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My Role as Felicitation Chair at the Area D5 Joint Meeting

· 5 min read
D Balaji
D Balaji
Lead Design Technologist

"The best section of Toastmasters sessions? The one where the winners are announced and felicitated."
— Me, after surviving the Felicitation Chair role.

A Meeting of Minds​

This wasn’t just another club meeting.

It was a cross-border alliance of wit, wisdom, and wow-moments — a joint meeting of Area A5 clubs, featuring powerhouses from Vellore, Hosur, mind blowing education session speakers and beyond.

And right at the tail end of this prestigious gathering, I was handed a mic and a mission: to felicitate, celebrate, and wrap up sessions like a pro — all in under 45 seconds per role taker.

Here’s what the felicitation ceremony looked like:

  • 20 people to be felicitated
  • 3 dignitaries on stage
  • Me giving light-hearted appreciation
  • Person comes on stage, collects the gift
  • Photographer gives a thumbs up after the click
  • I call the next person

Smooth, right? Almost.

My Preparation​

The official Toastmasters website had hardly any information on the felicitation role.

Later, in a discussion with my mentee-turned-DTM, I learned that this role is the brainchild of the Conference Chair — someone who truly believes in the “division of labour”... or should I say, division of roles.

Though the plan was to have two people share the felicitation duties, the universe decided that one person — me — was a perfect (and only) fit.

Special shoutout to TM Monica, CA, whose calm, coaching-style leadership helped me manage the logistics and statistics required to perform this role without chaos.

The Script I Used as Felicitation Chair​

TM-style Opening Hook​

On a Sunday, if I start my bike before 9 AM, it knows exactly where to go — straight to the farmers’ market, where I shop mindfully without worrying about GST.
But today isn’t an ordinary Sunday.
A Toastmasters conference in my sleepy little town, Hosur, with members from District 120 and beyond converging at Advaith School — now that deserves a chapter in history.

For making this happen, everyone in this room deserves to be felicitated.

The felicitation ceremony had two parts:
Part 1 – Role players
Part 2 – Honouring the crust above the rest

Part 1 – Felicitating the Role Takers​

I invited the following dignitaries to the stage:

  • Division A Director TM Pratheepa Sukumar
  • Area D5 Director TM Bharat Nandhagopal
  • Conference Chair TM Caroline Padankatti

Let the show begin:

  • “From gathering registrations on AllEvents to reminding us to carry water bottles, pens, and sharing every crucial detail — welcome on stage, Registration Chair TM Samuel!”

  • “The silent force of Hosur Toastmasters, from co-registration to backend updates — welcome, Co-registration Chair TM Saravanan!”

  • “From informative posters to nostalgic TV-box reels and timely reminders — welcome, PR Chair TM Vani Ugin!”

  • “From backstage coffee to guest care — you were everywhere! Welcome, Hospitality Chair and mighty president of Hosur TM, TM Gary Michael Henderson!”

  • “Your voice carried confidence and set the morning tempo — Emcee Morning, TM Abidha Shah!”

  • “Professional, composed, and to the point — Timer, TM Priyadharshini!”

  • “Post-lunch slump didn’t stand a chance — Emcee Afternoon, TM Nandini!”

  • “Solid stage presence and seamless coordination — TM Ramesh!”

  • “Every great event runs on time, and every second counts — Timer, TM Saranya!”

  • “Delivering precise timing reports — Timer, TM Abinaya Kannan!”

  • “She set the venue, ran behind mics, and now she’s at center stage handing over gifts — our SAA, TM Monica!”

  • And of course, TM Balaji – myself, multitasking through all of this with a grin.

I did go off-script occasionally to inject humor — the energy in the room had started dipping post-lunch, and quite a few attendees had already vanished for their afternoon nap.

Part 2 – Felicitating the Bosses of TM​

Next, I invited the District Trio — a term I learned just a week earlier:

  • District Director, DTM Parthasarathy
  • Club Growth Director, DTM Anirudh
  • Program Quality Director, TM Vinoth Kumar

Also invited, in the same sequence:

  • Division A Director, TM Pratheepa Sukumar
  • Area D5 Director, TM Bharat Nandhagopal – effortlessly cool
  • TM Caroline Padankatti – the power behind the stage who stayed composed even during 9 PM Google Meet marathons

My Self-Evaluation​

I'd rate myself 4 out of 5.

  • I came prepared
  • I added personal flair
  • I adjusted in real time

One thing I would do differently: I should have orchestrated stage movements better, such as having the first set of dignitaries return to their seats before inviting the next batch.

Other than that, the show went smoothly.

What is the Felicitation Chair?​

  • It's the segment where the audience starts scanning for snacks (pun intended)
  • Role takers and dignitaries expect a professional wrap-up, not a duct-tape script
  • You’ll have last-minute add-ons whispered to you in front of 50 people while you’re holding a mic and pretending everything’s under control
  • You must remain calm, composed, and ready to improvise
  • Carrying notes isn't optional — it’s a survival tool
  • Yes, you do get felicitated in the same ceremony (just don’t expect a standing ovation)

Final Words​

If you're ever asked to be the Felicitation Chair at your club or area event — don’t hesitate.

Say yes.
Bring your A-game.
And remember:

Claps fade.
But well-worded praise? That sticks.