A Typical Toastmasters Meeting
Most Toastmaster meetings are held weekly usually for an hour on a designated day of the month. Exceptions can include special contest meetings held twice each year which may run longer than 60 minutes, and meetings when there are special guest speakers. On weeks where there is a Federal holiday, please check to make sure the meeting will be held as scheduled.
In Toastmasters we rotate the various meeting roles among all members to give each of us experience and practice in those skills each role requires. We publish a schedule on Free Toast Host a few weeks in advance to help every member be prepared for the roles they will carry out during any given meeting.
The "boss" of the weekly meeting is the Toastmaster of the Day or TMOD. That individual ensures that the entire meeting runs smoothly and on track. He or she is assisted by helpers who fill other roles. Of course, one of the most important attendees is that week's scheduled speaker, someone who has volunteered in advance to prepare and deliver a speech from one of the TM pathways. We often have one speech during the meeting. Sometimes we have two and although this is rare, we can even work in a third speaker in a 1-hour meeting if necessary.
Another meeting portion at all non-contest meetings is called Table Topics, where attendees are called on to deliver unrehearsed 1 to 2 minute mini-speeches on questions prepared by the person, called the Table Topics Master, who runs that section of the meeting.
Finally, there is the evaluations portion of the meeting. First, anyone who delivered a prepared speech will receive personalized feedback from an evaluator who was selected prior to the meeting to review the prepared speech. The General Evaluator reviews the meeting as a whole.
Meeting Roles
Here is a summary of all the roles (other than that of prepared speaker) which you'll encounter during a meeting, and which you will soon be asked to fill.
Meeting Opener, Sgt-at-Arms
You are the first person a guest will meet. Start the meeting with energy. Welcome members and guests, mention guests by name, and introduce the Toastmaster of the Day.
During an in-person meeting, do NOT leave the lectern until the Toastmaster of the Day has arrived. Wait, shake hands, then take your seat.
NOTE: This applies to every handoff during an in-person meeting.
Timer
Ensure your stopwatch or phone is ready.
For a normal 5–7 minute speech:
- Green – 5 minutes
- Yellow – 6 minutes
- Red – 7 minutes
Table Topics:
- Green – 1 minute
- Yellow – 1:30
- Red – 2 minutes
Evaluations:
- Green – 2 minutes
- Yellow – 2:30
- Red – 3 minutes
- On line TIMER.
- TI Timing Cards.
Grammarian
Select a Word of the Day, explain it, and track its usage. Also listen for grammar and language usage. Find a word of the Day HERE.
Table Topics Master
Ask engaging, general-interest questions. State the question first so everyone can think before selecting a speaker. Avoid putting guests on the spot.
Prepare 5–6 questions and manage time carefully.
General Evaluator
Introduce speech evaluators and later evaluate the meeting as a whole, including organization, transitions, and guest experience.
Speech Evaluator
Provide meaningful feedback to the speaker:
- What was done well
- What could be improved
- How to grow further
Focus on delivery and impact rather than retelling the speech.
Back to General Evaluator
After evaluations, assess the overall meeting. Highlight strengths and offer constructive suggestions. Avoid vague praise—be specific.
Call for reports from Grammarian and Timer, then return control to the TMOD.
The TMOD wraps up the meeting, invites guest feedback, and the Sgt-at-Arms adjourns the meeting.