Use these checklists to help you prepare whenever you take on a new meeting role. Your Communication and Leadership Program Manual explains each role in depth.

Toastmaster of the Day

The Toastmaster acts as a genial host and conducts the entire program, introducing all other participants.

• Call VP Education and check on program changes
• Call Table Topics Master
  1. Find out theme for meeting
  2. Discuss duties with Table Topics Master
  3. Provide her with list of program participants to ensure they are not chosen
• Call all the Speakers
  1. Remind them they are speaking
  2. Interview them to find their:
     • speech title and purpose
     • manual & project number
     • time required by project
     • other topics of interest about them
• Call the General Evaluator -- ask him to call the other members of the evaluation team (speech evaluators, timer, grammarian) to remind them of their responsibilities.
• Prepare introductions for each speaker.
• Prepare remarks to bridge the gaps between program segments.

• Present a prayer, uplifting thought, or inspirational quotation.
• Invite the group to join while reciting the pledge of allegiance to the American flag.

Start the meeting with humor by sharing your favorite joke. Take about a minute and use appropriate subject matter, please!

Timer

The timer documents the times for table topics, speeches and evaluations.

• Confirm the time for each speech
• Be familiar with and test the timing equipment
• Record the times on the Timer’s Report

The grammarian listens to grammar usage and introduces new words to the club.

• Get the Grammarians Report.
• Choose a word for the day that can be incorporated easily into everyday conversation.
• Document grammar misuse and fillers (ums and ahs).
• Document good use of grammar, colorful phrases, and use of the word of the day.
• Prepare a 2-3 minute report of your observations, highlighting the especially effective use of language.

This person's main duty is to ensure that every member speaks at a meeting.

• Prepare topics: short open-ended questions that can be answered in one to two minutes.
• Find out who the prepared speakers, general evaluator, evaluators, and Toastmaster are so you can call on the other members first.
• Give guests the opportunity to speak, and gracefully excuse them if they decline.
• Call on speakers last – if at all.

Keep your questions short and sweet to focus attention on the speakers!

Speaker

A major portion of each meeting is centered on two or three speakers.

• Get theme for meeting (published on the meeting schedule)
• Prepare an introduction for the Toastmaster
• Discuss with your evaluator what areas you are striving to improve
• After delivering your speech, have the VP Education sign your record of accomplishments (rear of your manual)

The evaluator gives feedback on a speaker's prepared speech.

• Review your Effective Speech Evaluation manual.
• Get the speech manual from the speaker and find out if there are any special areas she is striving to improve.
• Remember the Toastmaster sandwich:
  1. Positive feedback & encouragement
  2. Items to improve
  3. More positive feedback and praise

The General Evaluator evaluates everything that takes place throughout the meeting and presides over the evaluation portion.

• Responsible for the evaluation team (evaluators, timer, grammarian)
• Call all evaluators to inform them of their responsibilities.
• Suggest that evaluators call speakers.
• Call Grammarian to remind him about their duties (including word of the day).
• Oversee the evaluation portion of the meeting.
• Complete the General Evaluators Report.
• Prepare a 2-3 minute report evaluating the meeting, paying special attention to suggestions for the speech evaluators.