Meeting Roles & Responsibilities:

1. Check with the Vice President Education to find out if a special theme has been set for the meeting and if there are any program changes.
2. Contact the table topics master to discuss his or her duties. Also provide the table topics master with a list of program participants to insure these people will not be called on for responses.
3. Contact all speakers in advance to remind them they are speaking. Interview them to find out their speech title, manual project number, purpose to be achieved, time requested, and something interesting which you can use when introducing them (job, family hobbies, education, why this topic for this audience, etc.).
4. Contact the general evaluator to confirm the assignment. Ask the general evaluator to call the other members of the evaluation team (speech evaluators, timer, grammarian, ah counter, etc.) and remind them of their responsibilities.
5. Prepare introductions for each speaker. A proper introduction is important to the success of the speaker’s presentation.
6. Prepare remarks which can be used to bridge the gaps between program segments. You may never use them, but you should be prepared to avoid possibly awkward periods of silence.

1. Preside with sincerity energy and decisiveness. Take your audience on a pleasant journey and make them feel that all is going well.
2. Always lead the applause before and after the topics session, each prepared speaker, and the general evaluator.
3. Remain standing near the lectern after your introduction until the speaker has acknowledged you and assumed control of the meeting; then be seated.
4. Introduce the general evaluator as you would any speaker; the general evaluator then will introduce the other members of the evaluation team.
5. Introduce the table topics master as you would any speaker. If the table topics master forgets to call for the timer’s report and vote for "Best Table Topics Speaker," you do it.
6. Introduce each speaker in turn.
7. At the conclusion of the speaking program, request the timer’s report and vote for "Best Speaker."
8. Briefly reintroduce the general evaluator. If the general evaluator forgets to call for the timer’s report and vote for "Best Evaluator," you do it.
9. Adjourn the meeting, or if appropriate, return control to the President.

1. Check with the Toastmaster to find out if a theme meeting is scheduled. If so, prepare topics to carry out that theme. If no theme is scheduled, choose a wide selection of topics. Review The Toastmaster magazine and other publications for ideas. Do not repeat the previous week’s table topics ideas or items.
2. Find out who the prepared speakers, evaluators, general evaluator, and Toastmaster are so you can call on the other members first. Only if time permits at the end of the topics session should you call on program participants (speakers last).
3. When choosing your specific questions: Select ones that will inspire the speakers to expound on them, give their opinions, etc. Don’t make the questions too long or complicated. Phrase them in such a way that the speaker clearly will know what you want them to talk about.
4. Keep your comments short. Your job is to give others a chance to speak, not to give a series of mini-talks yourself.
5. Remember, table topics has a twofold purpose: First, to give everyone in the room an opportunity to speak—especially those who are not on the program—and, second, to get people to learn to "think and speak on their feet."

1. When introduced, briefly state the purpose of the topics session.
2. Set the stage for your topics program. Keep your remarks brief but enthusiastic. If the Club has a "Word of the Day" encourage speakers to use the word in their response.
3. Keep the program rolling; be certain everyone understands the maximum time they have for their response and how the timing lights/device works (if the timer hasn’t already done so).
4. State the question briefly—then call on a respondent. This serves two purposes: First it holds everyone’s attention—each one is thinking of a response should he or she be called on to speak; and second, it adds to the value of the impromptu element by giving everyone an opportunity to improve his or her "better listening and thinking" skills.
5. Call on speakers at random. Avoid going around the room in the order in which people are sitting. Give each participant a different question. Don’t ask two people the same thing unless you ask each specifically to give the "pro" or "con" side.
6. Watch your total time! Check the printed agenda for the total time allotted to table topics and adjust the number of questions to end your segment on time. Even if your portion started late, try to end on time to avoid the total meeting running overtime.
7. If your Club presents a "Best Table Topics Speaker" award, at the end of the table topics session ask the timer to report those eligible for the award. Then ask members to vote for "Best Table Topic Speaker" and pass their votes to the Sergeant at Arms or vote counter. If the Club has a table topics evaluator, ask for his or her report and then return control of the meeting to the Toastmaster.

1. Confirm scheduled program participants with the Toastmaster and general evaluator.
2. Confirm time required for each prepared speech with the speakers.
3. Write out your explanation in the clearest possible language and rehearse it. For the benefit of guests, be sure to emphasize timing rules and how timing signals will be given.

1. When introduced, explain the timing rules and demonstrate the signal device.
2. Throughout the meeting, signal each program participant as indicated below In addition, signal the chairman, Toastmaster, and table topics master with red when they have reached their allotted or agreed upon time.
3. Record each participants name and time used.
4. When called to report by the topic master, Toastmaster, and/or general evaluator, stand by your chair, announce the speakers name and the time taken. State those eligible for awards if your Club issues awards. Generally topic speakers should be + /-15 seconds of allowed time; prepared speakers must be +/-30 seconds of allowed time; the ah counter and grammarian must be + - 30 seconds of allowed time; all others +-30 seconds.

1. Select a Word of the Day. It should be a word that will help members increase their vocabulary—a word that can be incorporated easily into everyday conversation but is different from the way people usually express themselves. An adjective or adverb is suggested since they are more adaptable than a noun or verb, but feel free to select your own special word.
2. In letters large enough to be seen from the back of the room, print your word, its part of speech (adjective, adverb, noun, etc.), and a brief definition. Prepare a sentence showing how the word is used.

