Meeting Roles

How many Voyagers Toastmasters does it take to run a meeting?

It takes the cooperation of many club members to hold a successful meeting. Also as part of the personal growth and skill building process, all members share in the different duties. The Vice President of Education runs software that assigns duties about 4 weeks in advance. Contact the Vice President of Education if you would like to speak more frequently in order to meet your goal by a particular date.

  • If you know ahead of the 4-week scheduling window that you will be unavailable on a specific date, contact the Vice President of Education to remove your name from the availability list for that date.
  • If you cannot perform your duty on an assigned date, communicate with club members as soon as possible to find someone to take your place. Contact the Toastmaster, General Evaluator (if on the Evaluation team) and the Vice President of Education so that they are aware of the scheduling change and who your replacement is.
  • If something comes up at the very last minute, call the Toastmaster, General Evaluator (if on the Evaluation team), Vice President of Education or any of the club officers before the start of the meeting, so that a volunteer may be recruited from the meeting attendees.

Meeting Roles

Click on a role for a description of the tasks. (External page opens in new tab.) A laminated printout for each role is also available at each meeting as a job aid.

General Evaluator
Topics Master
Ah Counter
Evaluator #1
Evaluator #2
Evaluator #3
Speaker #1
Speaker #2
Speaker #3
Pledge and Inspire
2nd Sgt. at Arms

Some roles have additional communications responsibilities before the meeting:

Toastmaster contacts ALL the functionaries ahead of time, preferably at least one week in advance, to confirm that they are able to perform their duties on the meeting date, communicate the theme of the meeting, and obtain speech and introduction information from the Speakers.

General Evaluator contacts the evaluation team members in advance; in particular reminding Evaluators to contact their designated speakers.

Evaluators contact their designated Speaker in advance to determine speech title, speech number and manual being used, speech length, speech objectives and any additional areas that the Speaker would like feedback on.

Speakers should communicate with their designated Evaluator in advance with their speech title, the speech number from the manual being used, the speech length, speech objectives, and any additional areas where feedback is desired. Speakers should contact the Timer with their speech length information. Speakers should communicate to the Toastmaster the same speech information they provide their Evaluator (title, number and manual, length, objectives) as well as provide information pertinent to the meeting theme so that the Toastmaster may introduce them.

Club #5315 Est. 1983