Meeting Roles Guide
Evaluator
Introduction to Speaker
Good [morning/afternoon/evening] fellow Toastmasters and guests. Before I share my evaluation, let’s quickly revisit why we do this. Evaluation is not about fault-finding — it’s about spotlighting strengths and giving constructive, actionable suggestions for growth. We look at three things: what worked well, what can be improved, and how to improve it. The aim is simple — leave the speaker encouraged, inspired, and eager to take the stage again. With that in mind, here are today’s evaluation guidelines…
Evaluation Structure
The Evaluator speech is structured into four key sections:
- Opening – Brief, impactful introduction
- Commendations – Speaker’s strengths with supporting evidence
- Recommendations – Targeted, actionable suggestions for improvement
- Conclusion – Summary and motivational closing
This format is ideal for evaluation contests and can be adapted for regular club meetings with minor adjustments.
With creativity and impromptu speaking skills, this approach also suits the General Evaluator role.
Opening (15 seconds)
Good [morning/afternoon/evening] Madam/Mister Toastmaster, fellow Toastmasters, and guests. Today, I had the privilege of experiencing a speech that seamlessly blended compelling ideas with heartfelt delivery—a testament to both skill and courage.
Tips:
- Keep it positive and concise
- Avoid restating the speech title or summary—focus on impact
Sample Evaluator Opening Lines
- Good [morning/afternoon/evening] Madam/Mister Toastmaster. Today, I witnessed a speech that was a delightful blend of passion, structure, and heart.
- Good [morning/afternoon/evening] fellow Toastmasters and guests. This evening, I had the privilege of watching a story unfold—one that kept us engaged from the first word to the last.
- Good [morning/afternoon/evening] Madam/Mister Toastmaster, fellow Toastmasters, and guests—today’s speech exemplified how well-crafted words can leave a lasting impression.
- Good [morning/afternoon/evening] everyone. A great speech entertains the mind and touches the heart. Today, we experienced both.
- Good [morning/afternoon/evening] fellow Toastmasters. Some speeches teach, some inspire. This one did both while keeping us captivated throughout.
- Good [morning/afternoon/evening] Madam/Mister Toastmaster, what we saw today was more than a speech—it was a journey.
- Good [morning/afternoon/evening] everyone. Today’s speech reminded us that authenticity is the best form of persuasion.
- Good [morning/afternoon/evening] fellow Toastmasters. A good speech speaks to the mind; a great one speaks to the heart. This was the latter.
- Good [morning/afternoon/evening] Madam/Mister Toastmaster. From the moment the speaker began, there was an undeniable connection with the audience.
- Good [morning/afternoon/evening] everyone. Speeches are like music—today’s had rhythm, flow, and moments that truly resonated.
Commendations (75 seconds)
Purpose: Highlight what worked well and why it was effective.
- Link each commendation to a specific moment in the speech
- Focus on high-value techniques:
- Seamless delivery and polished transitions
- Authentic storytelling—relatable, credible, heartfelt
- Vivid imagery—painting pictures in the mind
- Audience connection—emotional or intellectual engagement
Tip: Use the “Because…” method—Praise → Evidence → Impact
Example: Your use of vivid imagery, such as describing the sunrise as golden fingers stretching across the sky, drew the audience into your world, making us feel the scene as if we were there.
Sample Commendations
- Your opening line captured attention instantly and set the tone for the entire speech.
- Your storytelling felt authentic, making it easy for the audience to connect with you.
- The imagery you painted allowed us to see, hear, and feel your scenes vividly.
- Your use of pauses gave the audience space to absorb your message.
- The structure of your speech flowed logically, guiding us effortlessly from start to finish.
Recommendations (75 seconds)
Purpose: Suggest specific, actionable ways to elevate the speech.
- Prioritize what would make the biggest impact
- Common areas to assess:
- Stage presence and movement
- Vocal variety and modulation
- Word choice and rhetorical devices
- Audience connection and engagement
- Alignment between title and content
Tips:
- Avoid generic feedback—make it tailored to the speaker
- Frame recommendations as opportunities, not faults
- Show breadth—contest-level evaluators spot subtleties others miss
Example: At the climax, a pause of two seconds before revealing the key message would have amplified its impact and allowed the audience to fully absorb your words.
