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Author pernilla.d  Date 20 Jan 20, 09:43  Views 9799
Description AM Toastmasters Meeting Roles and Responsibilities
Category Quality Clubs resource  Type Reference
Article scope
General Information

AM Toastmasters Meeting Roles and Responsibilities

AM Toastmasters Meeting Roles and Responsibilities

Breakfast Steward 

  • Arrive 20 minutes prior to commencement of meeting (6.40am)

  • Collect meal/attendance fee as each person arrives. Mark off on membership list.

  • Introduce visitors to an Executive member who will look after them.

  • Place yourself near the door so you can welcome any late arrivals.

  • Total fees collected and check you have correct amount for the number of members/guests present

  • Hand list and money to Club Treasurer.


  • Contact members who have not confirmed attendance to the next meeting 1 week before the meeting.

  • Position yourself near the entrance door

  • Greet any guests or judges on their arrival

  • Introduce guests to an executive member who can introduce the guest to others and explain the morning’s procedures.

  • When asked by the Chairman, welcome all guests.


  • Learn how to operate the lights before the meeting starts. Operate the lights as follows:

  • Table Topics Speakers (1 minute) 

    • 50 seconds - turn on green light. Leave on until 

    • 60 seconds - turn on orange light. Leave on until 

    • 70 seconds - turn on red light. Leave on

  • Table Topics Evaluations (30 seconds x Number of Table Topics, i.e. 6 table topics = 3 minutes)

    • 30 seconds before evaluation due for completion - turn on green light. Leave on until

    • completion time is reached - turn on orange light. Leave on until

    • 30 seconds after completion time – turn on red light   

  • Speeches (5-7 minutes)

    • 5 minutes - turn on green light. Leave on until

    • 6 minutes - turn on orange light. Leave on until

    • 7 minutes - turn on red light. Leave on until

    • 7 minutes 30 seconds - flash red light.

  • Speech Evaluator

    • 2 minutes - turn on green light. Leave on until

    • 2 minutes 30 seconds - turn on orange light. Leave on until

    • 3 minutes - turn on red light. Leave on until

    • 3 minutes 30 seconds - flash red light.

  • General Evaluator:  

    • 7 minutes - turn on green light. Leave on until 

    • 8 minutes - turn on orange light. Leave on until 

    • 9 minutes - turn on red light. Leave on

  • Report on timing

Tally Counter

  • Collect the completed ballot forms for Best Table Topic/Speaker/Evaluator

  • Fill in the tally counter form and hand to General Evaluator 

Grammarian/Word of the Day

  • Read out the mission statement

  • Attach WOD to the lecturn and present the word

  • Listen carefully and report on the following:

    • good use, or misuse of words, 

    • incorrect pronunciation, 

    • good word pictures or cliches (overworked phrases and words)

    • poor sentence construction

    • vocalised pauses (ah, um, er, etc.)

    • excellent use of language

Table Topics Master

  • Prepare a selection of 8 Table Topics. 

  • Table Topics should be short in title, topical and stimulating for the speaker.

  • Supply Table Topics Evaluator with a copy of the Table Topics, prior to the commencement of the meeting.

  • Advise meeting of the time allowed - warning light at 50 seconds, with a red light at 1 minute. 

  • Advise members and guests of the 5 second overtime audience penalty - clapping.

  • Conduct Table Topics Session, e.g. Title of Topic – members name

  • Topics must only be given as follows:

    • Members with no or smaller rostered assignments 

    • Members from other Toastmasters Clubs

    • Guests - ask them if they are willing to participate and if so, give them a topic, or they can talk about themselves. Never pressurise a guest into speaking.

    • No not choose scheduled speakers

  • Do not comment on the table topic - other than to thank the person.

Notes from Cliff:

If there are any guests, ask them if they would like to do a table topics – if they are scared give them something really easy that you tell them in advance eg about themselves, or where they work, or why they find public speaking scary.  Try to reassure them that they only have to talk briefly. Otherwise just go through agenda and pick anyone who doesn’t have a major role – usually you will do 6 – 8 people.  Also with the role you usually give an intro about table topics – how its there to give anyone who has a non speaking role a chance to talk – you klnow the drill 

Table Topics Evaluator

  • Evaluates each speaker using CRC Method (Commend - recommend - commend)

  • Try to give positive recommendations and examples on how to improve.

  • Award the Table Topics cup


Before the meeting:

  • Contact well in advance those members assigned to these duties: General Evaluator, Table Topics Master, Toastmaster, Word of the Day, Hospitality, Breakfast steward, Scribe, Timekeeper

  • Contact the Club President well in advance and check what announcements are to be made at the beginning of the meeting. Check if any new members are to be inducted.

  • Prepare an agenda that can be handed out at the meeting including voting slips for Best Speaker/Evaluator/Table Topic. If not on the Agenda bring separate voting slips.

  • Arrive at the meeting in plenty of time (6.40am) check room set, tables laid.

