Making Formal Speeches

1) background and knowledge (you need some knowledge of the topic and should be able to talk
about it)
2) 2. interests of your audience (audience appreciates and understands topic) 3. occasion of the
speech: is the occasion a meeting commemorating a historic event, A monthly meeting of the
executives’…show more content…

3) You can even make the conclusion the high point of the speech. Present the concluding message
using words that will gain attention and will be remembered. Comparing Japanese and American
management techniques, a speech may end as follows: ‘We are not Japanese, and we do not have
the Japanese culture. Most Japanese management methods have not worked in our country, and will
not work in our society’.

POINTS FOR WELCOME SPEECH

1. Having a good welcome speech is the best way to set the tone for an event,
and it can be as simple or as formal as the situation dictates.
2. Start your speech by greeting the audience, before giving an overview of the
event. End the speech by introducing the next speaker and thanking the
audience again for attending.
3. When you are writing your speech, make sure that you establish the right
tone, that your speech is within the set time limit, and that you keep the
purpose of your speech in mind as you write
4. The welcome address for chief guest should always include the name of the
guest, his or her occupation, and his or her contribution to society. 

The introduction for the welcome speech should include a brief introduction
to the event.
While giving a speech it is important to be formal with the audience.
Provide a short summary of the event and the important things that the
audience will get to learn during the event. 
Sample:

Today we all have gathered here to celebrate the 30th annual day function of our school.

During this event, students will be awarded for their accomplishments in both academics and sports.

The annual day is also held to celebrate the success of our school as for the past 25 years it has
impacted many students’ lives. 

To celebrate this special occasion we have invited a very important person as the guest of honor. 

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Miss Rekha is a philanthropist, teacher, and social activist who has been working for the betterment of
society for the past 30 years. 

Miss Rekha has many non-profit organizations all across the country that helps in providing free
education to many children. 

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

.Welcome the audience using serious language for a formal occasion.

Pick an appropriate greeting such as, "Good evening ladies and gentlemen." Then welcome the audience
to the event using a phrase such as, "It is my pleasure to welcome everyone to our beautiful venue
tonight."[1]

1) Keep the tone more serious if it's an important occasion. Example: "We're so glad to have you all
here tonight. We appreciate your presence at this difficult time."

2) Greet guests informally by using light-hearted language. "Good morning everyone!" Express your
gratitude towards the guests for attending by using a phrase such as, "It's so wonderful to see you all
here on this sunny day."[2]

3) Add individual greetings for any special guests. Include the names of special guests that are part of
the audience. Gesture to and look at the special guests as you mention them. [3]

 Special guests include any people of honor, those that may play a particularly important part in
the event, or those who have traveled a long way to be there.
 Make sure that you practice all of names, titles, and pronunciations of the special guests before
your speech.[4]
 For example you could say, "We'd like to extend a special welcome to our guest of honor, Judge
McHenry, who will be speaking later tonight."
 Alternatively to welcome a group of people you might say, "While we're excited to have you all
here tonight, we'd especially like to say welcome to the students TYBSc

4) Introduce the event itself. Provide a short introduction to the name and purpose of the event. Say the
name and age of the event if it's relevant, and talk a little about the organisation which is behind the
event.[5]

5) Forming the Body of the Speech

Acknowledge those who have played an important part in the event. Mention 2-3 people who have
helped to turn the event from an idea into reality. State their names and the role that each person played. [6]

 An example of acknowledging individual people is saying, “We couldn’t have pulled off this
fundraiser without the hard work and dedication of Grace and Sally, who worked tirelessly from
day 1 to make today a reality.”
 Avoid reading off a long list of people or sponsors, as your audience will begin to get bored.
Stick to just a handful of highlights.

Mention any parts of the event that are of special importance. Point out what's coming up later on in
the event or over the next few days, if applicable. Pick the parts that are the most important, and give
people encouragement about anything they should stick around for or pay special attention to. [7]

 For instance, at a conference, you might point out when the dinner will be held, or where
particular sessions will take place.
 At a wedding reception, you might note when dancing will start or when the cake will be served.
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Reiterate your welcoming line. Welcome the guests again, but this time in a way that relates to the
overview that you just mentioned. For example at an informal gathering you could say, "I'm excited to get
to know all of the new faces here during our legendary cricket game!" For a more formal event, wish
everyone a smooth transition for the next part of the event. [8]

 Alternatively, you could end the body of your speech during an informal gathering by saying, “I
can't wait to see you all out on the dancefloor!”

