su toast toastmasters' meeting conducting flow

Sample Meeting Conducting Flow

SU Toast Toastmasters ClubClub No. 1268304, Area 18, Eastern Division, District 65 of Toastmasters International

Duty Roster

No.

Role Name Allotted

Time[min:sec]

Start Time[hr:min]

End Time[hr:min]

1 SERGEANT AT ARMS1) Stand by lectern.2) Announce that meeting begins.3) Welcome all attendees.4) Introduce guests if there are.5) Call for PRESIDENT by addressing, “Mr. / Madam

President.”6) Lead applause.7) Transfer control to PRESIDENT.8) Firm handshakes.9) Get back to your seat.

ShundongLi

01:00 (top)

7:00 pm 7:01 pm

2 PRESIDENT1) Acknowledge SERGEANT AT ARMS by saying

his/her name, e.g., “Li.”2) Opening comment3) Introduce today’s TOASTMASTER with his bio.4) Call for today’s TOASTMASTER by addressing

him/her as “Mr. / Madam Toastmaster.”5) Lead applause.6) Transfer control to him/her.7) Firm handshakes.8) Get back to your seat.

Joe 00:30 (top)

7:01 pm 7:01 pm

3 TOASTMASTER1) Acknowledge PRESIDENT by saying “Mr. President.”2) Briefly explain your role.3) Briefly mention today’s Duty Roster; i.e., who serves

which role.4) Call for W.A.G. MASTER by addressing his/her name,

e.g., “Jenny” with smile.5) Lead applause.6) Transfer control to him/her.7) Firm handshakes.8) Get back to your seat; Sit in front row seat for easy

access.

Claudia 01:00 (top)

7:01 pm 7:02 pm

4 W.A.G. MASTER (Word of the Day)1) Acknowledge TOASTMASTER by saying, “Mr. /

Madam Toastmaster.”2) Briefly explain your role.3) Present Word of the Day.4) Remind of usage of today’s word to attendees during

the course of meeting.

02:00 (top)

7:02 pm 7:04 pm

1



5) Return control to TOASTMASTER by addressing him/her as “Mr. / Madam Toastmaster.”

6) Firm handshakes; Sit in front row seat for easy access.7) Get back to your seat.

3 TOASTMASTER1) Acknowledge W.A.G. MASTER by saying his/her

name, e.g., “Jenny.”2) Call for INVOCATOR by saying his/her name, e.g.

“George.”3) Lead applause.4) Transfer control to him/her, e.g., “George.”5) Firm handshakes.6) Get back to your seat; Sit in front row seat for easy

access.

Claudia 00:10 (top)

7:04 pm 7:04 pm

5 INVOCATOR1) Acknowledge TOASTMASTER by saying, “Mr. /

Madam Toastmaster.”2) Briefly explain your role.3) Present your invocation.4) Return control to TOASTMASTER by addressing

him/her as “Mr. / Madam Toastmaster.”5) Firm handshakes.6) Get back to your seat.

02:00 (top)

7:04 pm 7:06 pm

3 TOASTMASTER1) Acknowledge INVOCATOR by saying, “George.”2) Call for HUMORIST by addressing his/her name, e.g.,

“Yang.”3) Lead applause. 4) Transfer control to him/her.5) Firm handshakes.6) Get back to your seat; Sit in front row seat for easy

access.

Claudia 00:10 (top)

7:06 pm 7:06 pm

6 HUMORIST1) Acknowledge TOASTMASTER by saying “Mr. /

Madam Toastmaster.”2) Briefly explain your role.3) Present your joke.4) Return control to TOASTMASTER by addressing

him/her as “Mr. / Madam Toastmaster.” 5) Firm handshakes.6) Get back to your seat.

02:00 (top)

7:06 pm 7:08 pm

3 TOASTMASTER1) Acknowledge HUMORIST by saying his/her name,

e.g., “Yang.”2) Call for TABLE TOPICS MASTER by addressing

him/her as “Mr. / Madam Table Topics Mater.”3) Lead applause.

