Gavel Club

GAVEL CLUB

Gavel clubs are a way of providing the Toastmasters experience to groups who may be ineligible for regular membership due to age, or other circumstances. Following similar Toastmasters club meeting protocols, Gavel clubs use club officer titles and education manuals. However, gavel club members are referred to as “gaveliers”. Gavel clubs also provide Toastmasters members and clubs with an excellent opportunity for community service.

To form a Gavel club, a group must meet one of the following requirements:

• Must not be eligible to charter as a regular Toastmasters club
• Must include members who are under 18

To start a Gavel club, all groups must adhere to the following:

Must have the approval or endorsement of its host institution

Must use the program, procedures, materials and services of Toastmasters International

Must apply to Toastmasters International for a Certificate of Affiliation

SERGEANT AT ARMS

Sergeant at Sergeant at Arms ( SAA) The Sergeant At Arms is responsible for keeping and maintaining club property. SAA should set up the meeting room before meetings . Arrange the room and equipment at least 10 minutes before the meeting begins. Make sure the lectern is in place, and the banner displayed. Organise timing device, stop watch , trophies, ribbons etc The Sergeant At Arms calls the meeting to order strictly on the advertised start time. 

Procedure:

• Meeting call to order ( knock the table with gavel ) 
• Good morning / afternoon/ evening Gaveliers and guests 
• Welcome to …………………………………… Gavel club. Session No…… 
• May I request the guests to introduce themselves ( If there is any guest ) 
• May I request all of you to either switch off your mobile or put into silent mode please 
• In Gavel clubs, we do not speak about politics, religion and sex. So I request all the speakers & role players to abstain from these topics 
• Mission of toastmasters club: The Mission of toastmasters club is to provide a supportive and positive learning experience in which members are empowered to develop communication and leadership skills, resulting in greater self-confidence and personal growth 
• Now to kick start the meeting, please welcome our President Gavelier ………………

GAVELIER OF THE DAY 

Gavelier of the Day or ( GAOD ) Gavelier of the day is in charge of the meeting. He is also the Master of ceremonies and host. The agenda has been set for the day by the VP Education and the participants notified. In some clubs the meeting schedule is prepared by the GAOD in co-ordination with VP-Education. The Gavelier of the Day’s ( GAOD) duties start by confirming and coordinating with the role players about their availability for the role. If a role player is not available, the GAOD has to coordinate with the VP Education to find a replacement. At the session, the GAOD controls the meeting flow and keeps the meeting on time. He introduces all the role players. If it is a theme meeting he finalizes the theme for the meeting. He can select any relevant topic as the theme. Collect some details such as class, hobbies etc about all the role players which he can use to introduce 

Procedure:

• Good morning / afternoon/ evening Gaveliers and guests 
• Welcome to …………………………………… Gavel club. Session No……
• The theme for the day is “ Success “ . Speak for 2 to 3 minutes about “ success” 
• Now let me introduce the role players 
• Let me start with the time keeper. Give some introduction about the role player ( His class, hobbies etc ). To explain the timing rules, please welcome Gavelier………….. 
• Introduce wordmaster, grammarian, AH counter & General evaluator 
• Call the Evaluator to explain project objectives

AH COUNTER 

Throughout the meeting, AH counter will listen to everyone for sounds and long pauses used and writes down how many filler sounds or words each person used.

Procedure:

( Shake hand the Gavelier of the day )

Gavelier of the day, Fellow gaveliers and guests

I am in charge of the AH counter today. I will note down any word or sound used as a crutch by anyone who speaks during the meeting. Words may be inappropriate interjections, such as “ and, well, but, so and you know “ . Sounds may be” ah, um or er” . I will also note down long pauses and when a speaker repeats a word or phrase such as “I, I” or “This means, this means.” Etc.

I will be back with my report at the end of the session

Over to you Gavelier of the day of 

( Shake hand the Gavelier of the day ) and go back to your seat.

Now note down the sounds, repeated words, Long Pauses etc

Report ( at the end of session)

(Shake hand with the Gavelier of the day.) 