6) Ending the Speech

Say that you hope the audience enjoys the event, if applicable. Pass on your warm wishes to the
audience for the rest of the event. For example, at a conference you might say, “I hope that you all
enjoy the exciting speakers to come!”[9]Example

 “I hope that today inspires ideas and discussions around the ways that we can make our city a
better place!”

Introduce the next speaker if necessary. At a big, formal event, you should prepare a formal
introduction, including a relevant short biography of the person and their related organisation. At an
informal event, a short and fun introduction is appropriate. [10]

 At a formal event, you might say, "Now, for our speaker. ……….. comes here from Montreal,
Canada, and she is a leading expert in the study of the human brain. She'll be speaking tonight on
what drives humans to make decisions. Let's welcome her."
 For a more informal event such as a party, you could say, “Next up is Sam, who has been Kyle’s
best friend for 10 years strong. He has a decade of embarrassing stories about Kyle to share with
us tonight!"

Thank the audience for attending. Say a brief sentence or 2 expressing your gratitude on behalf of the
event. Keep it short and to the point. For example at an informal event you could say, "Thank you to
everyone here for coming along tonight."[11]

 Alternatively you might say, “Thank you again to everyone for being here tonight to celebrate Joe
and Kathleen’s 50th wedding anniversary! Let the celebrations begin!”

Welcome Speech Checklist:

❏ An appropriate greeting for the crowd

❏ A message to any special guests, if applicable
❏ An introduction to the event
❏ Any information or logistics the crowd needs to know about
❏ Any upcoming important events or scheduling reminders
❏ A personal message you’d like to share, or a note of encouragement
❏ If needed, an introduction of the next person speaking
INTRODUCING THE CHIEF GUEST

1) Researching the Speaker

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Ask the speaker what they’d like you to say. Many times, the speaker will have an introduction
prepared for you. Even if they don’t, they can provide information you can use. When the guest speaker
isn’t available, talk to people who know them, such as mutual acquaintances or their coworkers. [1]

 When the speaker provides an introduction for you, use it. Read it over a few times and be
prepared to say it with energy and enthusiasm.

Find out what subject the speaker will cover. Ask around to find out the focus of the speech. The
speaker or the event organizers may be able to tell you. This way, you’ll be able to hone your speech so it
introduces the speaker's topic. Your introduction needs to relay exactly what the audience can expect to
hear.[2]

 For example, you find out the speech will be about encouraging young girls to learn computer
programming. You shouldn’t spend time explaining how the speaker can teach these skills to
adults.

Look up biographical information on the speaker. Search online for the speaker’s credentials. News
articles, interviews, and websites associated with the speaker offer this information. Type their name into
a search engine and pick out the details that relate to the speech. Often, you’ll find unique facts that fit
into your introduction.[3]

 For instance, a professor’s biography on their school website might inform you that, “Jane Doe
used her scientific research to identify ten new species of birds.” Try to find information relevant
to the topic they will be speaking about.
 News articles and interviews will also have useful basic facts, such as “Jane Doe spent the last
summer building schools in Africa.”

Avoid using sensitive or embarrassing information without approval. Remember that your
introduction is meant to promote the speaker. Issues like legal troubles, health issues, or family issues are
complicated. They take up time and create a negative image. It’s not appropriate to bring up public
criticisms or arguments others have made about the speaker. It’s also not a good idea to talk about their
family.

 Always get the speaker’s permission before using these details. Make sure you can explain why
it’s important to your introduction.

Include a surprising detail if it fits in your intro. You may come across a detail that defines the
speaker’s character but isn’t well known. The detail may also be something shared between you and the
speaker. A good surprise detail does not detract from the focus of the speech. Many times, it can be used
to get the audience to laugh or appreciate the speaker’s humanity. [5]

 For example, you met the speaker when working in a dog adoption center. Introduce this
connection when beginning the speech. Finish by stating, “I know Jane Doe will inspire you to
work better with your female students - and your dog.”
 Master pronouncing the speaker’s name. Make sure you find out the proper pronunciation. You
may be able to find it online. If you can’t, contact the speaker, anyone they know, or the event
planner. Improper pronunciation makes your introduction seem unprofessional. It is
embarrassing and harms the credibility of both yourself and the speaker. [6]

Check for any special titles the speaker has. Addressing the speaker by their proper title is professional
and gives the speaker more credibility. Refer to a doctor as Dr. Jane Doe. Refer to a judge as Judge Jane
Doe. The speaker may have titles you don’t recognize, such as Sir or Dame for someone knighted by the
British monarch.[7]

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  Again, the speaker can tell you how you should address them. This information may also be
found online or gotten from other people.

