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.

• 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.