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  • Toastmaster of the Evening (TME)
    The Toastmaster of the Evening (TME) is the meeting organiser and host. As TME you will: Choose a theme for the meeting Ensure all the meeting roles are filled. The exception are the prepared speeches. The Vice President of Education will schedule these meeting roles. Introduce speakers during the club meeting, including their speech topic, project title, objectives, delivery time, etc. during your introduction. Ensure smooth transitions between speakers during the club meeting. Make sure to carefully check the checklist. The TME should coordinate with the Sergeant at Arms who is responsible for, among other things, club materials like the banner, timing equipment and mini evaluation forms. The TME can decide whether to print out an agenda and if so, how many. Skills learned: organization, time management and public speaking skills. Resources: Guide to Toastmaster of the Evening
  • Word of the day
    The person with this role, selects and defines a Word of the Day that is generally in line with the meeting theme. Having a word of the day helps members expand our vocabulary, and challenges us to think on our feet to incorporate the word of the day in our intervention. You may present the word as you see fit. You are encouraged to present the word, the definition, and give an example of how it would be used in a sentence. Encourage all meeting participants to use the word when they are speaking. Many find it useful to display the word of the day as a visual reminder. During the meeting, record uses of the word. At the end of the meeting you will give your assessment on how well the word was used. Timing: Presentation 1-2 minutes; Evaluation 1-2 minutes Skills: Public speaking Additional tips: Bring a paper with the word on it and put it somewhere so that all speakers and the audience can read it. This will be a good reminder for the speakers. Every time the word is used, people will knock on the table. Since guests are not familiar with this tradition, please mention it. Resource: What's the word?
  • Joke of the day
    Prepare and practice a joke suitable for a Toastmasters meeting. You can tell a joke or recount an anecdote or personal humorous story. If you can, try to tie the joke to the meeting's Theme. The joke of the day sets the mood of the meeting, so have fun!
  • Prepared speeches
    Every speaker is a role model, and club members learn from one another's speeches. As a meeting speaker, you prepare, rehearse and present a speech during the club meeting. Be sure to arrive early to make sure the microphone, lectern and lighting are working and in place. Tips before your speech Be sure to let the TME know the title of your speech as well as the Pathway name and level before the meeting. Let the TME know if you have a powerpoint presentation or have any additional requirements. Discuss your goals, strengths and weaknesses with your evaluator prior to giving your speech particularly, any elements your would like your evaluator to focus on during your speech. Provide your evaluator the appropriate evaluation form. Skills: critical thinking, confidence and public speaking skills Where to find the Pathways evaluation forms Log onto Go to pathways Basecamp Click on speech evaluations (last square on the right) Select a project title to view the evaluation resource.
  • Speech evaluator
    Evaluation is the heart of the Toastmasters educational program. You observe the speeches and leadership roles of your fellow club members and offer evaluations of their efforts, and they do the same for you. As evaluator you ask those you've been assigned to evaluate what they will present and what they wish to achieve. Provide objective verbal and written evaluations for speakers. When giving any evaluation, offer praise as well as constructive criticism. Skill: active listening, critical thinking and positive feedback skills. Where to find the Pathways evaluation forms Log onto Go to pathways Basecamp Click on speech evaluations (last square on the right) Select a project title to view the evaluation resource. How to evaluate a speech There are few resources on the club wiki to help you with your evaluation: Evaluate to Motivate presentation A toastmasters guide to speech evaluation Evaluation in Pathways Project two in every Path is 'evaluation and feedback'. In this project, you will learn the essentials of good evaluation. If you have already finished this project, you can always go back to it and re-launch it to read the materials.
  • Table topics master
    Taking on this role improves confidence and impromptu speaking skills. Table Topics is a long-standing Toastmasters tradition intended to help members develop their ability to organize their thoughts quickly and respond to an impromptu question or topic. The Toastmaster will introduce the Table Topics master, who will give a brief description of Table Topics and then call on respondents at random. Your response should express your thoughts clearly and succinctly, lasting one to two minutes. Some things to consider: The table topic masters should try to ask questions related to the meeting theme. You should ask the question first and then call a member to the front of the room to answer the question. Remind the designated member that they are entitled to 20 sec to sort out their ideas before speaking (this is even highly encouraged) Don't ask for volunteers, the point of Table Topics is that everybody could be called upon. When selecting someone to answer a question, try to give priority to members who do not have a meeting role to give them a speaking opportunity. Before asking a guest a table topic question, ask them before the meeting starts if they are comfortable participating in table topics. Never call on a guest without checking this in advance! Some people are coming to Toastmasters because they have stage fright. Being called upon by surprise to improvise in front of an audience they do not know may be a frightening first experience! Speech evaluators use the time during table topics to work on their evaluations. It is suggested to avoid selecting an evaluator to answer a table topics question if possible. Further reading about Table Topics: Tackling the Topicsmaster role, solutions for more creative Table Topics
  • Ah counter
    Taking on this role improves observational and listening skills. The purpose of the Ah-Counter is to note any overused words or filler sounds used as a crutch by anyone who speaks during the meeting. Words may be inappropriate interjections, such as and, well, but, so and you know. Sounds may be ah, um or er. As Ah-Counter you: Be prepared to take notes, you are supposed to count! When introduced during the club meeting, explain the role of the Ah-Counter. In the Ah-Counter’s log, record overlong pauses, overused words and filler sounds relied upon too often by all speakers. Examples include: and, but, so, you know, ah, um. During the evaluation portion of the meeting, report your observations when called upon. Do's and don'ts: The ah-counter's report is part of the evaluation and should include individual feedback. Don't limit it to some general reflections. It is mainly individual feedback that helps people improving. No need to make it embarrassing by mentioning that someone used 45 filler words. An elegant way to solve this could be to report people in categories: those who had 0 or very few, those who used fewer than 10 and those who used more than 10 (or take any number you want). Part of individual feedback could also be mentioning specific filler words that people use. Read these articles! Cutting-out-filler-words An empty tradition?
