Roles in the Meeting

Roles in the Meeting


  1. Toastmaster of the Day

  2. Table Topic Master

  3. General Evaluator

  4. Prepared Speech Speaker

  5. Personal Evaluator

  6. Joke Teller

  7. Um & Ah Counter

  8. Time Keeper

  9. Grammarian

Toastmaster of the Day

    • Toastmaster is a leadership role to which members are assigned after completing three or more manual speeches and attending actively for at least six months. The toastmaster implements the program with a specific plan for assuring that a complete agenda will be prepared and presented and to offer assistance when needed. This position facilitates the meeting to ensure that all roles stay on track and time limits are enforced.


      • Coordinates all aspects of the program to ensure a smooth flow and timely executions.

      • Secure members to fill in for last minute absences.

      • Determines and announce schedule changes (e.g. Speeches at beginning of meeting.)

      • Begins meeting with a mini-presentation related to theme and continues theme throughout the meeting to transition between roles and fill in time during speeches and vote counting.

      • Introduces the General Evaluator, Topic Master and each scheduled speaker (with a formal introduction, speaker's name, speech title, speech title, speaker's name).

      • Announce objectives of each prepared speech prior to the speaker's introduction.

      • Require speakers to present speeches within their manual's time objectives or non-manual speeches within time agreed upon prior to meeting.

      • Gives club members one minute between speeches to record their notes for the speakers.

      • Calls for Timekeepers report on length of speeches.

      • Asks for ballots to be cast for the speaker who best met speech objectives.

      • Determine length of table topics session.

      • Give a table topic question to the Topic Master (time allowing).

      • Call for Timekeepers report on length of table topic speeches and use of "Word of the Day"

      • Present the awards for best table topic speaker, best evaluator, and speaker who best met the speech objectives.

      • Have fun and be energetic!!


      • Contact the General Evaluator, Topic Master, Greeter, Joke Master, and Speakers to ensure that roles are filled, answer questions and provide assistance. Make these calls prior to the weekend to allow time to find replacements if scheduled members are unavailable.

      • Make immediate (same day of meeting) calls to absent members who are on the following weeks schedule to ensure that they know they are involved in the meeting and are available.

      • Collect biographical or professional information from the speaker that will allow you to deliver a first class introduction – including the title.

      • Gather information about the theme to present at various times in the meeting. This information can be anything relating to the theme (humorous, educational, etc.) and should be used to open the meeting, transition between roles and fill in time during speeches and vote counting. Having too much information is better than not having enough.

      • Go on the Internet and call up In the left bar under Site Pages, click on Manuals. Click on the manual that each speaker is using. The speech objectives are listed for each project in that manual.

Table Topic Master

  • This is a creative and high-energy role: to lead table topics for members and guests, and to encourage impromptu speaking related to the theme of the day.


    • Deliver a brief (less than one minute) introduction to your table topics relating to the theme of the day.

    • Explain, during your introduction, that guests are not required to speak. If they wish, they may take a topic or tell about themselves – or pass.

    • Assign a 'topic' to each member, who is not assigned a role, a topic composed of three words or less.

    • Be creative and have fun!!


    • Prepare and rehearse a one-minute introduction to your table topics relating to the theme of the day.

    • Develop topics for each "available to assigned" member based on the theme of the day:

    • Develop topics specific to each member if possible.

    • Topics should not embarrass member or be controversial.

    • Prepare extra topics for visitors or for members who indicated they would be "unavailable" but ended up coming.

    • Bring props or dress up if desired.

General Evaluator

The General Evaluator leads the evaluation team, which consists of the Timekeeper, Grammarian, Ah Counter, Vote Counter, Videographer, scheduled Evaluators, and provides an overall evaluation of the meeting. Members are assigned to this role after completing three manual speeches and three oral evaluations.


  • Introduce your evaluation team and describe their duties.

  • After prepared speeches, call on evaluators to give oral evaluations.

  • Call for Timekeeper to give report on length of Evaluation speeches, followed by balloting for best evaluator.

  • Ask for Grammarian's report, Ah Counters report.

  • Provide overall evaluation of the meeting including what went well, and where, and how improvements could be made.