Gavelier of the day, Fellow gaveliers and guests

It is my pleasure today to give the AH Counter report

Gavelier of the day used……………………….

Give the report of all the role players|

Over to you Gavelier of the day 

( Shake hand the Gavelier of the day)

TIME KEEPER 

This Gavelier is responsible for time management of the day’s proceedings. He manages the schedule as per the time limits given in the agenda and indicates to the participants by way of displaying colour cards or coloured lights. The Time Keeper’s responsibility starts from beginning of the meeting and continues until the President adjourns the meeting.

Procedure:

Shake hand with Gavelier of the day.

Gavelier of the day, Fellow Gaveliers and guests

I am the time keeper for the day. Today we have ………. project speeches. The time allotted for these speeches are 

Ice breaking 4 to 6 minutes 

At the end of 4 th minute, I will show Green 

5 th minute Yellow

6 th minute Red 

For other speeches 5 to 7 minutes 

At the end of 5 th minute, I will show Green 

6 th minute Yellow 

7 th minute Red 

There will be 30 seconds grace period to close your speech

For Table topics, time allotted is 2 minutes 

At the end of 1 minute, I will show Green

1 ½ minute, Yellow

2 minutes Red

There will be 30 seconds grace period to close your speech

WORDMASTER 

It is the Word master’s responsibility to introduce a new word to the club. The word should help members increase their vocabulary – a word that can be incorporated easily into everyday conversation. He can send in the word to the members in advance so that the speakers can try to incorporate the word into their speeches. The Grammarian is the watchdog for good usage of the language. He comments on the use of language during the course of the meeting, and provides examples of eloquence and also corrections. Choose your own word. Here word “SPLENDID” is used as an example

Procedure:

( Shake hand the Gavelier of the day )

Gavelier of the day, fellow gaveliers and distinguished guests,

To become an efficient speaker, you should have a strong vocabulary and an effective usage of English. Being Wordmaster today, I have two basic responsibilities: First, to introduce a new word and second , to comment on the usage of English during the meeting.

The word of the day is “ SPLENDID “

It is an adjective . Meaning : gorgeous; magnificent, luxurious etc

Examples : 1. Gavelier George gave a splendid speech last week

                     2. Today our Sergeant at Arms gave a splendid performance

I request all the role players to use this word as many occasions as possible.

At the end of the meeting , I will give my report. Until then, wish you an splendid session

Over to you Gavelier of the day 

( shake hand the Gavelier of the day )

Report

( Shake hand the Gavelier of the day )

Gavelier of the day, fellow gaveliers and distinguished guests,

I am really exhilarated today because the word of the day “ SPLENDID” was used by many of the role players.

Gavelier of the day used

Give your report about the usage of word.

Now comment about the usage of grammar

Over to you Gavelier of the day

TABLE TOPIC MASTER

In Gavel clubs, a specific set of people are assigned certain roles at a particular session. They get the opportunity to speak in front of the meeting. But what about the others, who have not been assigned a role? The Table Topics session comes to the rescue. The Table Topics Master shall call upon non-role players. Introduce stimulating, realistic and useful topics that Gaveliers can easily speak about. Avoid lengthy topics. If possible, give topics as per the theme of the day. Read out the topic, repeat it and then call a speaker. That way the listening skills of the members will improve.

( Shake hand the Gavelier of the day )

Gavelier of the day, Fellow Gaveliers and guests

Welcome to the table topics session or impromptu speeches. In table topics, I will read out a topic and call one of the members. He has to come here and talk about that topics for 1 to 2 minutes. The timing rules are

At the end of 1 minute, Green

1 ½ minute, Yellow
2 minutes Red 

There will be 30 seconds grace period to close your speech

You have to speak minimum 1 minute and maximum 2 ½ minutes to qualify for the voting. Now let me read out the First topic

Call 5 to 7 members based on the availability of time

After all the members are called,

Hope you have enjoyed the table topics.

