In Toastmasters, a presiding officer is typically the club president or the highest-ranking officer available, responsible for opening and closing meetings, conducting club business, and ensuring the smooth flow of the agenda. This role is crucial for the effective operation of a Toastmasters club and provides valuable leadership and public speaking practice.
The duties of a presiding officer encompass activities before, during, and after a Toastmasters meeting. Before the meeting, the presiding officer plans the club business items to be discussed, which can include contests, dues renewals, elections, promotions, officer training, and other events. They also confirm the Toastmaster for the day and prepare any special awards.
During the meeting, the presiding officer officially opens the meeting, often by hitting a gavel, and covers housekeeping items such as silencing cell phones, welcoming guests, and facilitating a "good news" segment. They then introduce and hand over control of the majority of the meeting to the Toastmaster. The presiding officer also monitors the time to ensure that club business is completed efficiently.
After the Toastmaster concludes their portion, the presiding officer takes back control to close the meeting. This involves a post-meeting checklist that may include discussing Distinguished Club Program (DCP) progress, gathering guest feedback, conducting member votes (if a quorum is present), facilitating a "What Did You Learn?" or "What did Toastmasters do for you?" segment, and announcing roles for the next meeting. They also handle any remaining club business and dismiss the meeting.
The presiding officer's role is distinct from the Toastmaster, who acts as the emcee for the educational portion of the meeting, managing the flow, timing, and introduction of speakers and evaluators. While the Toastmaster focuses on the meeting's educational content, the presiding officer handles the administrative and business aspects of the club.
Serving as a club officer, including the presiding officer, offers significant leadership experience and contributes to the club's success and its members' growth. Toastmasters International provides various resources, such as the Club Leadership Handbook and the Distinguished Club Program manual, to assist officers in their responsibilities. The role also helps fulfill requirements for advanced educational awards like the Distinguished Toastmaster (DTM).
