Guidelines for Meeting Roles

Toastmaster of the Day (TMD)

Mission of the Role: Prepare the meeting and ensure that the appropriate roles are filled on easy-speak in advance, host and lead through the meeting.

1-14 days before the meeting

  • Make sure all roles are taken on easy-speak and everybody knows his/her responsibilities
  • Define the theme of the meeting, update on easy-speak and inform the president, TTM and Grammarian about it
  • Update the ‚word of the day‘ on easy-speak which is chosen by the Grammarian
  • Assign roles if necessary/possible
  • Check with the VPE, if speaker roles are missing
  • On the day and well in advance of the meeting, print out the agenda for participants (approx. 20 copies)
  • The Sunday before the meeting, confirm with the Sergent at arms the meeting format (online or hybrid) and inform WhatsApp group if there are changes with respect to what was originally planned.

15-minutes before meeting starts

  • Make sure to know the agenda and correct pronunciations of the names and titles of the roles and speeches
  • Double check if everybody’s role is clear to them
  • Hand out the agendas and feedback forms on the tables
  • Choose your seat close to the stage
  • TMD is responsible for the meeting being well prepared before the start. The TMD is supported by the Sergeant at Arms (SAA), who is accountable for the preparation of the room, name tags, stage, etc

During the meeting

  • The TDM makes sure that the meeting starts and ends on time
  • Give a general overview of what is coming (no details, the agenda is printed). Are there any changes in the agenda?
  • Use two or preferably three of the ILTM languages throughout the moderation (German, French, English)
  • Ensure that the stage is always “owned” by someone by giving the stage from person to person through a handshake
    • Lead the applause when inviting people on stage
    • Do handshake when the next speaker enters the stage 
    • Once the speaker (of a prepared speech) is on stage, introduce:
      • Name – Title – Title – Name (no applause anymore -> speaker starts)
    • When a member finished their part, “take back the stage” from them through a handshake

Same day, after the meeting

  • Summarise the meeting and post in WhatsApp chat, including the information regarding the next meeting date
  • Close the meeting in Easyspeak within 24 hours after the meeting: ensure that all attendees are updated in the participants list and that that roles are listed correctly. If an attendee isn’t on easy-speak, please contact the VPM.

For additional information on the role of the TMD, please click here

General Evaluator

Mission of the Role: Lead the evaluation team; evaluate in general the quality of the meeting (how the meeting went and what can be improved).

During the intro

  • Announce the members of the evaluation team and their role in the following order:
    • Timer: during the meeting, the Timer measures the times of each speaker. Indicates and keeps the green card visible when the minimum time has been reached, yellow for the middle, and red when the maximum time has been reached. 30 seconds after the red card are acceptable for prepared speeches, while 15 seconds after the red cards are acceptable for the table topics
    • Ah-Counter: during the meeting, the Ah-Counter records overlong pauses, overused words and filler sounds relied upon too often by all speakers (e.g. aaand, buuut, sooo, you know, etc) 
    • Grammarian: during the meeting the Grammarian listens to the grammar, pronunciation or other mistakes made by the speakers. The General Evaluator ask the Grammarian to introduce the word of the day

Report at the end of the Meeting 

  • Invite each member of the evaluation team to give their report: first Timer, second  Ah-Counter, and lastly Grammarian
  • Evaluate in general the quality of the meeting (how the meeting went and what can be improved). Potentially give individual feedback to those who were not evaluated (TMD, TTM, Evaluators, etc)

For additional information click here

Timer

Mission of the Role: Responsible for monitoring the time of the speakers and various roles in the meeting.  Tips  

Before the Meeting: 

  • Make sure to bring a stopwatch (i.e. charged phone) to the meeting or use the official Toastmasters International app 
  • Acquire signalling equipment from the Sergeant at Arms

During the Meeting

  • The Timer is in the team of the General Evaluator and might be called upon to explain the role of the Timer
  • The Timer measures the times of each speaker, indicates and keeps the green card visible when the minimum time has been reached, yellow for the middle and red when the maximum time has been reached
  • The Timer needs to be aware that the prepared speeches are usually allowed to be 30 seconds overtime. Thus, there is no need to call the time or interrupt the speaker. The Timer has to simply write down the time spoken
  • Here are the background “cards” for the online meeting (download and switch your background accordingly.
    https://drive.google.com/drive/folders/1XtZb_O4UFIvHamatlufXg_zEF0u82ePc?usp=sharing