Claudia 00:10 (top)

7:08 pm 7:08pm

2



4) Transfer control to TABLE TOPICS MASTER.5) Firm handshakes.6) Get back to your seat; Sit in front row seat for easy

access.

7 TABLE TOPICS MASTER1) Acknowledge TOASTMASTER by saying,

“Mr./Madam Toastmaster.”2) Briefly explain your role.3) Call for TIMER by addressing his/her name, e.g.,

“Yanardy.”4) Remain your control while standing by lectern.

00:10 (top)

7:08 pm 7:08 pm

8 TIMER1) Stand by your chair.2) Acknowledge TABLE TOPICS MASTER by saying,

“Mr./Madam Table Topics Master.”3) Demonstrate to audience how you will signal TABLE

TOPICS SPEAKERS using flip cards based on 1-to-2 minutes of time requirement.

4) Return control to TABLE TOPICS MASTER while addressing him/her as “Mr. / Madam Table Topics Master” with smile.

5) Sit down.

00:10 (top)

7:08 pm 7:08 pm

7 TABLE TOPICS MASTER1) Acknowledge TIMER by saying his name, e.g.,

“Yanardy.”2) Ask attendees to volunteer to answer to your Table

Topics questions.3) The order of asking Table Topics:

i. Members who are NOT assigned to PREPARED SPEAKERS;

ii. Guests who are willing to volunteer for Table Topics.

4) Once TABLE TOPICS SPEAKER approaches lectern, TABLE TOPICS MASTER leads applause.

5) Transfer control to TABLE TOPICS SPEAKER by addressing his/her name.

6) Firm handshakes.7) Get back to your seat; Sit in front row seat for easy

access.5) After TABLE TOPICS SPEAKER finishes speech,

he/she returns control to TABLE TOPICS MASTER by addressing him/her as “Mr. / Madam Table Topics Master.”

6) Firm handshakes. 7) Acknowledge TABLE TOPICS SPEAKER by saying

his/her name.8) Could reflect your own thoughts after each time you

recover control from TABLE TOPICS SPEAKER.

15:00 (top)

7:08 pm 7:23 pm

3



9) Repeat from steps 2) through 8).10) Flexibly manage Table Topics Session being mindful of

total 15 minutes of time slot.11) Once desired minutes are up, return control to

TOASTMASTER by addressing him as “Mr. / Madam Toastmaster” followed by firm handshakes.

12) Get back to your seat.

3 TOASTMASTER1) Acknowledge TABLE TOPICS MASTER by saying

“Mr./Madam Table Topics Master.”2) Call for TIMER by hi/hers name, e.g., “Yanardy”3) Lead applause.4) Remaining your control.5) Stand by lectern.

Claudia 00:10 (top)

7:23 pm 7:23 pm

8 TIMER (“Disqualified if either less than 1 minute OR greater than 2 minutes 15 seconds.”)1) Stand by your chair.2) Acknowledge TOASTMASTER by saying

“Mr./Madam Toastmaster.”3) Explain the time eligibility condition for Table Topics

Speech based on 1-to-2 minutes of time requirement.4) Report who did not meet the time eligibility condition.5) Return control to TOASTMASTER by addressing

him/her as “Mr. / Madam Toastmaster” with smile.6) Sit down.

00:10 (top)

7:23 pm 7:23 pm

3 TOASTMASTER1) Acknowledge TIMER by saying his/her name, e.g.,

“Yanardy.”2) Ask all attendees to vote for the Best Table Topics

Speaker on Ballot sheet.3) Remind them not to vote for those who are disqualified

in time eligibility condition; however, disregard this condition if exception below applied.

i. Exception applies to guests who volunteer and/or to members who did the first time try for TABLE TOPICS SPEAKER; they are graced and are eligible to be voted for Best Table Topics Speaker.

4) Call for BALLOT COUNTER, Sergeant at Arms, by addressing his/her name, e.g., “Li.”

5) Reaming your control.

