Developed by Jenna Barrone, District 83 PRM

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Attendee Tips

 

  • Register ahead of time (if offered).
  • Mute your microphone unless you're speaking.
  • Look directly into the camera when you are talking, NOT at the screen.
  • Dress as you would for a regular club meeting.
  • Be aware of your background. Use a virtual background if possible.
  • Make sure your lighting is good and test your setup prior to the meeting.
  • Avoid clapping – use “jazz” hands instead (can confuse meeting software).
  • Give your undivided attention during the meeting. Be patient and keep in mind that instructions may need to be repeated frequently. If you need to walk away, turnoff your camera first so as not to distract others.
  • Refer to the agenda to follow along with the meeting.

 

Technology

 

Determine which online platform you will use for your meetings (Zoom, Skype, WebEx, GoToMeeting, Google Hangouts, Microsoft Teams, etc.)

 

If the platform requires members to install software on their computers, send them a link prior to the meeting with other important login information they may need

 

Ahead of the meeting

 

Email attendees a copy of the agenda with remiders to mute their microphones and adjust cameras to be seen.

 

Request they join 5 to 10 minutes early to allow everyone to get situated.

 

Ask attendees to register to allow the organizer to know how many people are expected (if available a link will be provided to register for the meeting).

 

Ask attendees, especially those with roles, to make their chat ID their full name & role or if they are a guest.

 

Meeting Roles

 

TOASTMASTER should share the agenda on a shared screen at the beginning of the meeting

Assign a TECHNICAL HOST (online version of Sergeant at Arms) to set up meeting and ensure members are muted. They also will monitor the chat and respond to technical issues They should also mute those who do not, to control background noises.

AH COUNTER/GRAMMARIAN per usual meetings.
WORD, QUOTE, JOKE OF THE DAY per usual meetings.

TIMER can use a timer software, display cards on their camera, or use the chat box   Note that colors my not always appear clearly to all attendees so indicating them by a letter (G, Y, R) might be helpful.

TABLE TOPICS MASTER can choose volunteers or randomly select. If members volunteer, determine how they should at the beginning of the meeting during the explanation of roles. e.g. use the chat box.

EVAULATORS general and for speeches are as per usual meetings.

 

 

Virtual Check-Ins

 

Reminders

Notify your members in advance of your virtual meeting through your website, social media pages, and email

 

Resources

Provide resources such as video tutorials or guides to your members to help them get comfortable with using the required technology.

 

Opening Activity

During meetings use conversation prompts to create a positive group atmosphere, break down social barriers, and get people to know and trust one another.

 

Communicate

Keep consistent communication with members and guests before, during, and after meetings

 

Post Meeting Evaluation

 

Executive team:

Plan an additional 15-30 minute of time to go over what worked and what didn’t and what can be improved for the next meeting

 

Attendees:

Email a survey to all for feedback on their experience.  You can use a Google Form or Survey Monkey.  This will give them the opportunity to voice any changes or improvements they think are needed.

 

Additional Resources

 

https://www.toastmasters.org/magazine/magazineissues/2020/mar/its-time-to-meet-online

 

https://toastcaster.podbean.com/mobile/e/toastmast er-113-top-3-pro-tips-for-a-virtual-stage-presentingon-line/

 

https://d2.toastmastersdistricts.org/_District_2_Digit al_Transformation_2020.html? fbclid=IwAR2__05dc3Sw_rOC4F83ddW3W5xzkod5U V5tv74U11Sjmf8g_9hLzJWJYNE

March 12, 2020

Dear District Leaders, 

Due to the evolving impact of the coronavirus disease (COVID-19), the Board of Directors has made the following exceptions, effective immediately and until further notice: 

  • All clubs in all Districts can meet entirely online, as needed.
  • Speech contests may be conducted online at the Area and Division levels.
    Refer to the attached speech contest document for more information. 

We understand the impact on club meetings and speech contests varies. As such, some clubs or speech contests may need to be conducted online, while others may continue in person. We encourage you to support the club officers in your District and your speech contest team in making the best decision for your members. The well-being of all members is top priority. 

 

At this time, District conferences are still expected to be held in person. However, they may need to be cancelled or postponed due to restrictions. District leaders must evaluate contracts for such events and communicate with the venue or vendor about possible changes. 

 

Please stay in communication with the District Leader Support team at This email address is being protected from spambots. You need JavaScript enabled to view it. so that appropriate support and guidance can
be provided.  

 

Thank you for your leadership and dedication to our clubs and members during this challenging time. 

 

Sincerely,


Deepak Menon

Daniel Rex

Deepak Menon
International President
Toastmasters International

www.toastmasters.org

Daniel Rex
Chief Executive Officer
Toastmasters International

www.toastmasters.org

Hello fellow Toastmasters
 
Toastmasters is a professional organization, but we are also a family and concerned about one another. Living in a global village, we are now faced with global ramifications from the Novel coronavirus (COVID-19).
 
I hope you all received the email from Toastmasters International with the video message from Deepak Menon, DTM, International President.  The email also contained a link to a webpage with more information.
 
As a district, clubs and members, we have to do what we feel is best for us, in accordance with Toastmasters policy. The Board of Directors has made an exception for certain districts to allow Speech Contests to be conducted online at the Club, Area, and Division levels. District 83 was not included in that list based on current conditions.   We are closely monitoring the guidance of the World Health Organization, the Centers for Disease Control and local health departments regarding the spread of the virus. We are also in communication with Toastmasters International staff about concerns from members in our District.  In consultation with our Region Advisor and International Director and World Headquarters, we will proceed with in-person events unless either the states of New York or New Jersey or Toastmasters deem that we cannot do so.  The same is true for the District conference May 15-18, 2020.               
One of the core values of Toastmasters is Respect and no one should feel pressured to attend contests, club meetings or district events, if they do not feel comfortable doing so, especially if one is in an at-risk health group. Participation in contests is voluntary with the decision to compete and/or attend a personal choice.  As always. if a first-place contestant is not available to compete at the next level, a second or third place competitor can step up.
 
Please feel free to reach out with any questions.

Lynda B Starr, DTM  
District 83 Director 2019-2020     
T:  201 320 1752 │E: This email address is being protected from spambots. You need JavaScript enabled to view it.
 
William F. Markert, ACB, CL
Program Quality Director 2019 - 2020
T: 973-960-4898| E: This email address is being protected from spambots. You need JavaScript enabled to view it.
Michelle Tropper, DTM
District 83 Club Growth Director 2019-2020
T: 908-548-7357│E: This email address is being protected from spambots. You need JavaScript enabled to view it.

 

       
 Jeremy Yencer, EC3  Margarita Estrada, DTM  Mario Lewis, DTM  Isaak Gelbinovich, DTM  ​Meet Patricia Loud,DTM Somesh Chablani, DTM  Dave Chapman, DTM  

 

For any information regarding the Omni-Pro Speakers Bureau, please
contact This email address is being protected from spambots. You need JavaScript enabled to view it., Speakers Bureau Chair.

 

 

 

 

Charter DateClub Name/Club Number

 

Charter DateClub NameAnniversary
August 14th 2010Henkel ToastmastersCelebrating 10 Year Anniversary
August 1st 1995Tower And Bridge Toastmasters ClubCelebrating 25 Year Anniversary