# Meeting Checklist

Use this handy checklist to see if you're prepared to host a Toastmasters Meeting.

## Basic Criteria

### Meeting Roles

* [ ] We have a TMOD and a GE.
* [ ] We have a Timer, an Ah-Counter, and a Grammarian.
* [ ] We have a Table Topics Master.
* [ ] We have 1-4 prepared speakers.
* [ ] We have evaluators for each prepared speaker.
* [ ] We have a Presiding Officer (most often the President, but any officer is allowed).

### Pre-Meeting Preparation

* [ ] The TMOD\* decided and communicated the theme of the meeting beforehand.

  *\*If your club officers decide the theme each meeting, then this is their responsibility.*<br>
* [ ] The Grammarian decided the Word of the Day and communicated it beforehand.
* [ ] The TMOD has an introduction for each speaker,  each evaluator, the TTM, and the GE.
* [ ] The GE has checked if the roletakers (Timer, Ah-counter, Grammarian) are aware of their responsibilities.
* [ ] The Presiding Officer has a short talk prepared around the theme.
* [ ] The Table Topics Master has an adequate number of topics prepared for the meeting.
* [ ] The club has a ballot or poll ready for end-of-meeting awards.
* [ ] **Prepared Speeches**
  * [ ] The VPE is aware of each speaker's project level.
  * [ ] Each speaker is attempting a Pathways project speech rather than a speech without Pathways objectives.
  * [ ] The TMOD has the speech title and project number for each speaker.
  * [ ] The speech evaluators have received the evaluation criteria and the timings for each speaker.
  * [ ] If speakers are using props or visual aids, both the Sergeant-at-arms and the TMOD are aware and ready.

### Officer Responsibilities

* [ ] **Sergeant-at-arms**
  * [ ] prepared the virtual/physical meeting room
  * [ ] prepared any logistics such as visual aids, and refreshments if any for physical meetings
  * [ ] has prepared a poll/ballot for end-of-meeting awards **(w. VPE or VPM)**
  * [ ] is prepared to speak about the club meeting rules
* [ ] **Treasurer**
  * [ ] No responsibilities for regular meetings, unless there is a planned showcase of the club budget.
* [ ] **Secretary**
  * [ ] has shared the agenda for the meeting beforehand **(w. VPPR or VPE)**
  * [ ] is prepared to note down minutes of the meeting, and share them afterwards.
* [ ] **VPPR**
  * [ ] has shared the agenda for the meeting beforehand **(w. Secretary or VPE)**
* [ ] **VPM**
  * [ ] has prepared a poll/ballot for end-of-meeting awards **(w. VPE or SAA)**
  * [ ] greets everybody, especially guests, before the meeting starts **(w. President)**
* [ ] **VPE**
  * [ ] has a list of every roletaker, and communicated it with the club.
  * [ ] is aware of each speaker's project level and topic.
  * [ ] has shared the agenda for the meeting beforehand **(w. Secretary or VPPR)**
  * [ ] has prepared a poll/ballot for end-of-meeting awards **(w. VPM or SAA)**
* [ ] **President**
  * [ ] greets everybody, especially guests, before the meeting starts **(w. VPM)**
  * [ ] is aware of every aspect of the meeting.
  * [ ] has a short talk prepared on the theme **(w. any other Presiding Officer)**
  * [ ] ensures that the club officers go through this checklist. 😊

## Above and Beyond

These are add-on items that improve meeting quality.

### Meeting Quality

* [ ] **Additional Roles**
  * [ ] We have a listener.
  * [ ] We have a Fun Master, a Joke Master, or an entertainer role.
  * [ ] We have a Parliamentarian to verify and report any breach of meeting and club bylaws.
* [ ] The Table Topics Master has at least 3 topics extra to what is required.
* [ ] The TTM bases their topics around the theme.
* [ ] The TTM balances traditional style of topics with experimental styles.
* [ ] Each Prepared Speaker has had their speeches mentored.
* [ ] Evaluators have spoken to their target speakers beforehand to understand any additional objectives that the speaker may have.
* [ ] The TMOD is prepared with material on the theme.
* [ ] The TMOD is prepared to fill any awkward silence, e.g. when ballots are being prepared.
* [ ] The GE gives feedback to the Table Topics speakers.
* [ ] The GE gives feedback to the speech evaluators.
* [ ] The timer, ah-counter, and grammarian are encouraged to employ their creativity to add value to their reports.
* [ ] The TMOD or Presiding Officer requests guest feedback (beyond the ballot) at the end of the session.
* [ ] The Presiding Officer acknowledges guests and allow them to introduce themselves during their address.

### Officer Responsibilities

* [ ] The VPPR prepared a poster or a video or other creative collateral to encourage attendance.
* [ ] The VPPR takes photos or videos during the meeting, to share as club marketing afterwards.
* [ ] The VPM has membership applications and a contact book prepared for any guests.
* [ ] The VPM, VPE, or President recognize member milestones and achievements in a segment of the meeting.
* [ ] The President AND the VPM (whether they're the presiding officer or not) both greet each guest individually, and encourage them to attend again and join the club.