  • Check with the Educational Vice President if there is any change to the meeting roster.

  • Control the meeting with firm and friendly directive(s). If in doubt at any stage, check with the Club President.

  • It is your responsibility to keep the meeting to time and to finish on time.

During the meeting:

7.00am Sharp  

  1. The President will call the meeting to order and hand the gavel over to you. Make an introductory welcome - advise those attending that they are free to move and collect food and drinks at any time during the first part of the programme.

  2. Call for apologies - when all apologies made, announce to the meeting “Apologies have been noted”.

  3. Invite members to introduce their guests. Direct your meeting as to the flow pattern on introductions by indicating with a hand direct e.g. “commencing at the end of the table on my left and moving around”.

  4. Call on the rostered Hospitality member to formally welcome the guests.

  5. Announce any changes to the meeting programme e.g. roster changes.

  6. Executive reports/announcements as required.

  7. Check that Timekeeper is ready.

  8. Invite the Grammarian (Word of the Day) to speak.

7.07amInvite the Table Topics Master to conduct a Programme of Table Topics.

7.17amInvite the Table Topics Evaluator to evaluate the Table Topics.

7.22amAnnounce a refreshment break - 3 minutes

7.25amInvite the Toastmaster to conduct the Set Speech Programme.

8.05amAsk the Grammarian/WOD to comment on grammar during the meeting.

8.07amAsk the Timer for the Timers report

8.09amInvite Tally Counter to collect Ballot forms.

Invite the General Evaluator to evaluate the meeting.

8.18amPresent the Chairman’s Cup to the member who in your opinion completed their duty to a high standard. 

Pass control of the meeting to the President to cover General Business and close the meeting.

8.20amMeeting Closed


  • Contact your speakers well in advance. Check that they will be in attendance.

  • Obtain the speakers speech details from EasySpeak (Speech Title, Speech manual, Speech Number and objectives) and confirm with the speaker.  Ask if they require the Lectern.

  • Give the name of the speaker then the speech details (Speech Title, Speech manual, Speech Number and Speech Objectives from the manual). Repeat the speech title and name of the speaker, and shake his/her hand while members welcome by clapping - then be seated.

  • Run the speech section according to the following programme:

    • First speaker, Second speaker, Third Speaker, First evaluator, Second evaluator, Third evaluator

  • At the conclusion of the speakers speech, do not comment - DO THANK THE SPEAKER

  • Do not allow any section of your session to run overtime.

  • The manner in which this assignment is handled will reflect in the way members present their speeches.  Try through the warmth of your personality at the Lectern to put all speakers at ease.

Speech Evaluator

  • Before the meeting, obtain the speakers speech details from EasySpeak (Speech Title, Speech manual, Speech Number and objectives) and confirm with the speaker.

  • Ask whether the speaker wishes you to comment, either orally, or in writing, on any particular aspect of speech construction, content or delivery.

  • Read the project objectives carefully and evaluate to the objectives. 

  • Make a list of the important objectives of the assignment so that you know what to watch for when it comes to evaluating the speech at the meeting. 

  • At the meeting, obtain the speaker’s manual to enable you to complete the written evaluation.

  • When the speaker is called forward to deliver the speech give him or her your full attention and concentration.  If you make notes during the speech, keep them extremely brief so that you can watch and listen to the speaker. Evaluation is listening, and listening ever so carefully.

  • Evaluation is watching - watching for the speaker’s ability to use meaningful gestures, watching for the confidence protrayed in the speaker’s stance, for the audience’s reaction to the speaker and for the speaker’s reaction to them. 

  • In preparing your notes after the speech in readiness for your evaluation, you may well consider these four questions:  

    • did the speaker accomplish the objective of this project?

    • what did the speaker do well?

    • why did I enjoy listening to the speech?

    • where and how could the speaker improve?

  • Give your Evaluation using the using CRC Method (Commend - recommend - commend)

  • Give your written evaluation in the speakers manual

General Evaluator 

  • Contact well in advance all rostered Sub-Evaluators; check that they will be in attendance.

  • General Evaluator evaluates: The meeting in general.

  • Timing, Table Topics Master and Table Topics Presentation, Toastmaster and Speech and Table Topics Evaluators

  • The General Evaluator does not evaluate main speakers, only Sub Evaluators and the general running of the meeting, i.e. start time, welcome, chairman’s duties, grammarian etc.


  • The Scribe takes brief notes of the meeting and emails them out to all members soon after the meeting. 

  • At the meeting - Note the apologies, as your scribes notes becomes the record of the meeting. 

  • Also record any other announcements.

  • After the meeting - write a resume of the speakers and your reaction to their speeches. This can, in most cases, be of one sentence for each speaker - use your imagination - do mention evaluators briefly. 

  • Remark on the Table Topics session. 

  • Mention any member’s achievements (since last meeting) you know about or is mentioned at the meeting

  • Record all apologies received at the meeting. 

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