How to Run a Toastmasters Meeting: Complete Checklist

Running a smooth Toastmasters meeting takes planning and preparation. Whether you're a first-time Toastmaster of the Evening or a seasoned club officer, this complete checklist ensures nothing falls through the cracks.

The Complete Meeting Checklist

2 Weeks Before Meeting

✓ Schedule & Assignments

• Confirm all role assignments are filled
• Contact members who haven't confirmed
• Find substitutes for any gaps
• Finalize meeting theme (if applicable)

✓ Speaker Coordination

• Confirm speakers and speech titles
• Verify speech project/level
• Assign evaluators to speakers
• Check for manual projects (Ice Breaker, etc.)

1 Week Before Meeting

✓ Communication

• Send 7-day reminder to all assigned members
• Email meeting details to the club
• Post meeting info in club communication channels
• Confirm guests (if any registered)

✓ Preparation

• Toastmaster prepares opening/transitions
• Table Topics Master prepares questions
• General Evaluator reviews meeting structure
• Grammarian selects word of the day

1 Day Before Meeting

✓ Final Confirmations

• Send 1-day reminder to assigned members
• Confirm venue/Zoom link is ready
• Test A/V equipment (if in-person)
• Verify all speakers still good to go

✓ Materials

• Print meeting agendas (or email them)
• Prepare ballot slips
• Have timer device ready
• Bring club banner/materials

Meeting Day - Before Start

✓ Setup (30 Minutes Early)

• Arrive early and set up room
• Test microphone and speakers
• Arrange chairs/tables
• Set up greeting table
• Display club banner
• Prepare sign-in sheet

✓ Pre-Meeting Checks

• Confirm all role holders present
• Fill any last-minute gaps
• Brief first-time role holders
• Collect speech titles from speakers

During Meeting

✓ Standard Agenda (Timing)

• 0:00-0:02 - Sergeant at Arms opens meeting
• 0:02-0:05 - President's remarks
• 0:05-0:10 - Toastmaster introduction
• 0:10-0:25 - Table Topics (15 min)
• 0:25-0:50 - Prepared Speeches (3 × 7-10 min)
• 0:50-0:52 - Timer's Report
• 0:52-1:04 - Evaluations (3 × 3-4 min)
• 1:04-1:06 - Grammarian's Report
• 1:06-1:08 - Ah-Counter's Report
• 1:08-1:14 - General Evaluator
• 1:14-1:20 - Awards & Closing

✓ Toastmaster Responsibilities

• Keep meeting on schedule
• Introduce each segment smoothly
• Fill dead air with transitions
• Thank each participant
• Maintain energy and enthusiasm

After Meeting

✓ Immediate (Same Day)

• Clean up meeting space
• Return borrowed equipment
• Thank first-time role holders
• Follow up with guests

✓ Next 24 Hours

• Send thank you email to participants
• Update attendance records
• Mark completed speeches in records
• Archive meeting details

✓ Planning Ahead

• Confirm next meeting's assignments
• Send reminders for next meeting
• Address any issues that came up
• Update schedule if needed

Common Meeting Challenges & Solutions

Challenge: Speaker No-Show

Solution:

• Always have 1-2 backup speakers who can speak on short notice
• Table Topics Master can extend their segment
• Officers should have prepared speeches ready
• Educational session can fill time

Challenge: Running Over Time

Solution:

• Toastmaster keeps strict time limits
• Cut Table Topics short if needed
• Shorten General Evaluator if running late
• Skip awards/announcements (do via email)

Challenge: Low Attendance

Solution:

• Combine roles (Timer + Ah-Counter)
• Officers fill multiple roles
• Reduce number of speeches
• Still run meeting (even with 5 people)

Challenge: New Member Overwhelmed

Solution:

• Assign experienced member as mentor
• Give them easy role first (Timer)
• Brief them before meeting starts
• Offer to review role description

Meeting Excellence Tips

1. Start On Time, End On Time

Respect everyone's schedule. Starting late punishes people who arrived on time. Running over keeps people late. Stick to the schedule religiously.

