The Toastmaster sets the tone for everything that follows. A good host makes a meeting feel effortless, and almost all of that effort happens before anyone walks in. Here is how to prepare, what to say, and how Toastmanagers takes the paperwork off your plate.
What the Toastmaster actually does
You are the host and director of the meeting. You open it, introduce each participant, make the transitions, and keep it running on time. You don't need to be the most experienced speaker in the room. You need to be prepared and warm.
One week before
- Check the schedule and confirm that every role is filled
- Contact each speaker for their speech title, Pathways project, and time
- Remind speakers to send an introduction or a few facts about themselves
- Choose a theme if your club uses one
In Toastmanagers, you can see every assigned role and who has confirmed in one view. Speakers enter their speech title and Pathways project on the schedule, so you aren't collecting them over text message.
Two days before
Build your agenda and read it through out loud. Open the meeting menu and download the Agenda PDF, then download the speaker introductions sheet. Both are built from the schedule, so if a role changes, a fresh download already has the new name.
Write your transitions
Transitions are what separate a good Toastmaster from someone reading a list. Plan one sentence that links each part to the next.
"Sarah just reminded us how much a single conversation can change. Our next speaker knows something about change too, having moved across three countries in five years."
A sample opening
"Good evening, members and guests. I'm Alex, your Toastmaster tonight, and our theme is fresh starts. If you are visiting us for the first time, welcome. You'll hear prepared speeches, impromptu speaking, and supportive feedback, and nobody will make you speak unless you'd like to."
Then explain the night in two sentences and hand over to your first participant. Lead the applause, and stay at the lectern until the next person arrives.
Keeping the meeting on time
- Know the two or three items that can flex, such as Table Topics
- Agree in advance how the Timer will signal you
- If you run late, shorten your own remarks first
- Never cut a speaker's evaluation to save time
The Toastmanagers Meeting timer loads your agenda segments automatically, so whoever is timing can move through the evening one segment at a time.
On the night
- Arrive early and check the room and the order of the program
- Print or open the latest agenda
- Greet guests before you open the meeting
- Introduce each speaker with their title, project, and time
When someone drops out at the last minute
A speaker slot can become extended Table Topics, and a helper role can usually be doubled up. In Toastmanagers, an officer taps the role, picks a new name, and the new person is told by email. Then download a fresh agenda. There's more in how to stop no-shows.
Walk In With the Agenda Already Done
One-click PDF agendas and speaker introductions, built straight from your club's schedule.
Get Started FreeNo credit card required.
Frequently Asked Questions
How long should my introductions be?
Keep them short, around 20 to 30 seconds. Introduce the speaker's title and why the audience should care, then get out of the way.
Do I need a theme?
No, but a simple one gives you easy transitions.
What if I'm nervous?
Script your first two sentences and memorize them. Once you're past the opening, the agenda carries you.