Meeting Roles & Responsibilities - Quicklists

Before the Meeting

1. Sign up for the role online at www.citycentretoastmasters.com or on the sign-up sheet during a Club
Meeting.
2. Confirm you are attending the meeting, and send your Thoughts on the Theme to the Toastmaster (or
the General Evaluator if you are a Speech Evaluator).
If there is no Toastmaster yet or the Toastmaster hasn't contacted you yet, then send this info to the VP
Education at vped-6288@toastmastersclubs.org
3. If, for any reason, you are not able to make it to the meeting, please contact the VP Education at vped6288@toastmastersclubs.org and cc the Toastmaster.
Toastmaster
Before meeting

Emails or calls Table Topics master, Speakers and General Evaluator, and ensure roles are filled
If there are any changes, contacts the VP Education at vped-6288@toastmastersclubs.org

Is aware of any changes to agenda before the meeting starts

During meeting

Announces changes to the agenda

Gives an interesting introduction to the Theme of the meeting
Welcomes guests & asks them to introduce themselves (30 sec max per guest)
Introduces all participants (except Speech Evaluators) with their Thoughts on the Theme
Presents ribbon to best Table Topic winner
Opens up Club Business at the end, and ensures that the sign-up sheet for roles has been filled
Adjourns meeting

TableTopics Master
Before meeting

Prepares appropriate and creative questions based on the theme, for impromptu speaking, or an activity that
will stimulate the members' creativity and help them to think on their feet
During meeting

Gives a brief explanation of Table Topics

Announces question then ask for volunteers (or asks for volunteers before announcing the question)
* please avoid asking anyone who is already participating in the meeting or has a role*
Announces how to vote for the best Table Topics
Turns the meeting back to Toastmaster

Speech Evaluator
Before meeting

Contacts speaker they are evaluating to confirm attendance

Asks speaker if they have anything specific they'd like them to watch for e.g., clasping hands, pacing
Written/Revised by Bent Fink-Jensen & Anjula Evans for City Centre Toastmasters, Club 6288, District 86 (June 2013)

During meeting

Completes the speakers' evaluation book

Gives a 2-minute verbal evaluation

Grammarian
Before meeting
Prepares Word of the Day
During meeting

Describes role
Monitors language

Reports general totals

Timer
During meeting
Describes role
Shows warning cards
Reports times
General Evaluator
Before meeting

Calls all the Evaluators to confirm attendance

During meeting

Introduces Evaluators

Does a general evaluation of meeting e.g., was it on schedule? were guests introduced? atmosphere?

Sergeant at Arms (Executive position changes yearly)

Room set-up
Banner & DCP Chart posted
Name badges on entry table
Guest book and other materials available on entry table
Gavel on lectern for for Toastmaster
Vote basket ready
Voting slips, Evaluation slips, Agendas, and Objective Lists distributed for all members on tables

VP Education (Executive position changes yearly)

Ensures all roles have been filled, and follows up with members for any that haven't been filled

Sends out tentative agenda on Thursday/Friday and final agenda on Sunday/Monday

Arranges for replacements for any unexpected absences

Arranges for 30 copies of the agendas to be printed before meetings

Written/Revised by Bent Fink-Jensen & Anjula Evans for City Centre Toastmasters, Club 6288, District 86 (June 2013)

Toastmaster Role
The Toastmaster acts as the host/hostess for the entire meeting, and introduces the participants. The
Toastmaster has the opportunity to keep the meeting interesting, lively, and informative. How the meeting is
conducted will generally indicate how successful the meeting is.
A. Preparation for the Meeting
1. Review the agenda at www.citycentretoastmasters.com the week before the meeting for the Weekly
Theme, a list of participants, and for any special requirements for the meeting.
2. Contact the following participants to ensure they are aware of their roles and responsibilities for the
meeting, and ask them for their Thoughts on the Theme (which you'll add to introductions).

