmaster.
• The Toastmaster takes control, then introduces their final theme element.
• The Toastmaster calls for any other votes the club performs (most enthusiastic, MVP, etc.).
• The Toastmaster turns over control to the presiding officer.
• The presiding officer collects award winners and announces them, handing out ribbons/certificates/etc.
• The presiding officer works through the meeting closing checklist, including making sure roles have been signed up for next meeting.
• The presiding officer adjourns the meeting with the gavel.

6. 15 Minutes After

• Speakers confer with evaluators and others for further commentary on their speeches.
• Manuals & evaluation forms are returned to their owners.
• Room is cleaned up, club materials are put away.