Meeting information
Guests simply watch and enjoy — you can join Table Topics if you'd like, but there's never any pressure to speak.
Meeting information
When we meet, what happens, and how to visit.
When & where
- Day
- Saturday (weekly)
- Time
- 14:00 – 16:00 (GMT+8)
- Mode
- On-site
- Venue
- Jin Book Study, 2F Yinzhou New Era Civilization Practice Center, 578 Middle Shounan Rd, Ningbo
- Fee
- Roles & XMA members: free · Brother-club members: ¥15 · Guests: ¥25
What to expect
Your first meeting, step by step
Guests simply watch and enjoy — you can join Table Topics if you'd like, but there's never any pressure to speak.
Typical agenda
A Saturday afternoon at the club
- Opening · Toastmaster of the Day welcomes everyone
- Table Topics — impromptu speaking
- Prepared speeches (Pathways projects)
- Prepared-speech evaluations
- Reports (Timer / Ah-Counter / Grammarian) · General Evaluation · Awards · Closing
Anatomy of a meeting
How a Toastmasters meeting is organized
A meeting flows through three parts — impromptu Table Topics, prepared speeches, and evaluations — supported by reporting roles. Here is the official overview.
- 1The Toastmaster is the meeting's host and director.
- 2Table Topics Speakers are guests or members without a meeting role who want to improve their impromptu speaking skills.
- 3The Topicsmaster runs the Table Topics section. They choose participants and select topics for each speaker.
- 4Members plan and write five- to seven-minute speeches that they deliver during club meetings.
- 5Evaluators provide verbal and written feedback on speeches. Each speaker has an evaluator.
- 6The General Evaluator provides feedback on the overall meeting and the evaluations given, and offers areas of improvement.
- 7The Timer times speeches, Table Topics, and evaluations, and provides a report at the end of the meeting.
- 8The Ah-Counter counts filler words each speaker uses and reports on them at the end of the meeting.
- 9The Grammarian chooses a word of the day and helps speakers improve their grammar and vocabulary.
- 10Some clubs have their own unique meeting roles. Ask a club officer what these roles are and how you can fill them!
Based on “Anatomy of a Toastmasters Meeting” (Item 472, Toastmasters International).
Meeting roles
Who does what at a meeting
Every meeting runs on member roles — each one builds a different communication or leadership skill. Tap a role to see what it involves.
SpeakerDeliver a prepared speech from a Pathways project
A major part of every meeting revolves around two or more scheduled speakers, who prepare speeches based on Pathways projects. A prepared speech is an excellent way to practice communication and leadership skills, including planning, organization, and time management.
- Check the meeting schedule for your time to speak.
- Start early, allowing time for research, organization and rehearsal — use the project checklist provided.
- Write a speech introduction or ensure the Toastmaster prepares one.
- Find out who your evaluator is; share your project, speech and any goals or concerns you want noted.
- Arrive early to check the microphone, lighting and any props or equipment.
- Sit near the front for quick access to the lectern.
- Give full attention to other speakers; don’t study your notes while someone else talks.
- Walk to the lectern with confidence; after finishing, wait for the Toastmaster before taking your seat.
- During your evaluation, listen for helpful advice for future speeches.
- Ask your evaluator about any scores or written comments.
- Review other members’ written notes and request feedback on Base Camp.
- When you complete a level, send the level-completion request to your VP Education.
EvaluatorGive the speaker honest, encouraging feedback
Serving as an evaluator practices listening, critical thinking, feedback and motivation. The most important benefit of Toastmasters is the honest, fair and supportive evaluation of members’ presentations and leadership. Use Pathways evaluations to identify where speakers succeeded and where they can grow.
- Communicate with the member about their project; review the Pathways evaluation resource.
- Revisit the “Evaluation and Feedback” project for feedback strategies.
- Greet the member, clarify any concerns, and confirm the evaluation format with the General Evaluator.
- Score against the Evaluation Criteria — 3 means the member met the competency; 4–5 is above and beyond, only the very best earn a 5.
- The best evaluations motivate — suggest specific actions, not just areas to strengthen.
- Stand and deliver verbally; begin and end with encouragement, and don’t read your written notes.
- Praise what succeeded and why; be respectful and focus on skills, not personal attributes.
- When returning the written evaluation, add a few words of encouragement and congratulations.
TimerPace speeches and report times
A hallmark of effective speakers is expressing themselves within a set time. The timer paces speeches and tracks every part of the agenda. You must know each presenter’s allotted length.
- Confirm participants with the Toastmaster and General Evaluator, and the time allotted to each speaker.
- Write and rehearse your timing explanation; emphasize timing rules and signals for guests.
- Collect the timing equipment from the Sergeant at Arms; check it works and you’re comfortable with it.
- Choose a seat where the signal device can be seen by everyone.
- When introduced, explain the timing rules and demonstrate the signal device.
- Signal speakers per club policy; show red when they reach their allotted time.