  • Contact evaluation team to ensure that all jobs are filled, answer questions and provide assistance.

  • Notify Toastmaster when a member is unavailable to fulfill assigned role.Prepare "Thought For The Day".

  • Rehearse your role to give crisp introductions and instructions as well as a brief and constructive final report. Page 75 of C & L manual gives specific instructions concerning this report.

Prepared Speech Speaker


  • Deliver a prepared manual (C & L manual or other advanced manual), non-manual speech or educational speech ranging from four to fifteen minutes.

  • Notify VP Education if speech will be in excess of 8 minutes.

  • Provide evaluator with evaluation form from manual or prepared evaluation form from club supply.

  • If giving an advanced manual speech give your evaluator a copy of the speech instructions so they can be adequately prepared to evaluate you.

  • Begin your speech by addressing the audience – "Mr./Madam Toastmaster, fellow toastmasters and honorable guests".


  • Start early to give yourself enough time to research your topic and gather necessary information.

  • Read your assignment for thorough understanding and to ensure that your topic is appropriate.

  • Rehearse, rehearse, and rehearse, paying attention to vocal variety and gestures.

  • Contact the Toastmaster. Either provide the Toastmaster with enough biographical information to give you a good introduction or write your own intro. It is best that the Toastmaster has your written introduction before the meeting.

  • Contact the evaluator before the meeting about how you want to be evaluated.

Personal Evaluator

Provide constructive feedback to the prepared speaker, both orally and in writing, as to what went well, their strengths, and areas of improvement. Evaluating a speech is a demanding and rewarding task because it requires good preparation, a caring attitude, good listening and the ability to report clearly. This role is assigned to members after they have completed three manual speeches.


  • When called on by the G. E. (after the speeches), give an oral 'mini speech' of 2 to 3 1/2 minutes providing constructive feedback as to the speaker's strengths, what went well with the speech and areas of improvement for future speeches.

  • Complete the speaker's evaluation forms for a manual speech (in the manual itself) or non-manual speech (evaluation forms are located in the clubs box of supplies).


  • Contact the speaker before the meeting to gather information regarding their speech (title, manual/non-manual, length, etc.). Ask what they want you to look and listen for during their presentation and what are their goals.

  • Review the manual to ensure understanding of the assignment and any special evaluation requirements.

Joke Teller


  • Provide a joke or funny story of not more than one minute to get the meeting off to a positive and energetic start. ADVANCED PLANNING:

  • Rehearse your joke or story so you can deliver it, using gestures and vocal variety instead of reading it.

Um & Ah Counter


  • Listen carefully for the dreaded "Ah", hidden connectives "and", "so" "you know", "OK" and unnecessary pauses during prepared speeches, table topics, and evaluations.

  • Alert member by setting off the "clicker" each time an "ah", etc. is heard (not on prepared speeches).

  • Note the number of "ahs", etc. by the member and report when called on by the General Evaluator.

Time Keeper


  • Record the time for each prepared speech, table topic presentation, and evaluation.

  • Give a brief report of times for each category, plus who qualified time-wise and in use of the "Word of the Day", when called upon.


  • Contact speakers for length of speech and ask how they would like to be notified of the time throughout their speech. The timer can be custom programmed. Instructions are in the Timer Report Forms file.

  • Become familiar with operating the timing device.

Typical timing rules are:

Speech (5-7 minutes)

Green @ 5 minutes

Yellow @ 6 minutes

Red @ 7 minutes

Table Topics ( 2 minutes)

Green @ 1 minute

Yellow @ 1 minutes 30 seconds

Red @ 2 minutes

Evaluation ( 3 minutes)

Green @ 1 minutes

Yellow @ 2 minutes

Red @ 3 minutes


This is a tough listening task that is part of the overall evaluation team. You will listen and report grammatical errors and incorrect uses of the English language. Report on creative language usage.


  • Listen carefully for incorrect use of the English language and comment on improper usage when called for by the General Evaluator (this might include improper use of words or connectives, wrong pronunciation, run on or unfinished sentences, grammatical errors, poor sentence structure or over-used phrases) and comment on excellent language use.

For more information, please contact:

Khun Mek Meksarikul


Khun Danchai Phankham