May I ask the Timers report

Please vote for the best table topics speaker

Over to you Gavelier of the day

( Shake hand the Gavelier of the day )

GENERAL EVALUATOR 

The General Evaluator carefully watches and listen the whole meeting. He should sit at the back to see the whole meeting procedure. He looks for good and less-than-desirable examples of preparation, organization, delivery, enthusiasm, observation and general performance of duties. He shall promote improvements and ensures the standard of excellence. He is the champion of quality control and process improvement of the club meeting. He conducts evaluation session and gets the reports from the timer, AH counter, Wordmaster & grammarian. Finally he comments about the role players & gives his recommendation to the club to improve club quality

( Shake hand the Gavelier of the day )

Gavelier of the day, Fellow gaveliers and guests

As a General Evaluator, I will observe the session from beginning to end and evaluate everything that take place during the session and give constructive suggestions at the end of the session to improve club activities.

I will be back with my report at the end

Over to you Gavelier of the day

( Shake hand the Gavelier of the day )

Conduct evaluation session when called

The General evaluator should conduct the evaluation sessions also and call for reports from timer, AH counter and wordmaster.

Finally gives the General Evaluator report

After the final report,

Over to you Gavelier of the day

( Shake hand the Gavelier of the day )

THE ICE BREAKE

By now you’ve heard speeches by club members and have probably participated in Table Topics. This is your opportunity to give your first prepared talk and “break the ice.” 

The best way to begin your speaking experience is to talk about a familiar subject – yourself. Of course, this subject is too broad for a short four- to sixminute presentation. You must narrow it by selecting three or four interesting aspects of your life that will give your fellow club members insight and understanding of you as an individual. These might include your birthplace, education, or family. You could explain how you came to be in your present occupation and tell the audience something about your ambitions. Or you could explain the effect an incident from your youth has had on your life. One speaker donned hats as she talked about her life. She wore a chauffeur’s hat as she talked about driving her children to their activities, a fireman’s hat as she discussed the crises or “fires” she encountered daily at her work, and a chef’s hat as she told of her love of cooking.

                Once you have the highlights of your talk in mind, weave them into a story, just as if you were telling it to a group of friends. Share significant personal experiences. The more personal your talk, the warmer the relationship will be between you and the audience. 

Opening, Body, and Conclusion 

Like any good story, your talk needs a clear beginning and ending. Create an interesting opening sentence that captures the audience’s attention. Memorize it, if necessary, and use it even if a better idea occurs to you just before you speak. Then devise a good closing and memorize it, too.

            A memorized beginning and ending enable you to start and finish your talk with confidence and ease. In any speech, it’s best to select a few main points (three or four at the most) and emphasize them by using examples, stories, or anecdotes. If you merely state a fact and then continue, most of your audience will miss the point. You should make a point, say it again in different words, illustrate the point, and then state it once more in order to be clearly understood. This is a good skill to learn. Choose your points and illustrations carefully. Too much information may overwhelm the audience. If you think you will need notes, write a brief speech outline on note cards, which you can place on the lectern. Refer to them only when you need them. Remember, you’re speaking, not reading. Many speakers begin by writing out an entire speech, then breaking it into parts, with a key word for each part, and finally writing just the key words on one note card.

Preparing Yourself 

Now the talk is ready, but are you ready to present it? Practice the talk until you are comfortable with it. You won’t need to memorize the body of the talk, since you already know all about the subject. As mentioned earlier, you should memorize the opening and conclusion.

           Present the talk to a family member, a friend, or your Toastmasters mentor. Ask for comments. They may give you some helpful suggestions. If you have an audio recorder, record the talk and listen to it carefully, making any necessary improvements. Using a recording is one of the best ways to improving your speaking ability.

             Instead of thinking of this presentation as making a speech, think of it as a talk before a group of friends, sharing information of interest. Don’t be afraid of the audience. They have already experienced the same feelings you’re having. They want you to succeed and they’re eager to help you!

    Appearance is important. Be well-groomed and appropriately dressed for your presentation. When you look right, you feel good about yourself. You’ll then forget about your appearance and concentrate on your talk. You will have increased confidence because you know you’ve made a good first impression with the audience.