- Record each participant’s name and exact time; when asked, stand and report names and durations.
- Return the equipment to the Sergeant at Arms; give the timer’s report to the Secretary if required.
TopicsmasterPrepare topics and run Table Topics
Table Topics® gives every member and guest a chance to speak impromptu for a minute or two. The Topicsmaster prepares and issues original topics — developing planning, organization, time management and facilitation.
- Confirm any meeting theme and choose topics that fit; otherwise pick a wide selection and avoid repeats.
- List those with roles so you call on other members first.
- State the purpose briefly and enthusiastically; encourage the word of the day if there is one.
- Remind speakers of the time limit; state the topic, then call on members at random.
- Keep your comments short; adjust the number of topics to end on time.
- If your club awards Best Table Topics Speaker, have the timer report eligibility, invite votes, then return control to the Toastmaster.
Table Topics SpeakerAnswer an impromptu topic on the spot
Table Topics develops your ability to organize thoughts quickly and respond to impromptu questions. It usually follows the prepared speeches; the Topicsmaster states a topic and calls on members at random, each getting a different one. You may answer from your seat or at the lectern per club policy; the Topicsmaster specifies the time allowed.
General EvaluatorEvaluate the whole meeting; lead the evaluation team
The General Evaluator evaluates everything in the meeting — practicing critical thinking, planning, time management, motivation and team building. They report to the Toastmaster and lead the evaluation team (timer, grammarian, Ah-Counter, speech evaluators, and a Table Topics evaluator if any).
- Confirm the program with the Toastmaster; brief all evaluators on whom and how they’ll evaluate.
- Remind the team of their tasks; prepare a short talk on the purpose and benefits of evaluation.
- Ensure evaluators have materials and understand the criteria; arrange substitutes via the VP Education.
- Check the word of the day, verify times with the timer, and sit at the back to observe.
- Note everything that happens — and anything that should have — including timing and distractions.
- Evaluate each participant on preparation, organization, delivery and performance of duties.
- Introduce the grammarian, Ah-Counter and timer; introduce each speech evaluator and thank them.
- Give your general evaluation — encouraging, specific, and noting whether evaluations followed the criteria.
ToastmasterHost and conduct the whole meeting
The Toastmaster coordinates and conducts the entire meeting, introduces participants and acts as a genial host, setting the tone. Usually for members familiar with the club; it builds planning, organization, time-management, facilitation and team-building skills.
- Get the speaker/role list from the VP Education; brief the Topicsmaster and provide their list.
- Remind speakers, prepare introductions (title, project, time, interesting facts) and bridging remarks.
- Confirm the General Evaluator and have them brief the evaluation team.
- Arrive early, confirm last-minute changes, and seat speakers near the front.
- Preside with sincerity, energy and decisiveness; start and end on time, adjusting as needed.
- Lead the applause; introduce each speaker and step back once they take the lectern.
- Introduce the General Evaluator and Topicsmaster; request the timer’s report and collect votes.
- Invite guest comments, present awards, request the thought for the day, and adjourn.
GrammarianIntroduce the word of the day; comment on language
The grammarian introduces new words, comments on the language used during the meeting, and provides examples of good word usage and grammar.
- Select a word of the day to build vocabulary; prepare a brief description of the role.
- Add the word to the agenda or a visual aid — word, part of speech, definition and a sentence.
- Place the visual aid at the front; be ready to take notes (collect the log from the Sergeant at Arms).
- Announce the word of the day — part of speech, definition, a sentence — and invite everyone to use it.
- Note any awkward or incorrect usage and who erred; track who used the word of the day correctly.
- When called on, report, offer correct usage examples, and announce who used the word correctly.
Ah-CounterNote filler words and sounds
The Ah-Counter notes the filler words and sounds members use — and, well, but, so, you know; sounds like ah, um, er. It’s an excellent opportunity to practice listening.
- Prepare a brief explanation of the Ah-Counter’s duties for guests.
- Be ready to take notes (collect the log from the Sergeant at Arms).
- Explain the role, then tally each person’s filler words, sounds and unnecessary pauses.
- Report when called on by the General Evaluator; duties conclude with the meeting.
IntroducerWrite and deliver speaker introductions
The introducer role isn’t required but is common. A good introduction sets up a positive experience for speaker and audience. The introducer writes and delivers an introduction for each speech — it takes nearly as much preparation as a full speech.
- Contact each speaker to collect relevant information; prepare your introductions.
- Greet speakers, confirm titles and any changes, and sit near the front.
- Introduce each speaker, step back once they take the lectern; duties conclude with the meeting.
Other rolesJoke Master, parliamentarian, Word Master…
Your club may have other meeting participants, such as Joke Master, parliamentarian, and Word Master. Check with your club officers for guidelines affecting these positions.
Adapted from Toastmasters’ “A Toastmaster Wears Many Hats” (Item 1167D).
Meeting information
Guests simply watch and enjoy — you can join Table Topics if you'd like, but there's never any pressure to speak.