Claudia 00:30 (top)

7:23 pm 7:23 pm

1 BALLOT COUNTER (= Sergeant at Arms; Collect votes for Best Table Topics Speaker)1) Gather all votes and tally them.2) Do NOT show your vote counting process on board;

keep it to yourself.3) Once all votes tallied, address TOASTMASTER as

“Mr. / Madam Toastmaster” with smile and announce

ShundongLi

01:00 (top)

7:23 pm 7:24 pm

4



the Best Table Topics Speaker.4) Return control to TOASTMASTER.5) Get back to your seat.

3 TOASTMASTER (Award Presentation)1) Acknowledge BALLOT COUNTER by saying his/her

name, e.g., “Li.”2) Call upon the winner and present the Best Table Topics

Speaker Award to him/her.3) Congratulate on his/her recognition by leading

applause.4) Firm handshakes.5) Call for TIMER by addressing his/her name, e.g.,

“Yanardy.”6) Remain your control.7) Get back to your seat; Sit in front row seat for easy

access.

Claudia 00:30 (top)

7:24 pm 7:24 pm

8 TIMER (Timing rule for Prepared Speaker)1) Stand by your chair.2) Acknowledge TOASTMASTER by saying, “Mr. /

Madam Toastmaster.”3) Demonstrate to audience how you will signal

PREPARED SPEAKER using flip cards within required time for his speech.



00:10 (top)

7:24 pm 7:24 pm

3 TOASTMASTER (Introduce 1st Speaker)1) Acknowledge TIMER by saying his/her name, e.g.,

“Yanardy.”2) Introduce PREPARED SPEAKER NO. 1 using his/her

bio, including his speech project number, project objective, speech manual, and time requirement for the project.

3) Call upon PREPLARED SPEAKER NO. 1.4) Lead applause.5) Transfer control to PREPARED SPEAKER NO.1 by

addressing him by his/her name, e.g., “Gana,” 6) Firm handshakes.7) Get back to your seat; Sit in front row seat for easy

access.

Claudia 00:20 (top)

7:24 pm 7:24 pm

9 PRPARED SPEAKER NO. 11) Acknowledge TOASTMASTER by saying, “Mr. /

Madam Toastmaster.”2) Deliver your speech.3) Return control to TOASTMASTER by addressing

him/her as “Mr. / Madam Toastmaster.” 4) Firm handshakes.

Sung-Jin,Kim

05:00 ~

07:00

7:24 pm 7:31 pm

5




3 TOASTMASTER (1 minute silence while passing feedback to 1st Speaker)1) Acknowledge PREPARED SPEAKER NO. 1 by

saying his/her name, e.g., “Gana.”2) Ask all the attendees for 1 minute silence.3) Meantime, SPEECH EVALUATOR NO. 1 takes notes

for evaluating PREPARED SPEAKER NO. 1’s speech.4) Ask audience to write down both strong and weak

points for the speech on Brief Evaluations sheet: what he/she did well in speech and what he/she could have done differently to improve the speech.

5) Ask audience to pass their Brief Evaluations sheet out to PREPARED SPEAKER NO. 1 in person.

6) Introduce PREPARED SPEAKER NO. 2 using his bio, including his speech project number, project objective, speech manual, and time requirement for the project.

7) Call upon PREPARED SPEAKER NO. 2.8) Lead applause.9) Transfer control to PREPARED SPEAKER NO.2 by

addressing him by his/her name, e.g., “Claudia.” 10) Firm handshakes.11) Get back to your seat; Sit in front row seat for easy

access.

Claudia 01:30 (top)

7:31 pm 7:32 pm

10 PRPARED SPEAKER NO. 21) Acknowledge TOASTMASTER by saying, “Mr. /

Madam Toastmaster.”2) Deliver your speech.3) Return control to TOASTMASTER by addressing

him/her as “Mr. / Madam Toastmaster.” 4) Firm handshakes.5) Get back to your seat.

Joseph T.

