Category Archives: Master Toastmaster

How to prepare a meeting agenda

If you’re a Master Toastmaster for an upcoming meeting you’ll need to prepare the agenda for the meeting.  Here’s how:

What you’ll need to prepare the agenda:

  1. A template or sample agenda.  This is available below for you to download. It is a standard Word document using an embedded table. DO NOT USE LAST MEETING AGENDA (mistakes get propaged that way).
  2. Choose a meeting theme.  Don’t obsess; just pick something related to something going on in the world or dear to you.
  3. Choose a word of the day.  It should relate in some way to the theme of the meeting.
  4. Get the speech titles, project numbers and speech lengths from each speaker.  This info is available on Turbobase.

Preparing the agenda

  1. Download the sample agenda by clicking here. 
  2. Change the Quote of the day.  It appears in two or three places on the agenda as reminders also.
  3. Change the word of the day
  4. Change all role player names, speakers, Presiding Officer, Supporting roles etc.
  5. Adjust the times to reflect the speech lengths.  Budget 12-16 minutes for TableTopics depending on the length of the scheduled prepared speeches.   If TT speakers speak closer to one minute minimum you may be able to get 10 or 12 speakers.
  6. Allow no more than FOUR prepared speeches.  The only exceptions might be if you have one or two speakers with advanced speeches of longer than 10 minutes each in which case you might only have room for three or even only two speeches.  You can have five speeches if all speeches are exceptionally short.  Remember we would like to end on time also at 7:05.
  7. Add one minute to the max time of each prepared speech to allow audience members to make comments for the speaker.  If a speech is 5-7 minutes, then the next speech will begin 8 minutes after that speech has begun.  Allow same for transition to Evaluators as this allows a fudge factor to keep us on time.
  8. The GE has 7-10 minutes to do his/her overall evaluations.

Please make sure to read the checklist for your role as Master Toastmaster here.

Master Toastmaster Checklist

No matter how often I hold this role, I still forget things.  So here’s a checklist of things to remember, in order of execution. Pre-Meeting Provide your introduction to the Presiding Officer (PO) well before the meeting.  To be safe you may want to print it and provide it to the P.O. before the meeting starts.… Continue Reading