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CHAPTER 17 Special Occasions
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Fame matters. The better known the speaker is, the less you need to say in your introduction. Don t be the one who opens by saying, Our speaker needs no introduction . . . , and then goes on to list accomplishment after accomplishment. End with the speaker s name. Pause, and then say the name. Always say the individual s name as the last words in your introduction, before applause begins.
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Chairing a Meeting
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Although it isn t a traditional presentation, chairing a meeting is a job that requires strong communication skills. The meeting chair is like the ringmaster at a circus. All the acts must go on, and all the acts want attention from the audience. Time is limited, and the chair must keep to the schedule.
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Speaking of . . . Parliamentary Procedure
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Parliamentary procedure is the formal structure of rules that organizations use to operate and conduct their business. The guidelines are outlined in Robert s Rules of Order Newly Revised.
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BASIC RESPONSIBILITIES OF THE CHAIR
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Many organizational bylaws require that meetings follow a formal structure. Most often the chair will follow parliamentary procedure. Here is an overview of the chair s basic responsibilities: 1. Call the meeting to order and check attendance. (a) Welcome participants. (b) Introduce visitors to other attendees. (c) Review the agenda. 2. Ask for approval of the minutes of the previous meeting. (a) Usually the secretary reads the minutes of last meeting.
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(b) If there are no formal minutes or no secretary, the chair may review what was accomplished at the last meeting.
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3. Call for committee or individual reports. (a) The details are reviewed at this time. This is the typically the longest part of the meeting. (b) It is the chair s responsibility to keep the meeting on track and on time. (c) The chair also directs and elds questions. 4. Lead open discussion of any old business. If any items were carried over from the last meeting, this is the time to discuss them. 5. Ask for new business. (a) The chair begins by asking, Are there new topics to be introduced (b) The chair must keep discussions focused.
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The Wedding Toast by Paul Olsen To successfully toast someone, we are often guided by as many dos as don ts. Do be concise, selecting your words carefully, and consider your audience. Don t tell personal stories that may be embarrassing to someone or may bore most of your audience. On the occasion of our daughter s wedding, I not only rehearsed my comments many times, but also rehearsed for my daughter, so she would not be surprised and become emotional. At the reception, I actually had my typed speech in hand for quick reference if needed. Kate, my guiding light and partner of thirty-eight years, is also my best critic and adviser; wisely, she recommended that my opening comments welcome the groom s family and thank them for making the effort to be with us for this special occasion. The body of the speech was the easy part, with genuine heartfelt comments about our daughter and her special relationships with each of her brothers, her mother, and me (FOB). As I welcomed the groom into our family, I advised him that we now share our greatest gift with him. Concluding, I asked that everyone join me in toasting the bride and groom, and wish them a wonderful life together.
CHAPTER 17 Special Occasions
6. Adjourn the meeting.
(a) Before concluding the meeting, the chair will review any assignments and announce the time of the next meeting. (b) Finally, the chair will call the meeting to a formal close.
QUIZ
1. What should you do when introducing a speaker (a) Say the person s name last before the applause starts. (b) Read from the written material. (c) Follow parliamentary procedure. (d) Include all information about a famous person. 2. What should you do when offering a toast at a wedding (a) Hold your glass high, and then pour appropriate drinks for all. (b) Make eye contact with the DJ, and begin the toast. (c) Start with a question. (d) Raise your glass when all glasses are full, and begin speaking. 3. What should a eulogy never contain (a) Humor (b) Stories about work situations (c) A disrespectful story (d) Very personal information 4. Robert s Rules of Order Newly Revised says the meeting chair s responsibilities include all of the following tasks except which (a) Leading discussions (b) Reading the minutes of the previous meeting (c) Welcoming everyone (d) Adjourning the meeting
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