Table Topicsmaster

Grammarian

Timer

General Evaluator

Speakers also ask for the name of the manuals and titles of speeches, and how they want to be
introduced as a speaker

3. Prepare positive introductions for each participant, to keep the meeting energetic.
4. Develop smooth transitions so the meeting flows well and keeps momentum.
5. Prepare your Thoughts on the Theme that will introduce the meeting.
6. Arrive a few minutes early to go over any changes, and verify that each participant is in attendance.
B. Order of Business
1. Give a one minute warning by striking the gavel on the lectern before the meeting.
2. Fill any last-minute open spots on the agenda.
3. Start the meeting on time and give your introductory comments.
4. Introduce the Grammarian, Timer, and Table Topicsmaster and ask them to explain their roles.
6. Introduce each Speaker, with manual, speech #, speech title, and objectives of the speech.
7. Lead the applause during the meeting, and shake hands with those coming up or leaving the lectern.
8. After each speech, shake the Speaker's hand and thank the Speaker for their speech. Add transitional
comments that will help the meeting flow from one Speaker to the next. Do not repeat the speech.
9. Announce one minute of quiet after speeches so the audience can complete written evaluations, and then
watch for the Timer's cue.
10. Introduce the General Evaluator, and pass control of the meeting by shaking hands at the lectern.
11. After the General Evaluator returns the lectern to you, announce the winner of the Table Topics ribbon.
12. Introduce Club Business, and ask if there is anything that needs to be announced or discussed. Ensure
that roles on the signup sheet are filled for the following week.
13. After Club Business is closed, adjourn the meeting and strike the lectern with the gavel.
Written/Revised by Bent Fink-Jensen & Anjula Evans for City Centre Toastmasters, Club 6288, District 86 (June 2013)

Table Topicsmaster Role

Table Topics gives members who arent assigned a speaking role the opportunity to speak during the meeting.
The Topicsmaster challenges each member with a subject, and the speaker responds with a 1-2 minute
impromptu speech.
Before the meeting:

Prepare topics reflecting the theme of the meeting the Weekly Theme can be found on the Meeting
Agendas and on the Member Calendar at www.citycentretoastmasters.com
Select subjects and questions that allow speakers to offer opinions. Dont make the questions too long
or complicated and make sure they dont require specialized knowledge.
Phrase questions so the speakers clearly understand what you want them to talk about.
You are welcome to be as creative as you want, bringing variety to the meeting. You can bring objects,
hold a mini-debate, go around the room with each member adding 1 minute to a story the possibilities
are endless. Also, in our Member Downloads at www.citycentretoastmasters.com, you can find Table
Topics 101 Ideas, in the Meeting Roles category.
Check to see who is already participating in the meeting (e.g., Speakers, Evaluators) so you do not call
on them first. It is important that those without a role have an opportunity to speak during Table
Topics.
At the meeting, check to make sure the ballots are on the table and that the green box is ready to go
around the room.

When the Toastmaster introduces you, walk to the lectern and assume control of the meeting:

Keep your comments short, to give participants time to speak.

Briefly state the purpose of Table Topics and mention the theme.

Encourage speakers to use the Word of the Day in their response.

Be certain everyone understands that they are given a 1 minute time frame to respond

Then begin the program:

Ask for volunteers, and/or pick those not involved in a role. Guests are welcome to participate.
Anyone can decline.

Give each speaker a different topic or question, so there is no time to mentally prepare for the response.

Dont ask two people the same thing unless you specify that each must give opposing viewpoints.

State the question briefly then ask for the response.

Watch your total time and adjust the number of questions as needed. You are welcome to ask for prompting, i.e.
Do we have time for another question?
Table Topics Speaker Award:

New Timing Challenge for Table Topics Speakers: Ask the timer at the end of the Table Topics session
to report those eligible for the award. This would be anyone speaking between 45 seconds and 2 mins.
15 seconds.
Ask members to vote for best Table Topics speaker and place their votes in the green box as it makes its
way around the room.
Written/Revised by Bent Fink-Jensen & Anjula Evans for City Centre Toastmasters, Club 6288, District 86 (June 2013)

Speech Evaluator Role

The Purpose of Evaluation
The speaker or leader should always walk away from the meeting feeling motivated and eager to begin working on
his/her next project. Your evaluation often affects whether a speaker or leader is motivated or unmotivated. You are
in a position where you can help the speaker build self-esteem and self-confidence.
The challenge with Speech Evaluation, is that in order to help the speaker improve his/her skills, we need to point
out areas that need improvement, while at the same time encouraging and motivating the speaker.
At the same time as you are expressing your thoughts to the speaker, it is important to keep the rest of the audience
engaged.
Doing all three at the same time 1) encouraging and motivating the speaker, 2) challenging the speaker with
recommendations, while 3) engaging the rest of the audience is a skill which takes a lot of practice to master.

