1. Meeting Roles & Responsibilities
PowerPoint™ Presentation Designed By
Richard S. Hockett, MBA, ATMG.
Source Material Courtesy of
Debbie Rood, DTM.

2. Overview
Meeting Roles are like pieces of a puzzle & when roles are effectively carried out...
Meetings are FUN
Meetings WORK!
It all fits together!
Toastmaster
Ah! Counter
General Evaluator
Word
Greeter
Speaker
Evaluator
Table Topics

3. Meeting Role: Sergeant at Arms
Purpose & Role
The Sergeant at Arms is the first one on the scene and is responsible to ensuring the meeting room is set.
The Sergeant at Arms helps set the meeting tone by warmly welcoming members and guests, and ensuring guests are introduced to the Club Officers.
The Sergeant at Arms seats the assembly and introduces the presiding officer of the meeting.

4. Meeting Role: Toastmaster
Purpose
To act as a genial host and conduct the entire program, including introducing participants in a way that excites the audience and motivates them to listen.

5. Meeting Role: Toastmaster
Prior to the meeting
Contact the VP of Education and discuss the meeting agenda.
Contact the speakers. Review their speech projects and how they would like to be introduced.
Prepare introductions for each speaker and remarks that can be used to bridge the gaps between program segments.

6. Meeting Role: Toastmaster
Upon arrival at the meeting
Check the agenda and discuss any last- minute changes with the speakers.
Sit near the front of the room and have your speakers do likewise for quick and easy access to the lectern.

7. Meeting Role: Toastmaster
During the meeting
When introduced, stand and take your place at the lectern.
Begin the meeting program using the agenda as your guide.
Always lead the applause before and after each speaker.
Introduce each speaker in turn. At the conclusion of the speaking program, request the Timer’s report and vote for “Best Speaker.”
Introduce each evaluator in turn. At the conclusion of the evaluation program, request the Timer’s report and vote for “Best Evaluator.”
At the program conclusion, introduce the President. Wait at the lectern and shake hands with the President before taking your seat.

8. Meeting Role: Inspiration / Pledge
Purpose
To open every meeting on a positive note and allow members to practice conducting meeting formalities.

9. Meeting Role: Ah Counter
Purpose
To help members avoid using filler and crutch words.
When asked by the General Evaluator, the “Ah” Counter reports the number “ah’s” used – and by whom – during the course of the meeting.

10. Meeting Role: Grammarian
Purpose
To introduce new words / vocabulary to members, and to comment on the appropriate use of the English language.

11. Meeting Role: Timer Purpose
One of the lessons to be practiced in public speaking is expressing a thought within a specific time interval.
The timer is responsible for timing each speaker, evaluator, and Table Topics participant, as well as helping the Toastmaster ensure that the meeting stays on track.

12. Meeting Role: The Speaker
Purpose
To develop speaking skills.
Prior to the meeting
Select a speech from the Communication & Leadership Program.
Review the objectives of your speech and prepare accordingly.
Practice and timing is critical.
Contact your evaluator. Discuss your speech, your personal goals, and any areas that need strengthening.
Prepare proper introduction
Bring Speech Manual to meeting.

13. Meeting Role: The Speaker
Upon arrival at the meeting
Arrive early, check the room, prepare as needed.
Give your speech manual to your speech evaluator.
During the meeting
Avoid studying notes; give full attention to the other speakers.
When introduced, shake hands with the Toastmaster as you approach the lectern. Take your place and begin to speak.
At the conclusion of your speech, say “Mr./Madame Toastmaster.”
Wait for the TM to release you from the stage.
Listen to the evaluator.

14. Meeting Role: Topics Master
Purpose
To teach members how to “speak and think on their feet” and give as many meeting participants an opportunity to speak as possible.
When preparing, remember to keep your own comments short. Your job is to give others a chance to speak, not to give a mini-talk yourself.

15. Meeting Role: Evaluator
Purpose
To develop evaluation skills that help presenters improve their speaking ability.
Give the speaker the deserved praise and tactful suggestions in the manner you would like to receive them when you are the speaker.

16. Meeting Role: General Evaluator
Purpose
Successful meetings and the growth of the Club depend on constructive feedback.
The General Evaluator evaluates all that takes place during the meeting.
They may also evaluate the evaluators.

17. Where to Get More Information
Other Toastmasters
Toastmasters Website:
District Website: