Meeting Roles
There are jobs we must complete for each meeting. Click on a role below for a description, a script, and instructions.
Guest
Description of the Role
As a guest, we would like you to take in the Toastmasters experience. Listen to the speakers, vote on their performance, and even take part in Table Topics if you are so bold.
Meeting Script
When introduced by the Toastmaster, please tell us a little bit about yourself, and how you heard about the Oratory Otters.
Instructions
During the meeting
The Toastmaster for the meeting will ask you whether or not you would like to participate in the Table Topics portion of the meeting.
If you opt to participate, the Table Topics Master will ask you an impromptu question. Your answer needs to be at least one minute but no more than two minutes.
Ah Counter
Description of the Role
Your purpose as Ah-Counter is to note any overused words or filler sounds. Taking on this role improves your observational and listening skills. To learn more about this role, read "Counting on the Ah-Counter" and "Drop Those Crutches".
Meeting Script
When introduced by the Toastmaster, please state the following:
“Greetings Mr./Madam Toastmaster, fellow Toastmasters, and guests. The purpose of the Ah-Counter is to note words and sounds that are used as a “crutch” or “filler” by anyone who speaks. During the meeting, I will listen for overused words, including "and", "well", "but", "so", and "you know". I will also listen for filler sounds, including "ah", "um", and "er" and note when a speaker repeats a word or phrase, such as “I, I” or “This means, this means.” At the end of the meeting, I will report the number of times that each speaker used these expressions. After the meeting I will turn in my report to the club Treasurer where club members will be charged 10 cents per filler word, up to a maximum of 50 cents. Thank you, Mr./Madam Toastmaster.”
Instructions
Before the meeting
During the meeting
When introduced during the club meeting, read the meeting script provided above. The script is also provided in the Ah-Counter log.
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.
After the meeting
Submit the completed Ah-Counter log to the club Treasurer so that members can be charged for their verbal fillers, overused words, and double clutches.
Ballot Counter
Description of the Role
Your purpose as Ballot Counter is to collect the ballots for the vote on best speaker, table topics response, evaluation, and the most improved. Taking on this role improves time management, organization, multi-tasking, and information technology skills.
Meeting Script
When introduced by the Toastmaster, please state the following:
“Greetings Mr./Madam Toastmaster, fellow Toastmasters, and welcome guests. The purpose of the Ballot Counter is to collect and count the ballots when we vote for Best Speaker, Best Table Topics Speaker, Best Evaluator, and Most Improved. I will not cast a ballot myself, except in the case of a tie, in which case I will cast a vote to break the tie. When called upon, I will announce the winners of each of these contests."
Instructions
Before the meeting
For In-person meetings: Prepare slips of paper to provide to attendees for voting on best speaker, best evaluator, best table topic speaker, and most improved.
For Online meetings or Hybrid meetings: Create copies of each of the ballot forms by clicking on the links below. (For more detailed instructions, click here.)
If you struggle in creating the forms or presentation, please request assistance. If you do not have time to request assistance, i.e. the meeting is already taking place, then ask the Toastmaster to instruct participants send you a private chat message through Zoom (online attendees) or by writing the information on a piece of paper and handing it to you (in-person attendees).
During the meeting
When introduced during the club meeting, read the meeting script provided above.
For in person meeting ballot counting, present the names of the speakers, evaluators, and table topics speakers, collect the paper ballots, complete a tally, and be prepared to report the results to the Toastmaster when called upon.
For online meeting ballot counting continue below:
Ballot Forms
If you haven't already, rename the forms and add the names of speakers, evaluators, and table topic speakers to their respective forms.
When the Toastmaster calls for the ballots, either copy the link from the document where you saved the links or follow the detailed instructions above for finding, copying, and pasting the link in the Zoom chat window. (You can right click with your mouse or touch pad and select the "Paste" option that appears.)
Meeting Winners Showcase
Enter the names of the winners of each contest on the corresponding slide in the Meeting Winners Showcase slide show that you created.
During the evaluation portion of the meeting, report the contest winners when called upon.
Special Ballot for Polling
At times it will be necessary to poll attendees. If for any reason you need a special ballot to vote on something for the meeting, use this special ballot: click here to create a special ballot. (Follow the instructions above for "Creating a Ballot" if you need additional help.)
Evaluator
Description of the Role
Your purpose as an evaluator is to provide honest reaction in a constructive manner to the person’s efforts, using the evaluation guides provided. You are not a judge or an authority on speaking or leadership. When you evaluate, you are simply giving your own reaction to the person’s speaking or leadership efforts. An evaluation is an opinion, nothing more. This opinion should mention the effect on you, what the speaker or leader did well, areas where the speaker or leader could improve, and specific recommendations for improvement. Taking on this role improves active listening, critical thinking and positive feedback skills. To learn more about his role, read "Make the Most of Being and Evaluator" , "The Secret to a Meaningful Evaluation", and "Tips and Techniques for Giving Helpful Evaluations".
Meeting Script
Evaluators do not have a meeting script to read for the meeting. Their function is introduced by the General Evaluator for the meeting.
Instructions
Before the meeting
Download the Evaluation Form by clicking here. (You will use this for guidance during the meeting.)
Review the Evaluation Form so that you are familiar with what is on the form prior to the meeting.
During the meeting
When the speaker you will be evaluating is introduced, pull our your Evaluation Form and prepare to begin taking notes.
Take notes on everything that happens or, in your view, should happen. Feel free to use the back of the Evaluation Form if you require additional space.
It is recommended that you present one to two of the points you provided for the "You excelled at", "You may want to work on", and "To challenge yourself" items on the form.
After the meeting, you can provide the completed form so that the speaker receives all of the feedback you have to offer.
If you would like, feel free to schedule a separate meeting in order to provide the feedback directly to the speaker.
The General Evaluator will call upon you to provide your feedback to the speaker.
You will have 2 to 3 minutes to give this report in order to qualify for the "Best Evaluator" contest.
General Evaluator
Description of the Role
Your purpose as General Evaluator is to evaluate everything that takes place during the club meeting. In addition, the General Evaluator conducts the evaluation portion of the meeting and is responsible for the evaluation team. Taking on this role improves critical thinking, organization, time management, motivational and team-building skills. To learn more about his role, read "Understanding the General Evaluator Role".
Meeting Script
When introduced by the Toastmaster, please state the following:
“Greetings Mr./Madam Toastmaster, fellow Toastmasters, and guests. The purpose of the General Evaluator is to evaluate everything that takes place throughout the meeting. During the meeting, I will take notes on everything that happens and doesn’t happen. I will evaluate each participant on the meeting program and look for good examples of preparation, organization, delivery, enthusiasm, observation, and performance of duties. At the end of the meeting, I will give my report. Thank you, Mr./Madam Toastmaster.”
Instructions
Before the meeting
Download the General Evaluator Checklist by clicking here. (You will use this for guidance during the meeting.)
Ensure other evaluators know their tasks and responsibilities.
Brief the Evaluators that evaluation is beneficial to the speaker, the evaluator themselves, and the club. Their goal is to help fellow Toastmasters develop their skills. Emphasize that evaluations should enhance or at least preserve the self-esteem of the speaker.
Ensure the individual Speech Evaluators understand the project objectives and how to evaluate them. Suggest they talk to their Speakers to discover any special evaluation requirements.
Check with the Toastmaster of the meeting to find out how the program will be conducted and if there are any planned deviations from the usual meeting format.
During the meeting
When introduced during the club meeting, read the meeting script provided above. The script is also provided in the General Evaluator Checklist.
Take notes on everything that happens or, in your view, should happen. Space is provided on the General Evaluator Checklist for notes. Feel free to use the back of the checklist if you require additional space.
You do not need to evaluate the Speakers since the Evaluators will be providing them with feedback, but you may provide additional feedback if helpful.
Before the first Evaluation, deliver a brief but thorough talk on the purpose and benefits of evaluation.
Evaluation is designed to benefit the speakers, the evaluators, and our club.
Speakers receive valuable feedback to grow positive habits, reduce weak habits, and grow self-esteem & self-confidence.
Evaluators learn to improve active listening, critical thinking and positive feedback skills.
Our club grows every time a member of our club grows.
Each and every time a speaker and evaluator learn through practicing, they do a better job the next time they are in the role, they become better equipped to provide advice and suggestions to others, and we can all grow by learning vicariously from their experiences and perspectives.
Introduce the Evaluators, including Speaker & Speech Title.
Call functionaries for reports, making sure that functionaries cover who is eligible to be included in the ballot.
Call on the audience to vote. Wait 1-2 minutes.
Give your General Evaluation of the meeting, using the notes you took as suggested above. Comment on the quality of evaluations. Were they positive, upbeat, helpful? Did they point the way to improvement? Try to think of something original to say!
Return control of the meeting to the Toastmaster for the awards portion of the meeting.
Grammarian
Description of the Role
Your purpose as grammarian is to help all club members improve their grammar and vocabulary. Taking on this role improves vocabulary, grammar, critical listening skills and evaluation skills. To learn more about his role, read "The Grammarian's Gift".
Meeting Script
When introduced by the Toastmaster, please state the following:
“Mr./Madam Toastmaster, fellow Toastmasters, and guests. As Grammarian, it is my responsibility to pay close attention to all speakers, listening carefully to their language usage. I’ll take note of any improper language, as well as any outstanding words, quotes, sayings, or thoughts. I will give the Grammarian’s report when called upon during the meeting. Thank you, Mr./Madam Toastmaster.”
Instructions
Before the meeting
Download the Grammarian Script and Log by clicking here. (You will use this for guidance during the meeting.)
Review the Grammarian Script and Log so that you are familiar with what is on the form prior to the meeting.
During the meeting
When introduced during the club meeting, read the meeting script provided above. The script is also provided in the Grammarian Script and Log.
Take notes on log. Space is provided on the log for notes. Feel free to use the back of the log if you require additional space.
When called upon, give your report for the meeting, using the notes you took as suggested above. Try to think of something original to say!
Return control of the meeting.
Meeting Speaker
Description of the Role
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; Arrive early to make sure the microphone, lectern and lighting are working and in place; and discuss your goals, strengths and weaknesses with your evaluator prior to giving your speech. Taking on this role improves critical thinking, confidence and public speaking skills
To learn more about his role, read "Five Things to Know About Public Speaking" and "Tips for Crafting a Speech".
Meeting Script
Meeting Speakers do not have a meeting script to read for the meeting. Their speaking portion is the speech they present during the meeting.
Instructions
Before the meeting
Complete this form and share it with the Toastmaster of the Day and your evaluator prior to the meeting.
During the meeting
When introduced during the club meeting, present your speech.
Make sure to keep your speech within the allotted time.
Return control of the meeting.
Table Topics Master
Description of the Role
Table Topics is 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. Responses should express thoughts clearly and succinctly, lasting one to two minutes. Taking on this role improves critical thinking, confidence and public speaking skills
To learn more about his role, read "Spontaneous Speaking" and "10 Tips for Terrific Table Topics".
Meeting Script
When introduced by the Toastmaster, please state the following:
“Mr./Madam Toastmaster, fellow Toastmasters, and guests. As Table Topics Master, it is my responsibility to design questions related to the theme of the meeting that provoke thought and develop the impromptu speaking skills of the speakers. Each speaker is allotted 1 to 2 minutes to speak. Participants are disqualified at 2 minutes 30 seconds. Thank you, Mr./Madam Toastmaster.”
Instructions
Before the meeting
Determine the theme of the meeting. If you did not receive the newsletter that contained the theme, look at the Oratory Otters Meeting Roles spreadsheet to find it. (Click here to go to the spreadsheet. If the theme is not contained in the spreadsheet, contact the Toastmaster for the meeting.)
Create questions that are thought provoking and on topic for the theme of the meeting. (It is a good idea to come up with enough questions for all attendees. You will most likely only get through half of those questions, but if there is only one speech for the evening, then you may have an opportunity to ask all attendees a question.)
During the meeting
When introduced during the club meeting, present your meeting script.
When prompted, begin by selecting an attendee at random and then asking them one of the questions you designed. (Come up with clever questions and ways to ask those questions. It makes for a more enjoyable learning experience and helps members to learn more through changes in context.)
Return control of the meeting.
Timer
Description of the Role
One of the skills Toastmasters practice is expressing a thought within a specific time. The timer is responsible for monitoring time for each meeting segment and each speaker. Taking on this role improves time management skills. To learn more about his role, read "Timer's Toolkit".
Meeting Script
When introduced by the Toastmaster, please state the following:
“Greetings Mr./Madam Toastmaster, fellow Toastmasters, and guests. As Timer, I will time the Table Topics® speakers, speeches, and evaluations. I will also alert each speaker of the time they have left, using the green, yellow, and red cards, which denote the time remaining.
Table Topics Speakers should limit their remarks to no more than 2 minutes.
At 1 minute, I will raise the green card.
At 1 minute and 30 seconds, I will raise the yellow card.
At 2 minutes, I will raise the red card.
Those giving speeches should limit their remarks to their specific speech times.
Ice Breaker speeches should be 4-6 minutes in length.
At 4 minutes, I will raise the green card.
At 5 minutes, I will raise the yellow card.
At 6 minutes, I will raise the red card.
Most other speeches should be 5-7 minutes in length.
At 5 minutes, I will raise the green card.
At 6 minutes, I will raise the yellow card.
At 7 minutes, I will raise the red card.
The individual evaluations should be between 2-3 minutes.
At 2 minutes, I will raise the green card.
At 2 minutes and 30 seconds, I will raise the yellow card.
At 3 minutes, I will raise the red card.
Thank you Mr./Madam Toastmaster.”
Instructions
Before the meeting
Download the Timer Script and Log by clicking here. (You will use this for guidance during the meeting.)
Review the Timer Script and Log so that you are familiar with what is on the form prior to the meeting.
Download Timer backgrounds by clicking here. (For detailed instructions on how to download and upload the backgrounds, click here.)
During the meeting
When introduced during the club meeting, read the meeting script provided above. The script is also provided in the Timer Script and Log.
Take note of the speeches, Table Topics, and evaluations on the log.
When called upon, give your report for the meeting using the notes from the log and make sure to cover if anyone was disqualified due to going beyond the allotted time.
Return control of the meeting.
Toastmaster
Description of the Role
The Toastmaster is the meeting's director and host. Their duty is to act as a genial host and conduct the entire program, from initial introductions to distributing awards at the end of the meeting. They are meant to create an atmosphere of interest, engagement, and enthusiasm in order to capture the attention of attendees and entice guests to return. A member typically will not be assigned this role until they are thoroughly familiar with the club and its procedures. Taking on this role improves organization, time management and public speaking skills.
To learn more about his role, read "Are You Ready to Take On Toastmaster of the Day?" and "Leading a Club Meeting For the First Time".
Meeting Script
When introduced by the Toastmaster, please state the following:
“Mr./Madam President, fellow Toastmasters, and guests. Thank you for that wonderful introduction. As Toastmaster of the Day, it is my responsibility to introduce today’s speakers. After the speeches have concluded, I will ask for the Timer’s report, request ballots be passed to the Ballot Counter, introduce the General Evaluator, ask the Ah-Counter for their report, ask the Grammarian for their report, ask the Wordmaster for their report, and call on the Ballot Counter for results. I will then return control of the meeting to the President before we conclude today. Thank you, Mr./Madam President.”
Instructions
Before the meeting
Download the "Toastmaster of the Day Script and Checklist" by clicking here.