Sample Recommendations
- Consider adding a brief, attention-grabbing hook at the start to engage the audience immediately.
- A slight pause after your key points could give them more weight and let the audience reflect.
- Exploring more vocal variety can help highlight emotional shifts in your story.
- Varying your pace—slowing down for impact and speeding up for excitement—can make the delivery more dynamic.
- Strategic stage movement could visually reinforce your speech structure.
Conclusion (15 seconds)
Purpose: Reinforce the value of your feedback and motivate the speaker.
Example: In summary, your speech was a testament to your skill and passion. With a touch more vocal variety and deliberate pacing, it can evolve from impressive to unforgettable. I look forward to your next speech.
Tips:
- End with encouragement
- Keep it short and uplifting
Sample Evaluator Closing Lines
- In summary, this was a well-crafted speech, and I look forward to seeing your future projects shine even brighter.
- With a few refinements, this speech can evolve from impressive to unforgettable—and I know you’ll get there.
- Your message today mattered, and I hope you keep sharing it with the same passion.
Timing Guidelines
The time for evaluations is 2 to 3 minutes.
- 🟩 Green card – 2:00 minutes
- 🟧 Orange card – 2:30 minutes
- 🟥 Red card – 3:00 minutes
⌛ 30 seconds grace period—Avoid saying “Thank you” just to fill time.
Ah Counter
Role Introduction
Good [morning/afternoon/evening] fellow Toastmasters and guests. I am [Your Name], your Ah Counter for today’s meeting.
My role is to listen carefully to each speaker and note any unnecessary sounds or words—these are called filler words. They often slip into our speech when we pause to think and can distract the audience.
I will also watch for repeated phrases and crutch words that may weaken your message. At the end of the meeting, I will present a report on what I observed, so we can all become more aware and improve our speaking skills.
Let’s have a smooth, filler-free session today! Back to you, [Toastmaster of the Day’s name].
Common Filler Words
- ah
- um
- uh
- er
- hmm
- like
- so
- okay
- right
- actually
- basically
- literally
- you know
Common Filler Phrases
- you know what I mean
- as I said before
- at the end of the day
- to be honest
- in my opinion
- I think that
- what I’m trying to say is
- kind of / sort of
- the fact of the matter is
- it’s like
Report Presentation Outline
Opening
Good [morning/afternoon/evening] Madam/Mister Toastmaster, fellow members, and guests. Here is my report as the Ah Counter for today’s meeting.
Structure
- Brief reminder of role (one line only)
- Positive observation—e.g., "Many speakers spoke with confidence and minimal fillers."
- Individual feedback—list speaker names and filler counts:
- Speaker 1 – 3 “ums”, 1 “like”
- Speaker 2 – 0 fillers (excellent control)
- Speaker 3 – 2 “you knows”
- Common patterns noticed—e.g., "Several members used ‘so’ at the start of sentences."
- Encouragement—e.g., "Awareness is the first step to improvement."
- Closing—"That concludes my report. Back to you, Madam/Mister Toastmaster."
Timer
Role Introduction
Good [morning/afternoon/evening] fellow Toastmasters and guests. I am [Your Name], and I will be your Timer for today’s meeting. My role is to help every speaker stay within their allotted time, because in Toastmasters, respecting time is as important as respecting the audience.
Responsibilities
I will signal speakers at three stages:
- Green – Minimum time reached
- Yellow – Time to start wrapping up
- Red – Maximum time reached (you have 30 seconds to finish)
Timing Guidelines:
- Prepared speeches – [Insert meeting-specific range, e.g., 5–7 minutes]
- Table Topics – [e.g., 1–2 minutes]
- Evaluations – [e.g., 2–3 minutes]
- (Adjust according to agenda.)
How I’ll Signal:
- I’ll use [physical cards / timing app / virtual backgrounds] to show Green, Yellow, and Red indicators.
- Speakers, please acknowledge my signals so we know you’ve seen them.
Report Presentation Outline
Opening
Good [morning/afternoon/evening] Madam/Mister Toastmaster, fellow members, and guests. Here is my report as the Timer for today’s meeting.
