Meeting Role Descriptions


The main duty of the Toastmaster is to act as a genial host and conduct the program, including introducing the participants. Program participants should be introduced in a way that excites the audience and motivates each member to listen. The Toastmaster creates an atmosphere of interest, expectation, and receptivity. By introducing the theme for the meeting in an entertaining way, the Toastmaster “warms up” the audience for the speakers. It is also the duty of the Toastmaster to keep the meeting running on schedule and to remind those filling other roles if schedule changes need to be made.

Here is a link to download a Toastmasters script: Toastmaster script and log

Ah-Um Counter:

This role notes the use of words and sounds used as a “crutch” or “pause fillers” by anyone who speaks during the meeting. Words may be inappropriate interjections such as “and, well, but, so, you know;” and sounds may be “ah, uh, um, er,” or other non-words used by the speaker. At the close of the meeting, the Ah Counter will provide a general report to the club and make a detailed personal report available for each member to view.

Here is a link to download a script and log for Ah-Um Counter: Ah-Counter-script-and-Log


The Grammarian has two basic responsibilities: 1) To select a “Word of the Day” – a word that meeting participants can incorporate in their everyday conversations but is different from the way they usually express themselves, and 2) to comment on the proper use of language during the course of the meeting.

Here is a link to download a script and log for Grammarians: Grammarian Script and Log


One of the lessons to be practiced in speech training is that of expressing a thought within a specific time. The Timer is responsible for keeping track of the time for each segment and participant in the meeting. The Timer signals the participant with a green card when qualifying time has been reached; then at the mid-point with a yellow card; and a red card will signal when 30 seconds remain. After 30 seconds the participant is disqualified.

Here are some links to Zoom timer backgrounds:  

Here is a script and log for the Zoom Timer: Timer Script and Log

General Evaluator:

The General Evaluator evaluates anything and everything that takes place throughout the meeting. In addition, the General Evaluator is responsible for introducing each speech evaluator and the speaker they will be evaluating.  The General Evaluator may also ‘evaluate’ the “speech ‘evaluators” if they desire.

Here is a script and log for the General Evaluator: General Evaluator Script and Log

Speech Evaluator:

After every prepared speech, the speaker receives a verbal evaluation. The speaker’s Evaluator provides an oral and a written evaluation using the guide for that project in the manual. The purpose of the speech evaluation is to help the speaker become less self-conscious and a better communicator. Ideally, the Evaluator should take into account the speaker’s skill level, habits, mannerisms, and progress to date, to give positive and constructive feedback.  Click here for an evaluator checklist for an Icebreaker speech. The rest of the evaluator checklists vary depending on the Pathway, level, and speech.


A major portion of each Toastmasters meeting is centered on one or more speakers who have prepared their speeches based on manual project objectives. These speeches last from 4-6 minutes for the Icebreaker; 5-7 minutes for most projects in the basic Communication and Leadership Program manual; and different times for projects in various Advanced Communication and Leadership Program manuals. Preparation is essential to success when you are the speaker; be sure to bring your manual for your speech evaluator.

Table Topics Master:

The purpose of Table Topics is to have members practice “thinking and speaking on their feet” by responding extemporaneously one to two minutes to question posed by the Topics Master. The Topics Master should call on club members who do not have an assigned role then members with a smaller role; speakers should not be called. The goal is to give every member a chance to speak.  The TTM needs to know who is a ‘new member’ versus a guest. Coming up with new and creative ways to fill this role is strongly encouraged and it makes serving as Table Topics Master both challenging and a lot of fun.

Here is a link to download a script and log for a Table Topics Master: Table Topics Master Script and Log

Vote Counter:

A vote for the BEST Speaker, Evaluator and Table Topics speaker is taken to choose a winner. Should there be a “tie” in the votes, then Ballot Counter will anonymously act as the tie-breaker and choose the winner. Do not announce how many votes the winner received. The award is presented and received at the end of the meeting. There are two reasons a vote is taken; to provide a low-key, friendly, motivational type of competition and more importantly, the opportunity for members to learn how to present and receive an award and a hand-shake properly and smoothly.

Meeting Expectations

Timing: Meetings are one hour long and each component has a specific duration. This is to help members learn how to manage time in a structured manner.

Log In Early: Members should log in 10-15 minutes early whenever possible to ensure that all roles are filled and any questions are answered. 

Clapping: Since it is a virtual meeting, instead of clapping, hold up “jazz hands” (waving both hands in the air while fluttering fingers)

Video: Members should always have videos on to simulate a face-to-face meeting.

Audio: Always remain on mute unless you are the speaker

Zoom Reaction Icons:  It is encouraged to use zoom reaction icons when possible. (thumbs up, smile, etc.)