Before the Meeting

Contact the speaker during the week to find out if there are any specific areas they would like you to watch for. For
example, habits such as using ums and ahs, or distracting gestures. Find out which speech they are on in the
manual, and what the objectives are for that project.
Before the club meeting begins, get the manual from the speaker or leader, turn to the evaluation page and...
*Review the Project Objectives*

During the Speech

Listen carefully and watch closely. Select two or three points which you feel are most important and elaborate on
them. Mention something the person did well in addition to something which could be improved. Some
Toastmasters like the sandwich approach, where a suggestion for improvement is sandwiched between two
positive comments. Always keep in mind the Speech Objectives.

How You Say It

Use words that describe your own reactions to the speaker, such as I was impressed with..., I was confused
about..., when I heard..., I think the speechs purpose would have been clearer if..., and I liked it when...
Keep it personal and tell how the speech affected you what your reaction was as the listener.
Give your personal opinion in a friendly, direct, nonthreatening manner. Look directly at the speaker or leader as
you give your presentation. Smile. This is not a speech you are making an effort to help the speaker or leader.
Remember that you are doing this to help the speaker in their growth. Give concrete points for improvement, as
well as examples of how to implement the recommendations that you have suggested.
Four B's of Evaluation: be clear and focused, be positive and honest, be motivational, sensitive, respectful, and
firm, be concise. [Kathryn MacKenzie - 2012]

As You Conclude
You could finish by pointing out a particular part of the persons efforts that you really liked and the effect it had on
you. If the person has shown dramatic improvement in some area, mention it and offer congratulations. Find
something that affected you in a positive way and comment on it.

Follow Up with the Speaker

After the meeting, return the manual with your written evaluation and ask if he or she has any questions or
comments about your evaluation. Make sure the speaker or leader did not misinterpret anything you said. If you
have other comments you would like to make verbally, do it at this point. Ask if you could have said or done
anything differently in your evaluation that would have been more helpful.
Written/Revised by Bent Fink-Jensen & Anjula Evans for City Centre Toastmasters, Club 6288, District 86 (June 2013)

Grammarian Role
Quick List

Purpose of the Grammarian

prepare Word of the Day

describe your role
monitor language
report general totals

to provide the Word of the Day

to monitor the use of filler words
to take attendance
to monitor the members use of the English language

Grammarian Introduction
Madame (Mr.) Toastmaster, fellow Toastmasters and Guests. My function as Grammarian is to track the umms & ahhs,
and other filler words spoken by speakers, and the use of the Word of the Day, which is _______________.
_______________________ means: ___________________________________________.
An example of the word used in a sentence is: ______________________________________.
I would like to challenge the group to use this word ____ times during today's meeting.
I will report back at the end of the meeting with the results.

Before the Meeting

1. Sign up for the role online or on the sign-up sheet during a Club Meeting.

2. Confirm you are attending the meeting, and send your Thoughts on the Theme to the Toastmaster. If there is no
Toastmaster or you haven't been contacted, send the info to the VP Education at vped-6288@toastmastersclubs.org

3. Prepare the Word of the Day.

Research a Word of the Day- find a word that ties in with the Weekly Theme that will push the members to expand
their vocabulary.
The Weekly Themes are on the agendas and Members' Calendar on our site: www.citycentretoastmasters.com
Print** the Word of the Day either from a computer, or write it in large block letters with a dark marker, on an 8 x
11 page (landscape view) then tape 2 - 3 copies to the lectern and table before the meeting, so the word is visible
to everyone. Flip the word over so it cannot be seen, until you are ready to announce it.
4. The Grammarian binder is brought to the meeting by the Sergeant-at-Arms.

During the Meeting

1. When introduced by the Chairperson or Toastmaster, describe the role of the Grammarian and announce what the
Word of the Day is (script is above as an example).
Mention that you will be counting the umms and ahhs and the number of times the Word of the Day is used.
Sometimes, setting a goal for the Word of the Day can be helpful (e.g., I'd like to hear The Word of the Day' used 5
times today). Flip the copy of the word over so everyone can view it.
2. Take attendance by checking off the members' names and write in their roles (if any).
3. Count the umms and ahhs (and other filler words, e.g., like you know) and the number of times the Word of
the Day is used, and write them in the appropriate columns in the attendance sheet.
4. When called upon by the General Evaluator, submit your report concerning the number of umms and ahhs
during the course of the meeting, and the number of times the Word of the Day was used.
5. Do not announce people's specific umms and ahhs results instead give the overall number for the whole group,
and let them know that anyone who would like to find out their personal score, please see me after the meeting.
**Tip: 5-letter word, marg 1 top/bottom, 0.5 left/right; Times New Roman, empty top line 80pt, middle line 200 pt.

