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

  • 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).

  • 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.
  • 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.

  • 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. 😊

These are add-on items that improve 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.

  • 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.
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On this page
Basic Criteria
Meeting Roles
Pre-Meeting Preparation
Officer Responsibilities
Above and Beyond
Meeting Quality
Officer Responsibilities