Presenting Your Talk

Once you’ve prepared and practiced your talk, relax. Nervousness is common to every speaker, no matter how experienced. In fact, you can put this nervous energy to work for you by using it to add excitement to your delivery. No one is going to notice a little quavering in your voice, and it will soon disappear anyway as you become involved with what you’re saying.

          While being introduced, take a deep breath and slowly exhale. This will help your voice sound resonant and natural. Begin by facing the Toastmaster and saying, “Mr. (or Madam) Toastmaster,” then face the audience and say, “Ladies and gentlemen…” or “Fellow members and guests…” Pause, then begin with your memorized opening.

          While speaking, make eye contact with various members of the audience, first looking directly at one person for a few seconds, then looking at another, so people feel included in your talk. As you do this, glance periodically at the timer. If the red light comes on while you’re talking, move smoothly to your conclusion and finish quickly. Observe time limits whenever you speak.

         Don’t worry about what to do with your hands. Leave them at your sides if this makes you more comfortable. You’ll have opportunities to practice gestures later.

          Finish with your memorized conclusion. Some speakers say “thank you” at the very end to signal to the audience that they are finished, but this is not necessary. Instead, after you say your concluding words, nod at the Toastmaster of the meeting and say, “Mr. (or Madam) Toastmaster” and enjoy the applause.

"Don’t be afraid of the audience. Think of them as friends who want you to succeed and are eager to help you."

Your Evaluation

After you finish, you’ll probably begin evaluating yourself even before you return to your seat. You may think you left out some of the best parts. Every speaker thinks that. Just congratulate yourself on having delivered your first speech, then write down the things you did well and the things you want to improve to make your next speech even better.

        To supplement your self-evaluation, an experienced club member has been assigned to evaluate your efforts. Before the meeting begins, give this manual to your evaluator so he or she may make notes on the evaluation page of this project. This gives you a permanent record of your progress. If you want the evaluator to observe something in particular, be sure to inform the evaluator in advance.

      Ask other members for additional comments after the meeting (some may give you their own brief written comments during the meeting). All of these comments may not be useful to you, but you should consider them carefully. Remember, each evaluation is an opinion of how that person perceived you and your presentation. These opinions usually (but not always) will be helpful to your self-development.

Speaker’s Checklist 

• Bring this manual to the meeting whenever you are scheduled to speak.

Review your presentation with your mentor.

Discuss any special points with your evaluator before giving the speech.

Give the evaluator your manual before you speak, so he or she can make written comments on your performance.

Have the vice president education initial the Project Completion Record after you complete each project. This will give you credit toward your Competent Communicator (CC) certificate. 

Don’t be discouraged if your evaluator misunderstood your point. Evaluators have varying degrees of experience in speaking, and evaluation is a learn-by-doing skill, just as speaking is. 

If you have not already done so, read Effective Evaluation. It will help you understand how to get the most out of the Toastmasters program. 

Evaluation Guide for The Ice Breaker

Title____________________________________________________________
Evaluator___________________________________Date__________________

Note to the Evaluator: In this speech the new member is to introduce himself/herself to the club and begin speaking before an audience. The speech should have a clear beginning, body, and ending. The speaker has been advised to use notes if necessary and not to be concerned with gestures. Be encouraging and point out the speaker’s strong points while gently and kindly mentioning areas that could be improved. Strive to have the speaker look forward to giving another speech. Your evaluation should help the speaker feel glad about joining Toastmasters and presenting this speech. In addition to your verbal evaluation, please write answers to the questions below.

• What strong points does the speaker already have? 

•  How well did the audience get to know the speaker? 

•  Did the speech reflect adequate preparation? 

•  Did the speaker talk clearly and audibly? 

•  Did the speech have a definite opening, body, and conclusion? 

•  Please comment on the speaker’s use of notes.

• What could the speaker have done differently that would have improved the speech? 

•  What did you like about the presentation? 

Ref: Srikumar