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Individual roles available below
Toastmaster Checklist
The Week Before:
- Read the Toastmaster meeting role description on the Park City Toastmaster website.
- Choose a theme and add it to the schedule.
- Make sure roles are filled and that members understand their roles.
- Get Introductions from the 3 Speakers with the required information (project, title, length)
- Send your introduction to the Club President or presiding officer.
At the Meeting:
- Add “Toastmaster” to your name in Zoom, e.g. Ralph – Toastmaster
- While the President is introducing you, check the gallery that everyone is muted and look for role holders being present.
- 7:05 Greet the club and introduce the Theme of the Day
- Roll call: (Fill in names ahead of time)
- Table Topics Master _______________________
- General Evaluator _______________________
- Ah Master _______________________
- Vote Counter _______________________
- Speaker 1 + Evaluator _________________________________________
- Speaker 2 + Evaluator _________________________________________
- Speaker 3 + Evaluator _________________________________________
- Timer – ask timer to demonstrate the color backgrounds _________________
- Grammarian – ask Grammarian to give the Word of the Day _________________
- Remind members to check the chat box often, as important information is displayed there during the meeting.
- Short message on theme (Keeping the meeting running on time is your most important job. If the meeting starts running behind, shorten or eliminate YOUR comments on the theme.)
- 7:10 Introduce 1st speaker
- Invite love notes via chat, short message on the theme
- Introduce 2nd speaker
- Invite love notes via chat, short message on the theme
- Introduce 3rd speaker
- Invite love notes via chat, short message on the theme
- Ask for timer’s report for speakers, announce who qualifies for voting
- 7:35 Introduce the TableTopics Master
- Make sure TTM asks for Timer’s report and Word of the Day usage, otherwise, you ask.
- 7:50 Introduce the General Evaluator
- Make sure GE asks for Timer’s report, casting of votes, Grammarian and Ah Master Report, otherwise you ask for these.
- 8:10 Awards if ready or stall with final theme comments. You read the category; the Vote Counter will read the name.
- Most Improved
- Best Introduction
- Best Table Topics
- Best Evaluator
- Best Speaker
- Turn over to President/Presiding Officer
You can download a complete printable checklist below
General Evaluator Checklist
Before the Meeting:
- Read the General Evaluator meeting role description on the Park City Toastmasters website.
- We no longer require the General Evaluator to provide an introduction.
During the Meeting:
- Add Gen. Eval to your name in Zoom, e.g. Ralph- Gen. Eval.
- During roll call, write down the names of the Speakers and their Evaluators and the Vote Counter.
Speakers Evaluator
_______________ _______________
_______________ _______________
_______________ _______________
Vote Counter: _______________
- Throughout the meeting take notes for your spoken and written summary (see the General Evaluator’s Note Page section below).
- After the Table Topics portion of the meeting, the Toastmaster will call on you. Be prepared by having your microphone unmuted.
- Give a brief description of your role to benefit guests and new members.
- Give the order the Evaluators will be speaking and which Speakers they will be evaluating.
- Remind the Evaluators to introduce the next Evaluator —However— be ready to jump in quickly and introduce the next Evaluator yourself if they forget!
- After the final evaluator, ask for a Timer’s report for the Evaluators.
- Remind everyone that they can now send their votes to ___________, the Vote Counter.
- Ask for a Grammarian report.
- Ask for the Ah Master report.
- Give your observations of the meeting, then turn over the floor to the Toastmaster.
After the Meeting:
- The General Evaluator sends out a written summary of the meeting to the club’s group email: ParkCityToastmasters@googlegroups.com.
- Try to send out the summary within a day or two of the meeting. Members who were unable to attend will be looking forward to reading your recap of the meeting.
- Writing a summary will be much easier if you take good notes, use the Note Page below.
- The style of the General Evaluators summary will vary from person to person. The following page provides a template for taking notes that should be included in your written summary.
You can download a complete printable checklist and notes page below
Table Topics Checklist
Before the Meeting:
- Review the Table Topics Master meeting role description on the Park City Toastmasters website.
- Prepare questions based on the Theme of the Day.
- *Optional: coordinate with the Grammarian to know the Word of the Day prior.
At the Meeting:
- Add Table Topics to your name in Zoom, e.g. Ralph – Table Topics.
- During the roll call, make a note of members who have roles. Unless the meeting is sparsely attended, do not call on these people for Table Topics.
