Meeting Checklist
Use this handy checklist to see if you're prepared to host a Toastmasters Meeting.
Basic Criteria
Meeting Roles
Pre-Meeting Preparation
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.
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