Toastmasters' General Guide For A Regular Meeting

July 1997 Arranged by TH

Tsukuba Toastmasters Club (U-5814)

General Preparations


Think up an opening remarks. Check the information for the business session.
If new members' induction is planned, check the ceremony protocol.

Prepared Speakers

Read and re-read the Communication and Leadership Manual to the full understanding of the project on hand to avoid an off-the-track speech development. A speech should contain something interesting, entertaining or informative worth listening to. Rehearse, rehearse and rehearse!!!

Though For The Day

Think up a brief invocational speaking within a few minutes.


Think up a "Word of the Day" which should enrich our vocabulary. An objective or adverb with a positive meaning is recommendable.

Table Topic Master

Think up topics which are fresh in idea, not too serious, related to occasion, season, recent news, etc. Use your imaginations.

2 weeks - 10 days before the meeting

Toastmaster of the Day

Start dialogue with the following scheduled players to confine their availabilities and remind them of their responsibilities. Consult with Vice President Education for placement or substitution.

1 Prepared Speakers   4 Table Topic Master    7 Ums and Ahs Counter    
2 General Evaluator   5 Thought for the Day   8 Timer 
3 Individual Evaluator        6 Grammarian    9 Vote Counter

Note: It is General Evaluator's responsibility to contact Individual Evaluators to make sure they are aware of their responsibilities on the day, if necessary.

1 week - 5 days before the meeting

Toastmaster of the Day

Contact prepared speakers to know their speech projects and titles, and speaker's profiles to use in the introduction. Start editing day's program for print.

Individual Evaluator

Contact prepared speakers to know the speech project and any specific points the speaker wants the evaluator to watch while on the lectern. Read well C & L Manual to understand the objectives of the speech project. Determine format and style of your evaluation.

On the day of the meeting

Sergeant At Arms

Arrange the meeting room at least 30-20 minutes before the starting time. Give genial welcome to guests and introduce them to officers and members.

Toastmaster of the Day

Arrive with at least 30 minutes margin to cope with possible last minutes changes to the program.

General Evaluator

Arrive with at least 30 minutes margin to be able to observe pre-meeting activities subjected to later evaluation.

After the meeting called to order

1.     President
Announce the alteration of the meeting schedule. Calls meeting to order. Introduces member giving invocation or thought for the day. Introduces guests by name. State opening remarks. Have "Word of the Day" presented by Grammarian. Conduct Business Session. Calls for reports;

o      1 Secretary's report. Have minutes of the last meeting read by Secretary(omit if day's agenda is busy).

o      2 Ask for committee's report, if any (report by Treasurer, Officers)

o      3 Unfinished business and new business.

o      4 Introduce Toastmaster of the Day.

Note: Throughout the business session the parliamentary procedure is observed; motion, seconding, quorum, voting, etc.

2.     Toastmaster of the Day
Start off with short remarks on the meeting. Introduces the General Evaluator.

3.     General Evaluator
Introduces the Grammarian, Timer, Ums & Ahs Counter and Vote Counter, and ask to explain his or her role. Introduces the Table Topicmaster.

4.     Grammarian, Timer, Ums & Ahs Counter and Vote Counter
Explain each role. Keep in mind that this is a good opportunity for a mini speech on the meeting. Try to use some new expressions and structure when you explain your role. Returns control to the TOD.

5.     Toastmaster of the Day
Introduces Table Topicmaster.

6.     Table Topicmaster
Explains Table Topics. Conducts Table Topic session. Keep in mind that this is not the opportunity of an extemporaneous speech, but an impromptu one. There is no other way to make an impromptu speech other than this session. Be brief on topic presentation (Note: State a question or topic first, then appoint a speaker. Never the other way around.) Announce the eligibility. Summarize main points or evaluate total discussion, but be flexible depending the situation. Pick up speakers in the following order in principle:

o      1 Members without job.

o      2 Members with light job (Timer, Ums & Ahs Counter, Vote Counter and Grammarian).

o      3 Members with medium job (Individual Evaluators, General Evaluator).

o      4 Members with heavy job (TOD, Prepared Speaker).

o      5 Guests (Avoid unless he or she is known to be able to handle the situation).

Calls for Timer's report.

7.     Timer 
Report the times. Timer may mention about the eligibility, but keep in mind that is under the TOD's responsibility.

8.     Table Topicmaster 
Calls for vote for Best Table Topics Speaker (optional). Returns control to the TOD.

9.     Toastmaster of the Day 
Briefly comment on the performance of the Table Topicmaster. Introduce prepared speakers with the followings: 1 Speaker's profile. 2 Project number and objectives of the project. 3 Time allocated. 4 Speech title.

10.  Speakers 
Make a speech and release the floor to TOD.

11.  Toastmaster of the Day
Calls for Timer's report as well as audience's suggestions by ballots and brief evaluations. Announce the eligibility. Be flexible depending the situation. Calls for vote for Best Speaker (optional). Introduces General Evaluator.

12.  General Evaluator
Calls for Individual Evaluators' report with a brief introduction. Calls for vote for Best Speaker (optional), Grammarian's report and Ah Counter's report. Makes general comments on meeting for improving. Returns control to the TOD.

13.  Individual Evaluator
Do not try to cover too much ground. Good things first followed by areas to improve. Avoid conclusive or authoritative statement on weak points. Return control to General Evaluator.

14.  Toastmaster of the Day 
Presents awards. Returns control to President.

15.  President
Thanks guests for attending and calls for their comment, if applicable. Makes closing comments or announcements. Adjourn.