2) Writing the Introduction

1) Keep the introduction under three minutes long. Remember that you are there to introduce the
guest speaker. Your introduction should not take over the event. A few short paragraphs is enough to
set the stage. This is enough time to bring up the speaker’s credentials and capture the audience’s
interest.[8

2) Explain the speaker’s qualifications. A goal of the introduction is to explain why the speaker was
chosen to talk. Relevant credentials apply here. Highlight some of the speaker’s expertise in the subject
matter. Examples of qualifications include published work, job experience, success stories. Show that the
speaker is an authority, but keep the qualifications brief and relevant. [9]

 If the speaker is giving a talk about improving teamwork, for instance, mention that the speaker
has changed the working environment in several Fortune 500 companies.

3) Include a short personal anecdote if you have one. Chances are you were chosen to speak because
you had some interaction with your guest. You don’t need to know the speaker well to do this. Since the
speaker and their words appear personal to you, the audience will notice. They’ll relate to you and want to
hear the speech.

 You can mention something like, “20 years ago I became acquainted with a man who has
challenged me to be better. He has become a good friend.”
 Be careful not to raise too many expectations for the speaker. It may reduce the speaker’s
confidence if you brag too much.

Introduce the speaker’s name at the end. The end line is considered the applause line. Have your
speech build up to it. This is where the audience needs to show enthusiasm for the speaker. It is the only
part of the speech where you need to state the speaker’s name and title. [12]

 For instance, you can say, “Please join me in welcoming Dr. John Smith!”
 You may also state the title of the speech if it is needed. This is helpful during large events when
people are coming from various other locations or speakers.
 You could also introduce the speaker at the beginning of the speech and repeat their name
throughout the introduction. This helps build familiarity with the audience.

Read your speech aloud. Finish writing your speech, then read it back to yourself. Judge the way it
sounds. The tone should be appropriate for the venue. Make changes, cutting out any unnecessary details
or words that sound out of place. Also, try timing yourself. A good speech sounds smooth without
dragging on.[13]

 Think of how you’d respond to the introduction if you were in the audience.

Tell the audience what they’ll learn by listening. It’s your job to capture the audience’s attention. To do
this, express that the audience will get a lot out of the speech. The lessons should be relevant to the
speaking event. If the speech is about public speaking, for instance, the audience wants to know what they
can learn for their own lives.[10]

 For example, you might say, “John Smith will prove today that anyone can give a charismatic
speech and that a little bit of anxiety isn’t always bad news.”

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ACTUAL SPEECH

Introduce yourself when you begin. Stating your name and title is useful if someone in the room is
unfamiliar with you. Keep this line short so you can get to the rest of the introduction. Remember that
you’re setting the stage for the guest speaker, so there’s no need for a long explanation of who you are. If
someone introduced you earlier, you can skip this.

 Say, “Good evening. My name is Alex Brown and I’m the organizer of this event.”
 When everyone knows you, such as for a teacher introducing a speaker to a classroom, you don’t
need to do this.

Lead the applause. When you get to the end, stand in place. State your final line with force. Be the first
person to offer applause. As the introducer, you are setting the stage for the guest speaker. The
audience will follow your lead, and nothing’s worse for the speaker than languid applause. [16]

Orient yourself towards the speaker as they approach. Turn your body to them. Your feet should point
at them and your eyes should meet theirs. Give the guest speaker a big, authentic smile. Stay in place
and continue to applaud until they reach you.