Report at the end of the Meeting 

  • The General Evaluator will ask you to summarize your observations
  • Come to the front and shake hands with the General Evaluator
  • Announce the speakers’ names and the time taken
  • KISS – Keep it Short and Sweet: Ideally, the Timer is timed as well, and needs to make sure to end own evaluation within 30 seconds after the red sign is shown

After the meeting

  • Return equipment after the meeting to the Sergeant at Arms

For additional information click here

Ah-Counter

Mission of the Role: Note unnecessary words or filler sounds, like “ah”, “ahem”, “well” or unintentionally repeated words. 

Before the Meeting

During the Meeting

  • The Ah-Counter is in the team of the General Evaluator and might be called upon to explain the role of the Ah-Counter
  • Record overlong pauses, overused words and filler sounds relied upon too often by the speakers. Examples include: aaand, buuut, sooo, you knoow, ah, um, like, etc.

Report at the end of the Meeting 

  • The General Evaluator will ask the Ah-Counter to summarise their observations
  • The Ah-Counter can organise their report in several ways, be creative
  • The Ah-Counter is timed as well and needs to end their evaluation 30 seconds after the red sign is shown

For additional information click here 

Grammarian

Mission of the Role: Set the word of the day. Note how many times it is used in which language. Help to improve the grammar and vocabulary.

Before the Meeting 

  • The template for Grammarian can be used Grammarian_Template_ILTM. It can be provided by the Sergeant at Arms
  • The Grammarian chooses a “Word of the Day” and makes sure to know the words meaning and pronunciation in both German, French and English and writes it well visibly on the board and in the back of the room if possible 

During the Meeting 

  • The Grammarian is in the team of the General Evaluator and will be called upon to explain the role of the Grammarian and introduce the “Word of the Day” in the beginning of the meeting

Report at the end of the Meeting 

  • The General Evaluator will ask you to summarise your observations
  • The Grammarian is timed as well and needs to end their evaluation 30 seconds after the red sign is shown

For additional information click here

Evaluator

Mission of the Role: Evaluate a prepared speech. The evaluation is delivered after the speech in verbal and written form.

Before the Meeting 

  • The Evaluator makes sure to know the objectives of the speaker they are evaluating and makes sure the speaker brings their evaluation form

During the Meeting 

  • Immediately before the speaker starts giving their speech, the Evaluator is asked to summarise the speaker’s objectives
  • After the speech, the Evaluator is asked to give oral and written feedback
  • The Evaluator is timed as well and needs to end their evaluation 30 seconds after the red sign is shown

For additional information click here

Table Topics Master (TTM)

Mission of the Role: Prepare the topics for impromptu speeches part of the agenda and choose the Table Topics Speaker. 

Before the Meeting 

  • The TTM should have topics prepared in three official languages (German, French, English) for at least six impromptu speakers 

During the Meeting

  • The TTM should first announce the topic. Then ask for volunteers or call out; give preference to participants who have not yet spoken; choose first an experienced member, so that the guests know what they step into when asked to speak
  • The TTM should make it clear that guests are allowed to decline, when called out, but not members
  • The TTM should aim for a balanced usage of three languages and let the speaker know that he/she are free to choose the language of speech delivery
  • Do handshake with the impromptu speaker when he/she reaches the stage; stay on the side of the stage during their speech; do handshake once the speech is completed and lead the applause 
  • Impromptu speeches are short at ILTM than at other TM clubs: 
    • Green card at 45 seconds
    • Yellow at 1 minute
    • Red card at 1 minute 15 seconds
  • Give an impromptu speech at the end of all table topics speeches, summarising what the speakers said
  • If there are at least 3 table topics speeches, the TTM can conduct a Table Topic Contest. If doing so, hand out the slips before the meeting on the tables and collect them after the table topics. The president or the TTM announces the winner at the end of the meeting

For additional information click here

TABLE TOPICS SPEAKER (TTS)

Mission of the Role: Present a one-minute impromptu speech to a topic given by the Table Topics Master.

