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.