Determine the theme of the meeting, and enter it onto the Oratory Otters Meeting Roles spreadsheet. (Click here to go to the spreadsheet.)
Inform the person in charge of the newsletter of the theme of the meeting by the end of the day Thursday so they can send the newsletter to attendees.
Prepare introductions for speakers in the meeting. (Include their speech topic, project title, objectives, and delivery time.)
Download Agenda Template (Click here to download), fill it out, & send copies of the agenda to attendees.
Check for any last-minute substitutions or unusual timing procedures. (Click here to go to the spreadsheet.)
During the meeting
When introduced during the club meeting, present your meeting script.
Acknowledge the President, thanking them for the warm introduction.
Introduce the theme of the meeting.
Briefly explain the meeting agenda:
Prepared Speeches – which our members have dedicated time to rehearse for you.
Table Topics – your chance to deliver a quick impromptu speech.
Evaluations – we celebrate what went well and uncover out how we can do better.
Toastmasters Mission Statement – “Provide a supportive & positive learning environment where members have the opportunity to develop exceptional communication & leadership skills, fostering self-confidence & personal growth.”
Introduce functionaries.
Prepared Speeches
Welcome everyone to the first segment of the meeting.
Explain Importance of Toastmasters Pathways coursework (2-3 min).
At the start of each speech:
Introduce the objectives, time limits, speech title & intro, then speaker.
Lead the applause for the speaker.
At the end of each speech:
Congratulate and applaud the speaker.
Announce a minute for giving written feedback.
After all speeches:
Ask timer for were any disqualifications, then invite audience to vote for Best Speaker.
Table Topics
Introduce Table Topics Master. Begin the applause and shake hands when at the lectern.
Once finished, lead the applause, thank the Table Topics Master.
Ask timer for any disqualifications, then invite audience to vote for Best Table Topics.
Evaluation Session
Announce final segment – Evaluations
Introduce General Evaluator and turn control of the meeting.
After the Evaluations
Accept the gavel from the General Evaluator as control of the meeting returns to you.
Thank the General Evaluator and Evaluation team.
Awards & Comments
Call Ballot Counter to announce winners, present awards and congratulate the winners.
Make a few positive closing comments on the session.
Wrap-up with a thoughtful connection to the theme.
Return control of the meeting to the President.
Wordmaster
Description of the Role
Your purpose as Wordmaster is to help all club members improve their vocabulary. Taking on this role improves vocabulary and critical listening skills.
Meeting Script
When introduced by the Toastmaster, please state the following:
“Mr./Madam Toastmaster, fellow Toastmasters, and guests. As Wordmaster, it is my responsibility to introduce the word of the day and then keep track of attendees that use the word. When someone uses the word of the day, we make a knocking gesture on camera to denote that the word was used. If an attendee does not have a speaking portion during the meeting or they are unable to use the word during their speaking portion, then there is also an opportunity to utilize the word of the day in the Zoom chat window.
[Display the Word of the Day] For today’s meeting, the Word is [insert word of day]. It is a/an [insert part of speech]. An example of using the word in a sentence is [use the word in a sentence]. I will give the Wordmasters’s report when called upon during the meeting, which includes the names of the people that used the Word of the Day and how many times they used it. After the meeting I will turn in my report to the club Treasurer where club members will be charged 10 cents if they did not use the Word of the Day. Thank you, Mr./Madam Toastmaster.”
Instructions
Before the meeting
Download the Wordmaster Script and Log by clicking here. (You will use this for guidance during the meeting.)
Review the Wordmaster Script and Log so that you are familiar with what is on the form prior to the meeting.
During the meeting
When introduced during the club meeting, read the meeting script provided above. The script is also provided in the Wordmaster Script and Log.
Take note of who uses the word of the day.
When called upon, give your report for the meeting.
Return control of the meeting.
After the meeting
Submit the completed Word Master log to the club Treasurer so that members can be charged for their verbal fillers, overused word, and double clutches.