Written/Revised by Bent Fink-Jensen & Anjula Evans for City Centre Toastmasters, Club 6288, District 86 (June 2013)

Club 6288

Area 42

Division C

District 86

TIMER'S REPORT
Date: ___________ Timer: ______________________ Toastmaster: ________________________________

Timer Introduction
Madame (Mr.) Toastmaster, fellow Toastmasters and Guests. My function as Timer is to track the actual
time spoken by speakers, Table Topics speakers, and evaluators and report back at the end of the meeting.
*Please hold each card up for the full amount of time, until the color needs to be changed*
Table Topics (green 1:00, yellow 1:30, red 2:00)
Name

Time

1
2
3
4
5
6
7
Speakers (green 5:00, yellow 6:00, red 7:00)**
**Icebreaker (green 4:00, yellow 5:00, red 6:00), all other speeches under 10 min. have 1 min. intervals

Name

Scheduled Time

Actual Time

1
2
3
Evaluators (green 2:00, yellow 2:30, red 3:00)
Name

Time

1
2
3
General Evaluator (green 1:00, yellow 1:30, red 2:00)
Name

Time

1
2
Written/Revised by Bent Fink-Jensen & Anjula Evans for City Centre Toastmasters, Club 6288, District 86 (June 2013)

Timers Role
Quick List

describe your role

show warning cards

report times

Details
Purpose of the Timer

to track the actual time spoken against a given time objective

to show warning cards (green, yellow, red) at the required times

to report the actual times spoken by each participant at the end of the meeting

Before the Meeting

1. Sign up for the role online or on the sign-up sheet during a Club Meeting.
2. Confirm you are attending the meeting, and send your Thoughts on the Theme to the Toastmaster. If
there is no Toastmaster yet or the Toastmaster hasn't contacted you yet, then send this info to the VP
Education at vped-6288@toastmastersclubs.org
3. The stop watch and warning cards are brought to the meeting by the Sergeant-at-Arms.
During the Meeting
1. When introduced by the Toastmaster (or Chair), describe the role of the Timer (found on the Timer's
Report sheet as Timer Introduction).
2. The warning card times and timing objectives are now on the Timer Report sheet. Unique signal times
will be provided by the Toastmaster or the person conducting the exercise.
3. Hold up the signal cards at the designated time. Keep holding each card up until the next signal
card is to be displayed.
4. Record the final time for each participant on the Timers Report sheet.
5. When called upon by the General Evaluator, read the list of actual time durations for each participant
that you recorded. Please keep to the 1 min. time constraint.

Written/Revised by Bent Fink-Jensen & Anjula Evans for City Centre Toastmasters, Club 6288, District 86 (June 2013)

General Evaluator Role

The General Evaluator serves a critical role in the evaluation portion of the meeting. The evaluation section
serves as an important source of invaluable feedback for speeches, roles and the general conduct of the
meeting. The General Evaluator coordinates this feedback and the speech evaluators provide their feedback in
an appropriate and constructive manner within a given time constraint.
A. Preparation for the Meeting
1. Check the agenda online at www.citycentretoastmasters.com to ensure you know the list of people assigned
roles under the evaluation portion of the meeting.
2. It is your responsibility to contact the evaluation team prior to the meeting to ensure they are aware of their
duties and responsibilities. For example, each evaluator should know who they are evaluating and should in
fact contact the speaker to learn about any special evaluation requirements.
If there are any changes in roles, they should be communicated to the VP Education at vped6288@toastmastersclubs.org so that the agenda can be amended, and also cc'd to the Toastmaster.
3. Prepare some introductory comments for presentation at the start of the evaluation portion of the meeting.
B. Order of Business
1. When introduced, proceed quickly to the front of the room, shake hands with the Toastmaster and approach
the lectern.
2. Give your introductory comments, and introduce your team, starting with the Speech Evaluators, and
giving their Thoughts on the Theme.
3. Obtain the Grammarian and Timers report.
4. The General Evaluator is free to comment on any part of the programme and points covered can include the
following:

did the meeting start on time?

assess the Table Topics Masters role and conduct of Table Topics

assess the Toastmasters role and way in which the speakers were introduced, control of the meeting,
etc.

was the theme of the meeting effectively used?

were the individual evaluators fair and honest in their evaluations?

5. Evaluate the meeting as a whole -- was it conducted effectively? Are there areas for improvement?

Written/Revised by Bent Fink-Jensen & Anjula Evans for City Centre Toastmasters, Club 6288, District 86 (June 2013)