1. When introduced prior to table topics, announce the Word of the Day state its part of speech, define it, use it in a sentence, and ask that anyone speaking during any part of the meeting use it.
2. Announce who used the Word of the Day (or a derivative of it) correctly or incorrectly.

1. Prepare a brief explanation of the duties of the ah counter for the benefit of guests.

1. When introduced prior to table topics, explain the role of the ah counter. In some Clubs, small fines are levied on members who do or do not do certain things. (For example, members are fined who use crutch words.) If your Club levies fines, explain the fine schedule.
2. Throughout the meeting, listen to everyone for "crutch" sounds and long pauses used as fillers and not as a necessary part of sentence structure. Write down how many crutch sounds or words each person used during all portions of the meeting.
3. When called on by the general evaluator during the evaluation segment, stand by your chair and give your report.

1. Check with the Toastmaster to find out how the program will be conducted and if there are any planned deviations from the usual meeting format. Remember, always be ready when the meeting starts.
2. Contact all of the evaluators to brief them on their job and to tell them whom they’re evaluating and what evaluation for mat you will be using. Suggest each evaluator contact his or her speaker to talk over any special evaluation requirements suggested in the manual for the speech. Have these members briefly state the purpose of their jobs.
3. During the briefing, emphasize that evaluation is a positive, helping act. As conscientious Toastmasters, their goal must be to help fellow Toastmasters develop their skills. Emphasize that evaluations should preserve or at least enhance the self-esteem of the speaker.
4. Prepare a brief but thorough talk on the purpose, techniques, and benefits of evaluation (for the benefit of the guests). Evaluation is a positive experience designed to help people overcome weak habits and add power to good ones.

1. Take notes on everything that happens (or doesn’t but should). For example: Is the Clubs property (trophies, banner, educational material, etc.) properly displayed? If not, why? Were there unnecessary distractions that could have been avoided? Create a checklist from which you can follow the meeting. Did the meeting, and each segment of it, begin and end on time?
2. Cover each participant on the program. Look for good and unacceptable examples of preparation, organization, delivery, enthusiasm, observation, and general performance of duties. Remember, you are not to reevaluate the speakers, though you may wish to add something the evaluator may have missed.
3. Identify the grammarian, ah counter, and timer.
4. Request the Word of the Day from the grammarian.
5. When introduced to conduct the evaluation phase of the meeting, go to the lectern and introduce each evaluator. After each recitation, thank the evaluator for his or her efforts. If the Toastmaster neglected to call for the timer’s report and vote for "Best Speaker" (if your Club has this award), do it before individual evaluations are given.
6. Wrap up by giving your general evaluation of the meeting, using the notes you took as suggested above.
7. You may wish to comment on the quality of evaluations. Were they positive upbeat, helpful? Did they point the way to improvement?

1. Review carefully the Effective Speech Evaluation manual which you received in your New Member Kit.
2. Talk with the speaker to find out the manual project he or she will be presenting. Review the goals of the speech and what the speaker hopes to achieve. Find out exactly which skills or techniques the speaker hopes to strengthen through the speech.
3. Evaluation requires careful preparation if the speaker is to benefit. Study the project objectives as well as the evaluation guide in the manual. Remember, the purpose of evaluation is to help people develop their speaking skills in various situations, including platform presentations, discussions, and meetings. Achievement equals the sum of ability and motivation. By actively listening and gently offering useful advice, you motivate members to work hard and improve. When you show the way to improvement, you’ve opened the door to strengthening their ability

1. Record your impressions of the speech in the manual along with your answers to the evaluation questions. Be as objective as possible. Remember that good evaluations may give new life to discouraged members and poor evaluations may dishearten members who tried their best. Remember, always leave the speaker with specific methods for improving
2. When introduced, stand and give your oral evaluation. Begin and end your evaluation with a note of encouragement or praise. Though you may have written lengthy responses to manual evaluation questions, don’t read the questions or your responses. Your oral evaluation time is limited. Don’t try to cover too much in your talk—possibly one point on organization, one on delivery, and one on attainment of purpose with a statement about the greatest asset and a suggestion for future improvement.
3. Praise a successful speech and specifically tell why it was successful. Don’t allow the speaker to remain unaware of a valuable asset such as a smile, a sense of humor, or a good voice. Don’t allow the speaker to remain ignorant of a serious fault or mannerism; if it is personal, write it but don’t mention it aloud. Give the speaker the deserved praise and tactful suggestions in the manner you would like to receive them when you are the speaker.

1. Check the meeting schedule to find out when you are to speak. In order to get the most benefits from the program, prepare a speech based on a manual project. Present the speeches in numerical order because each project builds on the skills learned in previous projects.
2. Before your meeting ask the general evaluator for your evaluators name. Speak to your evaluator and talk about the manual speech you’ll be giving. Discuss with the evaluator your speech goals and personal concerns. Emphasize where you feel your speech ability needs strengthening. Remember to bring your manual to the meeting.

1. Give your full attention to the speakers at the lectern. Avoid studying your speech notes while someone else is talking.
2. When introduced, smoothly leave your chair and walk to the lectern as planned.
3. As you begin your speech, acknowledge the Toastmaster and the audience (Toastmasters and guests).
4. When finishing your speech, never thank your audience. Simply return control of the meeting to the Toastmaster of the meeting. Always wait for the Toastmaster to return to the lectern, then return to your seat.
5. During the evaluation of your speech, listen intently for helpful hints that will assist in building better future talks. Pay attention to suggestions from other members.During the evaluation of your speech, listen intently for helpful hints that will assist in building better future talks. Pay attention to suggestions from other members.