Heard

05:00 ~

07:00

7:32 pm 7:39 pm

3 TOASTMASTER (1 minute silence while passing feedback to 2nd Speaker)1) Acknowledge PREPARED SPEAKER NO. 2 by saying

his/her name, e.g., “Claudia.”2) Ask all the attendees for 1 minute silence.3) Meantime, SPEECH EVALUATOR NO. 2 focuses on

taking a note for evaluating PREPARED SPEAKER NO. 2’s speech.

4) Ask audience to write down both strong and weak points for his speech on Brief Evaluations sheet: what he/she did well in speech and what he/she could have done differently to improve the speech.

5) Ask audience to pass their Brief Evaluations sheet out to PREPARED SPEAKER NO. 2 in person.

6) Call for GENERAL EVALUATOR by addressing him/her as “Mr. / Madam General Evaluator.”

Claudia 01:30 (top)

7:39 pm 7:40 pm

6



7) Lead applause.8) Transfer control to him/her.9) Firm handshakes.10) Get back to your seat; Sit in front row seat for easy

access.

11 GENERAL EVALUATOR 1) Acknowledge TOASTMASTER by saying, “Mr. /

Madam Toastmaster.”2) Call for TIMER by addressing him by his/her name,

e.g., “Yanardy.”3) Remain your control.4) Stand by lectern.

00:10 (top)

7:40 pm 7:40 pm

8 TIMER (“Disqualified if either less than 4 minute 30 seconds OR greater than 7 minutes 30 seconds based on 5-to-7 minutes allotted speech project.”)1) Stand by your chair.2) Acknowledge GENERAL EVALUATOR by saying

“Mr. / Madam General Evaluator.”3) Explain the time eligibility condition for PREPARED

SPEAKER’s speech: plus or minus 30 seconds based on time requirement of the speech project.

4) Report who is disqualified.5) Return control to GENERAL EVALUATOR by

addressing her as “Mr. / Madam General Evaluator” with smile.

6) Sit down.

00:10 (top)

7:40 pm 7:40 pm

11 GENERAL EVALUATOR1) Acknowledge TIMER by saying his/her name, e.g.,

“Yanardy.”2) Ask TIMER to see if all the PREPARED SPEAKERS

met the time eligibility condition.3) Remain your control.

00:30 (top)

7:40 pm 7:40 pm

8 TIMER 1) Stand by your chair.2) Acknowledge GENERAL EVALUATOR by saying,

“Mr. / Madam General Evaluator.”3) Explain the time eligibility condition for PREPARD

SPEKAERS’s speeches: plus or minus 30 seconds time offset based on time requirement of speech project.

4) Report who is disqualified in evaluation.5) Return control to GENERAL EVALUATOR by

addressing him/her as “Mr. / Madam General Evaluator.”

6) Sit down.

00:10(top)

7:40 pm 7:41 pm


“Yanardy.”

00:30(top)

7:41 pm 7:41 pm

7



2) Ask all attendees to vote for the Best Speaker on Ballot Sheet.

3) Remind them not to vote for those who are disqualified in time eligibility condition; however, disregard this condition if exception below applied.i. Exception applies to the members who did the

first time try for PREPARED SPEECH; they are graced and are eligible to be voted for Best Speaker.

4) Call for BALLOT COUNTER by addressing his/her name, e.g., “Li.”

5) Remain your control.

1 BALLOT COUNTER(Collect votes for Best Speaker)1) Acknowledge GENERAL EVALUATOR by saying,

“Madam General Evaluator.”2) Gather all votes and count them; do NOT show your

vote counting process on board; keep it to yourself.3) Once all votes tallied, address GENERAL

EVALUATOR as “Mr. / Madam General Evaluator” and announce the winner for Best Speaker.

4) Return control to GENERAL EVALUATOR.5) Get back to your seat.

ShundongLi

01:00 (top)

7:41pm 7:42 pm

11 GENERAL EVALUATOR1) Acknowledge BALLOT COUNTER by saying his/her

name, e.g., “Li.”2) Call upon the winner and present Best Speaker

Award.3) Lead applause.4) Call for SPEECH EVALUATOR NO. 1 by addressing

his/her name, e.g., “Yanardy.”5) Lead applause.6) Transfer control to SPEECH EVALUATOR NO. 17) Firm handshakes.8) Get back to your seat, preferred in front row for each

access.

