Virtual Meeting Roles Checklists

For a complete checklist of all roles download here

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 required information (project, title, length) 
  • Send your introduction to the Club President or presiding officer.

At the Meeting:

  • 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:
    • Table Topics Master 
    • General Evaluator
    • Ah Master
    • Vote Counter
    • Loud and Clear
    • Speaker 1 + Evaluator
    • Speaker 2 + Evaluator
    • Speaker 3 + Evaluator
    • Timer – ask timer to demonstrate the color backgrounds
    • Grammarian – askGrammarian 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
  • 7:10 Introduce 1st speaker
  • Invite love notes via chat, short message on theme
  • Introduce 2nd speaker
  • Invite love notes via chat, short message on theme
  • Introduce 3rd speaker
  • Invite love notes via chat, short message on theme
  • Ask for timer’s report, 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, Loud and Clear Report, otherwise you ask for these.
  • 8:10 Awards if ready or stall with final theme comments
    • 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:

  • 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 After the Meeting 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.
  • Ask for a Loud and Clear 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.
  • 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  theWord of the Day prior. 

At the Meeting:

  • 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 chat box, 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.
    • 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.
  • 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 the chat box, 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 chat box 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.
  • Give your 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:

During the meeting:

  • 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.

If you have any questions, please contact a club officer.

You can download a complete printable checklist below


Vote Counter Checklist

During the Meeting:

  • 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.

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.

You can download a complete printable checklist below


For a complete checklist download below

search previous next tag category expand menu location phone mail time cart zoom edit close