Toastmaster -
The Success of the Meeting is in Your Hands

The Toastmaster of the Day has the key meeting role. They act as host, ensure the meeting runs efficiently, and have significant leadership and speaking duties. A member will ideally work up to this role after having filled the other major roles.

Given the role's responsibility, the Toastmaster prepares for the meeting well in advance.

Before the Meeting

Become thoroughly familiar with the club's meeting agenda and begin thinking of a meeting theme if one is desired.

Then contact meeting participants as follows:

• Table Topics Master - confirm attendance, discuss theme if necessary, and get information for introduction.
• General Evaluator - confirm attendance of GE and the rest of the evaluation team, and get information for introduction.
• Invocator - confirm attendance and discuss theme if necessary.
• Presiding Officer - discuss the officer's introduction of the Toastmaster.
• Speakers - confirm attendance, speech length, and get the type of speech, speech title, and other information for introduction.

If any speaker will present a longer than normal speech, the schedule can be adjusted by asking the Table Topics Master to reduce the number of participants. Keeping the meeting on schedule and on time is a key responsibility.

Once all the information has been gathered from the participants, a timed meeting agenda can be created with notes for introductory comments and for the introductions of the prepared speakers and other participants.

At the Meeting

Arrive early to ensure all participants are present and ready, the meeting room is set up properly, awards ribbons are at the lectern, the Timekeeper is aware of speech times, and to handle any last minute details.

During the Meeting

The Presiding Officer will introduce the Toastmaster who will use the following format to run the meeting.

• Announce meeting theme (if applicable) or give other opening remarks.
• Introduce the following participants and have them describe their roles:
• Grammarian
• Ah Counter
• Timekeeper
• Vote Counter
• Introduce the Table Topics Master who leads the Table Topics session.
• At the conclusion of the Table Topics session, accept control of the meeting from the Table Topics Master.
• Transition to the prepared speeches session.
• Introduce each Speaker in turn.
• Confirm that all speeches were in time with the Timekeeper.
• Invite members to vote for Best Speaker.
• Introduce the General Evaluator who will preside over the evaluation session.
• Accept control of the meeting from the General Evaluator at the conclusion of the evaluation session.
• Obtain results from the Vote Counter and present awards for Best Table Topics, Best Evaluator, and Best Speaker.
• Make any final remarks.
• Return meeting control to the Presiding Officer.

You should continuously monitor meeting time as the meeting progresses and make any adjustments necessary to ensure the meeting stays on schedule.

The role, while challenging, is quite rewarding. Fulfilling the role gives a member the opportunity to plan a meeting, coordinate with other members, lead a meeting, present prepared introductions, and often offer extemporaneous comments. In short, serving in this capacity offers an opportunity to combine all the skills learned by serving in other roles.

Where Next?

Other Meeting Roles

Back to Toastmaster Public Speaking from Toastmaster