2. Energy Matters

The Toastmaster sets the tone. High energy, enthusiastic introductions, and smooth transitions make meetings feel professional and engaging.

3. Acknowledge Everyone

Thank every participant by name. Recognize first-timers. Celebrate milestones. People come back when they feel valued.

4. Handle Mistakes Gracefully

Someone forgets their role? Freezes during speech? Has technical issues? Support them, don't embarrass them. We're all learning.

5. Leave Time for Socializing

Don't rush people out the door. The 10 minutes after meetings are valuable for networking, mentoring, and building club culture.

Role-Specific Checklists

For Toastmaster of the Evening:

• Arrive 15 minutes early
• Confirm all participants present
• Get speech titles from speakers
• Coordinate with General Evaluator
• Prepare opening remarks
• Write smooth transitions
• Keep meeting on time

For General Evaluator:

• Know the meeting timeline
• Coordinate with all functionaries
• Take notes during meeting
• Prepare 2-3 minutes of feedback
• Recognize good and bad
• End on positive note

For Speakers:

• Prepare speech well in advance
• Practice timing (stay within limits)
• Know your project requirements
• Bring any props/materials
• Give speech title to Toastmaster
• Arrive early to calm nerves

Virtual Meeting Considerations

Extra Checklist Items for Zoom/Online:

• 30 min before: Start Zoom room, test audio/video
• 15 min before: Admit early arrivals, test their audio
• During meeting: Monitor chat for questions
• Technical support: Have co-host ready to help
• Recording: Start recording if desired (announce it!)
• Breakout rooms: Pre-set if using for Table Topics

Virtual Meeting Best Practices:

• Mute by default, unmute to speak
• Encourage cameras on for engagement
• Use reactions/emojis for participation
• Share screen for Timer signals
• Have backup plan for tech failures

Sample Meeting Timeline

Emergency Situations

What to Do When...

Toastmaster Doesn't Show Up:

• President or VP Education steps in
• Use standard agenda (don't wing it)
• Keep it simple and on-time

All Speakers Cancel:

• Extended Table Topics (30 minutes)
• Educational session on speaking techniques
• Members share favorite speeches
• Evaluation workshop

Only 5 People Show Up:

• Combine roles (everyone does 2-3 things)
• Shorten meeting to 60 minutes
• Make it intimate and valuable
• Still deliver education and value

Zoom Fails Mid-Meeting:

• Have backup Zoom account ready
• Post new link in club group immediately
• Call key participants if needed
• Resume where you left off

Meeting Quality Metrics

Signs of a Great Meeting:

• ✓ Started and ended on time
• ✓ All roles filled (no gaps)
• ✓ High energy and engagement
• ✓ Smooth transitions (no dead air)
• ✓ Balanced evaluations (constructive)
• ✓ Members left feeling motivated

Red Flags to Fix:

• ✗ Consistently running 15+ minutes over
• ✗ Same people doing all the roles
• ✗ Low attendance (< 40% of members)
• ✗ Members arriving late/leaving early
• ✗ Lack of preparation (winging it)
• ✗ Negative evaluations (demoralizing)

Post-Meeting Excellence

Follow-Up Actions:

• Send thank you email within 24 hours
• Update member records (speeches, roles)
• Solicit feedback from participants
• Address any issues raised
• Plan next meeting improvements

Continuous Improvement:

• Review what went well
• Identify what to improve
• Ask members for suggestions
• Implement changes incrementally

Printable Checklist

Want this as a PDF? Email us at managerstoast@gmail.com and we'll send you a printable one-page checklist for your club.

Conclusion

Running excellent Toastmasters meetings is a skill that improves with practice. This checklist covers the essentials, but every club is different. Adapt it to your club's style, timing, and needs.

The key is consistency: follow the same structure every meeting, prepare thoroughly, and always put member experience first. Do that, and your club will thrive.

See you at your next meeting! 🎤

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About: This checklist is based on best practices from successful Toastmasters clubs across the country. Customize it for your club's unique needs.