- Before beginning Table Topics, remind the group who the Timer is and that responses should be 1 to 2 minutes.
- Remind members to use the Word of the Day to challenge themselves and qualify for an award. If the Grammarian has not re-entered the Word of the Day in the chatbox, remind them to do so.
- For Table Topics, first call on club members who do not have a role.
- Next, you may call on members from other clubs who may be attending.
- Next, you may call on former club members who may be attending.
- Next, you may call on members with minor roles like Vote Counter and Ah-Master.
- If only guests remain to call on, ask them first if they would like to participate.
- If you are unsure of member statuses, ask the club President, VP Membership, or other club officer by using a private message in the chat function. It is also helpful to pay attention to the recognition of guests at the start of the meeting.
- Ask for a Timer’s report and Word of the Day usage for Table Topics participants.
- Conclude with reminding the group who qualifies for voting, and hand the floor back over to the Toastmaster.
You can download a complete printable checklist below
Grammarian Checklist
Before the Meeting:
- Read the Word of the Day/Grammarian meeting role description on the Park City Toastmasters website.
- Choose the “Word of the Day.” It should be a word that will help members increase their vocabulary and can be easily incorporated into everyday conversation (it should also be usable or sync with the Theme of the Day).
- You do not need to print the Word of the Day for online meetings.
At the Meeting:
- In Zoom, add the word of the day as part of your name.
For example: Ralph – DUBIOUS - In the chatbox, type out the Word of the Day, a concise definition, and possibly a sentence using the word. Wait to send this to everyone until called on by the Toastmaster.
- You will be called on to present the Word of the Day right after the roll call. Be prepared by unmuting yourself.
- When called on to present the Word of the Day, send the definition to everyone using the chat function.
- Give a brief explanation of your role.
- Direct everyone’s attention to the chatbox and present the Word of the Day.
- Actively track the Word of the Day usage along with other grammatical errors/colorful language used by members per the role description.
- At the beginning of the Table Topics portion of the meeting, resend the Word of the Day and definition to everyone via the chat function.
- * You can have the Word of the Day printed in an extra-large font on paper to hold up during Table Topics as a prompt, but it is not absolutely necessary.
- After Table Topics, you will be asked to say which Table Topics participants used the Word of the Day
- Give your Grammarian report towards the end of the meeting when you are called on by the General Evaluator. Be prepared by unmuting yourself.
*Word of the Day template:
- To use, click link, go to “File” and select “Make a copy”
You can download a complete printable checklist below
Timer Checklist
Before the meeting:
- Review the Timer meeting role description on the Park City Toastmasters website.
- Go to https://www.toastmasters.org/resources/timer-zoom-backgrounds and download the colored backgrounds for the Timer function.
- Set these as options for your virtual background in Zoom.
- You may want one more background to indicate that you are the timer, maybe one that displays one or multiple clocks.
During the meeting:
- Add the word Timer to your name in Zoom, e.g. Ralph – Timer
- To indicate the speakers’ time status, change your background to the appropriate color. Leave that color up until it is time to change to the next color.
- Record each person’s time. Generally, times are as follows, unless otherwise noted:
- Speakers – 5(Green) | 6(Yellow) | 7(Red)
- Table Topics – 1(Green) | 1:30(Yellow) | 2(Red)
- Evaluators – 2(Green) | 2:30(Yellow) | 3(Red)
- As soon as you record the speaker’s time, change the background back to your neutral background color.
If you have any questions, please contact a club officer.
You can download a complete printable checklist below
Vote Counter Checklist
During the Meeting:
- Add “Vote Counter” to your name in Zoom, e.g. Ralph – Vote Counter
- Before the last evaluator is done speaking, prepare to send a voting template to the group via the chat function.
- Do this by typing in the chat function:
Send to me privately:
Best Introduction:
Most Improved:
Best Table Topics:
Best Evaluator:
Best Speaker:
(NOTE: You have to use SHIFT + ENTER to get multiple lines, hitting just Enter will send just one line.)
- After the General Evaluator asks for a timer’s report, send the template to everyone using the chat function.
- Pay attention to the Timer and Grammarian reports to know who qualifies for awards.
- When the Toastmaster calls on you to announce the winners, they will announce the category and you state the name of the winner.
*** If there is a tie, you break the tie but do not announce that there was a tie.
*** Do not comment on close races, landslide wins, etc.
If you have any questions, contact a club officer.