00:10(top)

7:42 pm 7:42 pm

12 SPEECH EVALUATOR NO. 11) Acknowledge GENERAL EVALUATOR by saying,

“Mr. / Madam General Evaluator.”2) Evaluate PREPARED SPEAKER NO. 1’s speech

within 2-to-3 minutes.3) Return control to GENERAL EVALUATOR by


4) Firm handshakes.5) Get back to your seat.

02:00 ~

03:00

7:42 pm 7:45 pm

11 GENERAL EVALUATOR1) Acknowledge SPEECH EVALUATOR NO. 1 by

00:10(top)

7:45 pm 7:45 pm

8



saying his/her name, e.g., “Yanardy.”2) Call for SPEECH EVALUATOR NO. 2 by addressing

his/her name, e.g., “Ankit.”3) Lead applause.4) Transfer control to SPEECH EVALUATOR NO. 2. 5) Firm handshakes.6) Get back to your seat.

13 SPEECH EVALUATOR NO. 21) Acknowledge GENERAL EVALUATOR by saying,

“Mr. / Madam General Evaluator.”2) Evaluate PREPARED SPEAKER NO. 2’s speech

within 2-to-3 minutes.3) Return control to GENERAL EVALUATOR by



02:00 ~

03:00

7:45 pm 7:48 pm

11 GENERAL EVALUATOR1) Acknowledge SPEECH EVALUATOR NO. 2 by

saying his/her name, e.g., “Ankit.”2) Call for TIMER by addressing his/her name, e.g.,

“Yanardy.3) Remaining your control.4) Stand by lectern.

00:10 (top)

7:48 pm 7:48 pm

8 TIMER (“Disqualified if either less than 1 minute 30 seconds OR greater than 2 minutes 30 seconds.”)7) Stand by your chair.8) Acknowledge GENERAL EVALUATOR by saying,

“Mr. / Madam General Evaluator.”9) Explain the time eligibility condition for SPEECH

EVALUATOR’s evaluation: plus or minus 30 seconds.10) Report who is disqualified in evaluation.11) Return control to GENERAL EVALUATOR by

addressing him/her as “Mr. / Madam General Evaluator” with smile.

12) Sit down.

00:10 (top)

7:48 pm 7:48 pm


“Yanardy.”7) Ask all attendees to vote for the Best Evaluator on

Ballot sheet.8) Remind them not to vote for t those who are

disqualified in time eligibility condition; however, disregard this condition if exception below applied.i. Exception applies to guests who volunteer

and/or to members who did the first time try for SPEECH EVALUATOR; they are graced

00:30 (top)

7:48 pm 7:48 pm

9



and are eligible to be voted for Best Evaluator.9) Call for BALLOT COUNTER by addressing his/her

name, e.g., “Li.”10) Remain your control.

1 BALLOT COUNTER (Collect votes for Best Evaluator)1) Acknowledge GENERAL EVALUATOR by saying,

“Mr. / Madam General Evalautor.”2) Gather all votes and count them.3) Address GENERAL EVALIATOR as “Mr. / Madam

General Evaluator” and announce the Best Evaluator.4) Return control to GENERAL EVALUATOR.5) Get back to your seat.

ShundongLi

00:10 (top)

7:48 pm 7:49 pm

11 GENERAL EVALUATOR1) Acknowledge BALLOT COUNTER by saying his/her

name, e.g., “Li.”2) Call for TIMER by addressing him by his/her name,

e.g., “Yanardy.” 3) Lead applause.4) Transfer control to TIMER.5) Firm handshakes.6) Get back to your seat; Sit in front row seat for easy

access.

