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Meeting Roles and Responsibilities

For more details, the booklet "A Toastmaster Wears Many Hats" is available from the Toastmasters Store. 

Sergeant at Arms

  • Set up the meeting room
  • Distribute the agenda and evaluation forms, if available
  • Introduce Toastmaster on-time


  • 3 or so days before the meeting, confirm attendance and get Introductions for each Speaker
  • Confirm the agenda and roles
  • Keep the meeting on-time, orderly, and cheerful
  • Preside over the Business Session
  • Introduce each Speaker
  • Summarize and Transition between speakers
  • Close the meeting


  • Prepare your speech
  • Prepare your introduction for the Toastmaster (emcee)
  • If you cannot attend the meeting, arrange for another member to fill your speaking position
  • If you require special evaluation forms, please bring 12-15 copies
  • If you are unprepared to speak, speak anyway (just like in real life)


  • Before the meeting, discuss the speech project objectives and speaker's personal objectives
  • Listen carefully during the speech and take notes
  • Provide specific, constructive feedback
  • Guide the round-table feedback, asking for specific, unique feedback

Table Topics Master:

  • Pose the question, then select a speaker, so that all members think about their response
  • First select speakers with no other, or minor, roles so that every member speaks at every meeting

General Evaluator

  • Feedback on the meeting, overall. What worked; what could be tweaked
  • Feedback on meeting roles
  • Feedback on speech evaluations
  • General Evaluator Checklist (PDF) (Word)

Ah Counter:



  • Record when the meeting started
  • Time Speeches, Evaluations, and each Table Topic
  • Display the light or card
    • Speeches: Green 5:00, Yellow 6:00, Red 7:00, unless otherwise specified
    • Evaluation: Green 2:00, Yellow 2:30, Red 3:00
    • Table Topics: Green 1:00, Yellow 1:30, Red 2:00
    • Other roles: Green 1 min left, Yellow 30 secs left, Red 0 secs left
  • Present the Timer Report

All Members:

  • Enthusiastically participate in each meeting
  • Express gratitude to others
  • Recognize others for their achievements and contributions
  • Take responsibility for your meeting role
  • Give positive, specific feedback
  • During round-table feedback, say something unique or pass
  • Learn, have fun, and create fun