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Educational - Sergeant At Arms

Overview

There are four key requirements for the role of Sergeant at Arms. Set up of the room, opening the meeting, introducing the Toastmaster and starting the second half of the meeting. You will generally have two minutes to open the meeting and introduce the Toastmaster.

Room setup

• It is important that as Sergeant at Arms you arrive at the meeting venue at least 30 minutes before the meeting start time.
• Remember to bring some milk for supper – both green and blue is preferred.
• Put the foot path sign outside.
• Ensure that the room is set up and ready before members begin arriving.
• Always put enough chairs out for a larger meeting plus a few extra. Getting more chairs after the meeting has started for some unexpected guests can be very disruptive.
• Make sure the timing lights and stop watch are setup and working.
• Set out the ‘sign-in’ book and your club members name badges.
• Make sure there are report and evaluation forms for the Grammarian, Timer, Table Topic Evaluator and General Evaluator.
• Set out the refreshments, cups and check the hot water zip in the kitchen is ON.
• Try to arrange it so you have a seat near the door so you can leave inconspicuously to get the refreshments ready just before the supper break.
• The seat position near the door can also be useful should there be any late arrivals, a late guest or other interruptions. It is an advantage to have a spare seat beside you for any late guest.

Opening the Meeting

• Make sure you start the meeting on time.
• If a member or guest arrives just before you are about to start just delay the start until they are seated.
• Give the gavel good two or three bangs on the lectern and make certain you have the attention of the entire room.
• Open the meeting in a bright, friendly and positive manner.
• Welcome any guests and special members – such as a senior member or a member that has been away for some time.
• Ask the audience to turn off their cell phones and explain where the exit and meeting place is in case of an emergency.

Introducing the Toastmaster

• Introducing the Toastmaster of the night is one of the most important parts of your role.
• Ask the Toastmaster a few days before the meeting a few details about themselves. For example how long they have been a club member, past and current executive roles, current speech project and any other interesting details about their Toastmaster background.
• Other details about the Toastmaster can be of a personal nature but should always be positive and upbeat.
• You MUST have the approval of the Toastmaster before giving any personal details during your introduction. This rule applies to the introduction of any club member.
• The Toastmaster introduction should be approximately a minute. Long, drawn out introductions can lose impact.
• An important part of your role is to set a welcoming and positive scene for the Toastmaster.
• Make the final announcement of the Toastmaster sound exciting. For example; ‘please join me in welcoming our Toastmaster for this evening - Joe Boggs’.
• As per normal practice, wait at the lectern for the Toastmaster to arrive, shake their hand and then take your seat.
• Remember to take the gavel with you.

Starting the Second Half

• Check with the Timer so you restart the meeting on time. The Timer should let you know when there is about 1 minute to go for the supper break so you can ask the members to take their seats.
• Give the gavel two or three sharp bangs on the lectern and make certain you have the attention of the entire room.
• Always welcome everyone back from their supper break in a welcoming and friendly manner.
• You will generally have only 1 minute to restart the second half. An excellent way to use some of your time is to make a quick, positive comment about how much you enjoyed the first half of the meeting.
• You can also mention a discussion you had with someone at the supper break – make sure it wasn’t confidential or of a personal nature.
• A quick reference to a current event can also work well.
• Whatever you say it must always be encouraging and cheerful in nature.
• Welcome back the Toastmaster with same positive and enthusiastic manner that you did at the beginning of the meeting. For example; ‘Please welcome back our Toastmaster for the evening Joe Boggs’.
• Shake hands and take your seat – your job is done.
• Remember to take the gavel with you.

It is an important part of your role to set the scene for the meeting and in particular for the Toastmaster. A really positive, friendly and confident Sergeant at Arms can be the key to starting a great Toastmaster meeting.

If you want to do something different to the above, talk it through with your Mentor and the meeting Toastmaster.

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