- Each speaker’s allotted time
- Actual time taken
- Whether they were within or over time
Closing:
Good [morning/afternoon/evening] everyone. Let’s keep our speeches sharp and impactful by staying within time. Over to you, [Toastmaster of the Day / Presiding Officer].
Grammarian
Role Introduction
Good [morning/afternoon/evening] fellow Toastmasters and guests. As the Grammarian for today, my role is to help you sharpen your use of language. I will be listening for correct grammar, creative expressions, and ways we can improve our speech delivery. I will also note exceptional uses of language that make speeches more impactful.
Our Word of the Day is ‘[insert word]’—meaning [definition]. I encourage everyone to use it as often as possible during the meeting. I will also watch for weak language habits, repetitive words, and grammar slips. At the end, I’ll present a brief report.
Responsibilities
Things to Look For:
- Correctness: Subject–verb agreement, tense usage, sentence structure
- Creativity: Metaphors, similes, rhetorical devices, punchy phrases
- Word Choice: Appropriate vocabulary for audience and context
- Clarity: Avoidance of long, confusing sentences
- Sentence meaning: influenced by local slang or poor word choices
- Complex sentences: overly long or complicated wording
Report Presentation Outline
Opening
Good [morning/afternoon/evening] Madam/Mister Toastmaster, fellow members, and guests. Here is my report as the Grammarian for today’s meeting.
- Who used the Word of the Day, how many times, and notable creative uses
- Best phrases, analogies, wordplay, humor, or imagery
- Mention grammar slips, overused words, filler phrases
- Keep feedback constructive, not embarrassing
Closing
Good [morning/afternoon/evening] everyone. That was my report as Grammarian. Back to you, Toastmaster of the Day.
Presiding Officer
Role Introduction
Good [morning/afternoon/evening] fellow Toastmasters and guests! I am [Your Name], the Presiding Officer for today’s meeting. On behalf of [Club Name], I welcome you all to our [number]th meeting. Whether you’re here to improve your communication skills, leadership skills, or simply to be inspired, you are in the right place!
Add in relevant updates about the club, area, division, or district, such as past or upcoming events.
Closing
Good [morning/afternoon/evening] everyone. Thank you, [Name], for that engaging session. And thank you to all speakers, evaluators, role players, and guests for making this meeting successful. We hope you found value and inspiration here.
If you have come across a book or related article from Toastmasters International, you may share it to fill time.
This concludes our meeting for today. Until we meet again, keep speaking, keep growing, and keep inspiring. The meeting is officially adjourned!
General Evaluator
Role Introduction
Good [morning/afternoon/evening] fellow Toastmasters and guests. My role as General Evaluator is similar to a movie critic—but for today’s meeting. I’ll be looking at the big picture: what worked well, what could be improved, and how we can make our next meeting even better.
Role Explanation
While the speech evaluators focus on individual speakers, I evaluate the entire meeting—from the start time, agenda flow, and energy, to how each role player performed. My goal is not just to find gaps, but to highlight strengths.
Call on role players (Ah Counter, Grammarian, Timer) to explain their roles to the audience.
Closing (3–4 min)
Call on role players (5–6 min):
- Invite Speech Evaluators to give their evaluations (if not already done in meeting flow).
- Invite Ah Counter, Grammarian, Timer, and any other meeting role players to present their reports.
- Acknowledge their contributions.
GE Report:
- Strengths:
- Meeting started on time / smooth transitions / engaging Table Topics / positive energy
- Opportunities:
- Time management / stronger openings & closings / audience engagement tips
- Suggestions:
- One or two actionable improvements for the next meeting
That concludes my evaluation. Remember, feedback is the breakfast of champions—and judging by today’s meeting, we’ve got a very healthy breakfast habit. Back to you, Toastmaster of the Day.
Note
A quick note on two very special roles — Toastmaster of the Day and Topics Master. These are not ‘read-from-a-script’ positions. They are the meeting’s flavour-makers. The TMOD sets the theme, mood, and flow, while the Topics Master brings spontaneity and energy. If we start handing out fixed scripts for them, we remove the room for personal stories, experiments, and those delightful surprises that make meetings memorable. So, think of these roles as an open canvas — the more you colour them with your own ideas, the more vibrant our meeting becomes.