00:10 (top)

7:49 pm 7:49 pm

8 TIMER (Time report for all participants)1) Stand by lectern.2) Acknowledge GENERAL EVALUATOR by saying,

“Mr. / Madam General Evaluator.”3) Report elapsed time for all participants’ speeches for

the following roles: W.A.G. MASTER’s Word-of-the-Day, INVOCATOR, HUMORIST, TABLE TOPICS SPEAKERS, PREPARED SPEAKERS, and SPEECH EVALUATORS.

4) Return control to GENERAL EVALUATOR by addressing him as “Mr. / Madam General Evaluator.”


00:20 (top)

7:49 pm 7:49 pm


“Yanrady.”2) Call for W.A.G. MASTER by addressing him/her by

his/her name, e.g., “Jenny.”3) Remain your control.

00:05 7:49 pm 7:49 pm

4 W.A.G. MASTER (Ah-Count Report)1) Stand by your chair.2) Acknowledge GENERAL EVALUATOR by saying,

“Mr. / Madam General Evaluator.”

00:20 (top)

7:49 pm 7:49 pm

10



3) Report Ah-count.4) Return control to GENERAL EVALUATOR by

addressing him as “Mr. / Madam General Evaluator.”5) Sit down.

11 GENERAL EVALUATOR1) Acknowledge W.A.G. MASTER by saying his/her

name, e.g., “Jenny.”2) Call for W.A.G. MASTER again.3) Remain your control.

00:05(top)

7:49 pm 7:50 pm

4 W.A.G. MASTER (Grammarian Report)1) Stand by your chair.2) Acknowledge GENERAL EVALUATOR by saying,

“Mr. / Madam General Evaluator.”3) Do Grammarian’s report.4) After Grammarian report, report the usage of word-of-

the-day; e.g., who used it how many times during the course of meeting.

5) Return control to GENERAL EVALUATOR by addressing him/her as “Mr. / Madam General Evaluator.”

6) Sit down.

01:30 (top)

7:50 PM 7:51 PM

11 GENERAL EVALUATOR1) Acknowledging W.A.G. MASTER by saying his/her

name, e.g., “Jenny.”2) Conduct the performance of all participants for every

role. i. Start with performance evaluation for SPEECH

EVALUATORS.ii. Move onto facilitators: TOASTMASTER and TABLE

TOPICS MASTER.iii. Finish your evaluation with the rest of participants.



02:00 ~

03:00

7:51 pm 7:54 pm

3 TOASTMASTER1) Acknowledge GENERAL EVALUATOR by saying,

“Mr. / Madam General Evaluator.”2) Call for MASTER LISTENER by addressing him/her

as “Master Listener.”3) Transfer control to him/her.4) Firm handshakes.5) Get back to your seat.

Claudia 00:05 (top)

7:54 pm 7:54 pm

14 MASTER LISTENER1) Acknowledge TOASTMASTER.2) Stand by lectern.3) Pop the quiz to audience regarding any speech content

01:00 (top)

7:54 pm 7:55 pm

11



that you think it is important delivered by any participants during the course of meeting.



3 TOASTMASTER1) Stand by lectern.2) Acknowledge MASTER LISTENER by saying,

“Master Listener.”3) Call for Club Officers by addressing club officer’s

name one by one to conduct Club Business Meeting.i. VP Education report: Announce next meeting date

with a type of meeting; Fill out duty roster; Members’ Project Completion Report (with asking your initial on it); Area/District-wide events announcement

ii. VP Membership report: Any progress in membership drive or membership building contest

iii. VP Public Relations report: Any progress in promoting club publicity

iv. Secretary reportv. Treasurer report

4) After Club Business Meeting, call for PRESIDENT by addressing him as “Mr. / Madam President.”

5) Transfer control to him/her.6) Get back to your seat.

Claudia 02:00 (top)

7:55 pm 7:57 pm

2 PRESIDENT1) Acknowledge TOASTMASTER by saying, “Mr. /

Madam Toastmaster.”2) Closing comment3) Announce that meeting has officially adjourned.4) Small talk with guests.5) Encourage them to come by again.

JosephT.

Heard

00:20 (top)

7:57 pm 7:57 pm

12

su toast toastmasters' meeting conducting flow

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