  • Time keeper
    The time keeper is responsible for monitoring time for each meeting segment and each speaker. As time keeper, you: Acquire the timing cards and bell from the sergeant at arms. Throughout the meeting, listen carefully to each participant and signal them accordingly. You will also time the one minute of silence after prepared speeches so members can give their written evaluation When called to report, provide feedback on how every speaker did on time. After the meeting, return the timing cards and bell to the sergeant at arms. In general, time keeping is often seen as an easy role and it is no rocket science, but it is a very essential role that requires a strong focus during the whole meeting. Some additional things to know: At the beginning of the meeting Make sure you are sitting at a place where speakers see you well, preferably in front of them Ring the bell at 18h30 sharp to signal the start of the meeting Timing during the meeting You will clock all parts of the meeting, on the agenda you see three times after each item. These times indicate when you should put up the green, amber and red sign. The speaker is supposed to speak long enough to get the green sign and stop before getting red. When speakers speak way too long (30 second after the red card time), ring the bell (don’t be afraid to use it!) After prepared speeches, there is one minute for filling out evaluation slips. Ring the bell after 1 minute. During table topics, it happens often that the tt master asks whether there is still time for one; take a serious look at the time, if we would go over time, say no. Table topic participants have 1-2 minutes for their intervention. Time each person. Timer report At the end you will do your end report: tell us who stayed within the green, who went over time, etc. You can spice it up with some reflections on how people could do better next time. Don’t forget to use the word of the day: you have plenty of time to think about how you are going to use it. Adapting to an online meeting Considering changing your virtual background to indicate timing. You might need to provide an auditory signal in addition to visual. See for their zoom timer backgrounds
  • General evaluator
    The General Evaluator evaluates everything that takes place during the club meeting with an emphasis on what has been not yet been evaluated in the meeting. Speaking time is 5 (green) 5.30 (amber) 6 (red). Although it is advisable to briefly touch on all the roles such as TME, evaluators, etc., the real art of general evaluation is going beyond the level of individual roles and to also reflect on the meeting as a whole. During the meeting, take notes and report on all club proceedings to evaluate things such as timeliness, enthusiasm, preparation, organization, performance of duties, etc. Skills: critical thinking, organization, time management, motivational and team-building skills.
  • Sergeant at arms
    The Sergeant at Arms handles meeting facilities and decorum. The role involves all those tasks expected of the host of the meeting. The SAA arranges setup for all meetings, sets out and cares for the club's materials and supplies, including banner, gavel, timing cards and bell. The SAA also greets members and especially guests. Some specific duties of the Sergeant at Arms are: Arranges room and equipment for each meeting Greets all guests and members Maintains all Club equipment and materials (including banner, timing equipment, and mini-evaluation forms) Each meeting - set up room before meeting Each meeting - greet guests and members; have guests sign guest book As necessary - arrange for meeting room location The SAA should coordinate with the Toastmaster of the Evening a few days before the meeting to verify any particular meeting requirements. If the SAA cannot attend the meeting, they may designate a replacement to handle the meeting materials, and at the same time the SAA should inform the TME, the President and VP Education.
  • Zoom master
    As Zoom-master, you take care of the technical hosting of the online meeting. Your job is to ensure that the whole meeting runs smoothly. Preparing the meeting Please read the online-meeting guide and make sure you follow all directions. Lead by example: make sure that your own internet connection, light, audio equipment etc. is in right order. As concerns internet connection, wired Ethernet offers a stable connection and should be preferred. Scheduling the meeting: go to log in. Please note that you need a paid subscription, with a free account you can only host a 40 minutes meeting. use the default settings but put video for host and participant on and enable the waiting room. Share the meeting link with the TME. Note that this link is confidential and only to be shared with people invited to the meeting. See it as the key to your virtual meeting room. It should not be published in newsletters or shared with people who are not invited. Contact the time keeper and make sure he or she understands how to change virtual backgrounds. The time keeper needs this for the green, amber and red sign. Contact the people who do prepared speeches in advance and ask them a) whether they want their speech to be recorded. it is very useful feedback for people to watch the recording afterwards, and b) if they will use a ppt. If they do, you need to make them co-host so that they can share their screens. Read how to do this under the "During the meeting" section below. During the meeting log in at least 20 minutes before the meeting starts keep an eye on the waiting room and let people in only if your recognize their name. If not, ask them via the chat to identify themselves. Please note that if you refuse someone, it will be impossible to reverse this and the person can definitely not join go to Share > Advanced sharing options. Change ‘who can share?’ to ‘only host’. When a participant wants to share a screen, change the settings temporarily. The time before the meeting can be used to help people with technical assistance. Tell them when something is wrong with their audio or video. Ask people to mute their microphones if they do not talk and unmute when they talk. If people who do not talk forget to mute, you can mute them. Send people private chats if something is wrong with their sound / video Make the time keeper the co-host so that people can always see the time keeper remember to press RECORD for prepared speeches if the speakers have confirmed that they want their speech recorded. You can choose to save the recordings on the cloud or on a local drive. Files are stored by default in a folder named after the meeting date [yyyy-mm-dd]. Make sure that you view in speaker mode when you record. After the meeting If you see points for improvement for the user guide or this description, please add them in the wiki (user guide and this description) Share the recording with the speakers. If you cannot locate the files: open zoom, go to video settings (little arrow next to you camera button), got to recording. The path where recordings are stored appears on your computer on the top of the screen.
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