During the Meeting 

  • The TTM will present topics for impromptu speeches, listen carefully as anybody might be called out
  • The Table Topics Speaker might be called out or asked to volunteer
  • When on stage, do handshake with the TTM
  • The impromptu speeches at ILTM are shorter than in other Toastmaster clubs:
    • Green card will be shown at 45 seconds
    • Yellow card at 60 seconds
    • Red card at 75 seconds
  • The time will be measured with the speaker’s definite first verbal or nonverbal communication, so if the TTS needs some seconds to think about what to say, TTS can take time and then start the speech
  • After the speech, do handshake with the TTM before leaving the stage

For additional information click here

(Prepared) SPEAKER

Mission of the Role: As a member of Toastmasters International, you will follow an educational program, where giving prepared speeches are a major part of Toastmaster experience

About 1-8 weeks before the Meeting:

  • The speaker requests his/her speech on easy-speak
    • Add the title including the language of the speech in brackets. Example: Carpe Diem (français) 
    • Select the Workbook (Pathway) and your project and three preferred dates
    • Your speech will be scheduled by the VPE

  • Contact your Evaluator to tell him/her about your objectives
  • Print out the evaluation form for your Evaluator

15 minutes before the Meeting starts:

  • Arrive 15 minutes before the meeting and talk with your Evaluator about your objectives
  • Prepare set up if necessary with the Sergeant at Arms (SAA) 

    Zoom Master for Hybrid Meetings

    Mission of the Role: ILTM has introduced Hybrid Meetings whenever it makes sense for the club meetings. The role of the Zoom Master is crucial for the successful online meeting combined with the meeting in the room. He ensures the flewless connection of the online participants on Zoom with the participants who are present in the room.
    As it’s a demanding role, the Zoom Master is trained for this role, if interested in taking the role, please contact the SAA. The Zoom Master is closely working together with the SAA, and as the setup is quite a lot, you might delegate some of the point to the present Club members.

Hardware you need:

  • Bring a computer (Zoom installed), including power cable. The computer must have the following slots (there is a USB C adaptor newer devices/MacBooks with all the needed outputs in the ILTM box if needed):
    • USB 3.0 (for the camera, it’s the ‘old’ USB output)
    • 3.5 mm Klinken/common audio output (for the microphone)
    • HDMI (connecting to the screen)
  • From the ILTM box:
    • Webcam for stage
    • Lavalier microphone for the speaker
    • iPhone & cable & tripod (audience camera)
    • USB C adaptor new deviced/MacBooks if needed
  • In the room:
    • TV screen
    • HDMI cable

Software:

  • Internet (Centralhouse has WLAN)
  • Installed Zoom on your computer
  • Login on Zoom Computer with ILTM Account mail@iltm.ch

Before the meeting starts:

  • Zoom Master arrives 11:45 am latest for the setup
  • Ensure to have all the hardware from the ILTM Box (ask SAA)
  • Connect computer to the power and HDMI cable
  • Connect the iPhone to the TV to charge (it might take a while until it’s charge)
  • Start your computer and login with the ILTM Zoom Account and enter the ILTM Meeting
  • Connect your computer to the TV, microphone, webcam and power, place webcam
  • Check the microphone and the camera on Zoom by testing microphone and camera on Zoom
  • The sound of the Zoom meeting should come from the TV: check the TV volume with the remote control
  • When the audience camera (iPhone) is charged enough, login to the meeting by the link in the notes. Ensure Zoom is on mute and the volume of the phone off. Place the audience camera in the front of the TV and ensure the audience to be visible for the online participants
  • Place the TV in an angle that the audience AND the speaker can see the online audience
  • For the speakers in the room, there might be a timer in the room necessary, as it’s hard for the speaker in the room to see the timer on the screen. Check with the participants in the room if it’s necessary and assign where necessary

During the meeting:

  • Zoom Master controls mute/unmute of the online speakers
  • Zoom Master ensures that the online speaker is on Full screen, or, if necessary, all online participants are visible (for example when speakers for table topics are chosen)
  • Zoom Master gives access for recording if requested by somebody by online participants
  • Zoom Master ensures the audience can hear the online speaker (adapting the TV volume with the remote control if necessary) 

After the meeting:

  • Equipment to be placed back