Shake the speaker’s hand. Shaking hands is a positive gesture. The audience will notice it. It’s a
humanizing greeting that shows a bond between you and the speaker. Continue to face the speaker
until they reach you on stage. Shake their hand and then walk confidently off stage. [17]

 Emotions and Feelings

 Gratitude

How to Give a Vote of Thanks

No event comes together without the support of a vast network of people. If you've been asked to give
a vote of thanks at the end of a seminar, council, cultural summit, or similar gathering, it's your job to
show appreciation on behalf of the organization for everyone who helped make the event a reality. Start
with a strong opening statement, thank your audience quickly and engagingly, and then conclude your
speech.

Making an Opening Statement

Address the people you will thank in your speech. Many people begin their vote of thanks with a nod
to the members of the audience they are about to thank. Your first sentence should let your audience
know you're speaking to them and make them feel included in your thanks.

 Opening lines like this one may sound pretty familiar: “Friends, Romans, countrymen…” Alter it
slightly to suit your situation; you might end up with something like, “Mr. Principal, Mr. Vice
Principal, teachers, students…”.[1]

Introduce yourself and your role. If you haven't already given your name, now is a good time! Tell your
audience you've been asked to give a vote of thanks, and in 1 or 2 sentences, explain your relation to the
organization. You might also include your role in the event.

 For example: “My name is Jane Doe, chairman of the School Anti-Bullying Committee. I hope
you've all enjoyed the informative assembly our committee organized for you today. It is my
honor and privilege now to give a vote of thanks to all those who helped make this assembly
happen.”

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Acknowledge the organization that brought everyone together. Every person in the room is likely to
have some affiliation with the overarching organization, so before you move into the body of your
speech, it's nice to start with gratitude toward your host. [2]

 E.g.: “We would not be here without our school's generosity, so first and foremost I'd like to
thank School for giving us the opportunity to gather today.”

Writing the Body of Your Speech

Identify the people you want to thank. This list usually consists of guests, participants,
organizers, volunteers, and sponsors. Before you deliver your speech, determine the people and
groups you'd like to give shout-outs to so that when the moment comes, you don't forget anyone.
[3]

o Everyone, no matter their role in the event, wants to feel that they played an important
part. Whether you are thanking someone for their time or for other support, emphasize
the importance of their contribution to the big picture.
o For example: “I'd like to thank the teachers for taking time away from their curriculum to
allow students to hear this message. This assembly would be impossible without your
support.”

Try not to gush. Gratitude is most effective when it is sincere. Avoid letting a thank-you drag on, and
don't exaggerate your thankfulness: you'll bore your audience and off-put the person you're thanking.
Keep each thank-you brief, warm, and honest.[4]

 Instead of, “Mr. Phillips, I cannot thank you enough for letting us use your room to practice. Your
generosity and kindness toward our committee has been overwhelming, and we would be nothing
without you,” try: “Mr. Phillips, our committee is so grateful to you for letting us use your
classroom to practice when we had nowhere else.”

Call back to a specific moment from the event and respond to it. Show performers/speakers that you
were actively listening by referencing something they said that stuck with you. In a few sentences,
mention an idea a participant brought up and point out its relevance to the event's overall themes. [5]

 Pick something you liked and agreed with. Don't bring up anything to disagree with it: you want
to speak purely positively.
 For example: “Something that really struck me was when Katie said that kids often bully because
of problems at home. This assembly has been about raising awareness and encouraging kindness,
so I think that's really good to keep in mind.”

Concluding Your Vote of Thanks

Underscore your organization's value. At the end of your speech, talk about what makes your
organization special. You might lay emphasis on the ways it helps your community, large or small. You
want people to leave your event having positive associations with your group.

 For instance: “I would like to thank everyone who helped our committee make this anti-bullying
assembly a reality. We are trying to make our halls a safe, friendly space for all students who
walk down them, and it's events like these that help us achieve that.”
o Refrain from thanking specific individuals at the end of your speech. Ideally, any
specific individuals who deserve recognition will have already been thanked in the body
of your speech. As you're wrapping up, try to speak generally, addressing your entire
audience—don't alienate anybody with name-dropping.

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Keep your vote of thanks short. It's a good idea to keep your entire vote of thanks short and simple, but
it's never more important than at the conclusion. It's the end of the event and your audience doesn't want
to be kept waiting. Be considerate of their time and limit what you say to what needs to be said.

 To close out your speech, you might say: “Thank you, everyone, for taking the time to be here
today and for listening to me speak. I am so grateful for this opportunity. Have a great weekend!”
o