Airpark Chatter


Functionary Role Descriptions for Airpark Chatter Toastmasters

Please note that the following are brief descriptions for Toastmasters functionary roles. To read complete descriptions, please refer to your Toastmasters competent communicator manual.

Purpose: To conduct the meeting in an energetic, timely and professional manner. Your duties are to:

  • Ensure that all functionary roles are filled for the meeting
  • Prepare the Agenda for the meeting in a format consistent with Club standards and email a finalized version to club members the morning of the meeting.
    Download Agenda template
  • During the week preceding the meeting, confirm with all Speakers and functionaries that they know their assignments, understand their roles and that they will be attending the meeting. Follow up with phone calls if necessary. While it is the functionary’s responsibility to find their own replacement if unable to attend, it may be necessary to fill vacant assignments.
  • Obtain speakers' information using the Speaker Information Sheet. You will need this to complete the agenda.
  • Download Speaker Info Sheet
  • Verify each evaluator knows whom they will be evaluating, and that they have the written introduction for the speaker in advance. (Something about them, title of speech, manual speech number, goals and objectives, what to watch for). 
  • Arrive early to make sure everything in the room is set up correctly and make appropriate adjustments as necessary. To minimize any “down time” between speakers, take a seat close to the podium.
  • Before the meeting, provide your signature on the awards for “Best Speaker”, Best Evaluator”, “Best Table Topics” and “Most Improved Speaker.”
  • Confer with the Table Topics master before the meeting – be in agreement about the length of time needed for Table Topics in order to begin the speeches on time. 
  • Tie any theme of the meeting into your introductory remarks and recognize guests. Bridge any gaps between program segments with prepared remarks. Keep the atmosphere upbeat and lively. 
  • Be sure to occupy the podium until the next speaker is ready to assume control of the meeting. When leaving the podium, shake hands with the arriving speaker.
  • Begin applause whenever appropriate - everyone will follow your lead.
  • Follow the agenda per club protocol with respect to the sequence of events, including reports from functionaries, club speech evaluation periods, and voting. 
  • Be keenly aware of the clock throughout the meeting - it's up to you to keep the meeting timely.
  • Present awards for “Best Speaker”, Best Evaluator”, “Best Table Topics” and “Most Improved Speaker” as appropriate.
  • At the end of the meeting, thank everyone for coming and introduce the Presiding Officer who will provide closing remarks.

Purpose: To note words (and, but, so, you know, like, etc) and sounds (ah, um, er) used as a “crutch” or “pause-fillers” by anyone who speaks during the meeting. Our goal as a Toastmaster is to avoid use of these filler words.

  • Bring a pen and paper to the meeting.
  • For the benefit of both members and guests, give a brief explanation of the duties of the Ah-Counter when called upon by the Toastmaster.
  • A log of all members is supplied. Make note of the number of inappropriate pauses or filler words for each attendee, including guests.
  • Use the bell, or clicker, with gusto for each occurrence EXCEPT during formal speeches, evaluations and when guests are speaking.
  • Near the end of the meeting the Toastmaster will ask you to provide a report on all speakers and the number of “infractions” committed.
  • Provide a count of the exact number of “crutch” or “pause-fillers” used by anyone who speaks during the meeting.
  • If there is a specific word used by any one member, note these tendencies for the benefit of the speaker. For instance, if a member uses the filler word “ah” much more frequently than other words, make sure the speaker is aware of this habit so it can be corrected.
  • If a member spoke during the meeting without using a pause-filler, make sure to note his/her achievement in your summation. 

Ballots & Inspiration*
Purpose: To provide an inspirational thought or quotation for the meeting (not necessarily pertinent to the theme of the meeting, but recommended), and to tally the votes for the various awards.

  • Bring a pen and paper to the meeting.
  • Get award certificates from the Sergeant-at-Arms before the meeting begins, and verify the Toastmaster has signed them.
  • For the benefit of both members and guests, give a brief explanation of the duties of the Ballots and Inspiration Function when called upon by the Toastmaster. 
    • In addition to stating the purpose of the role (above), hold up a ballot and explain how the votes are done, that you don’t vote if you don’t know who’s most improved, and that the ballots need to be passed to the aisle when completed.
    • Provide your inspirational thought or quotation at this time.
  • During the meeting, make sure members vote at the proper times according to the agenda. Ballots should be delivered to you promptly after the voting occurs.
  • Count the ballots and determine the outcome of the votes for “Best Speaker”, “Most Improved Speaker”, “Best Table Topics” and “Best Evaluator”.
  • Count the ballots as quickly as possible and complete the awards certificates. Note: You do not cast any votes unless there is a tie. Your vote will be the tiebreaker.
  • Deliver the awards to the Toastmaster for presentation to winners.

Purpose: To keep the time for the various speeches and speaking functions during the meeting and to keep track of the actual time taken. Our goal as a Toastmaster is to be aware of and within the allotted time as often as possible.

  • Verify in advance the correct times for the formal speeches (check with the Toastmaster, the CC manual or with the individual speakers.) 
  • Bring a pen and paper to the meeting.
  • Arrive early and set up the timing equipment – make sure you understand how to operate the stopwatch and timing lights.
  • For the benefit of both members and guests give a brief explanation of the duties of the Timer and the purpose of timing when called upon by the Toastmaster. Explain the function, operation of the time clock and time allowed.
    • Table Topics: 1-2 min (30 second grace period over)
    • Speeches
      • Speech #1: 4-6 min (30 second grace period over/under)
      • Speeches #2-9: 5-7 min (30 second grace period over/under)
      • Speech #10: 10 min (30 second grace period over/under)
      • Evaluations: 2-3 min (30 second grace period over/under)






Table Topics






Speech #1






Speech #2-9






Speech #10












  • Next, deliver a short, clean joke. The joke should be “told” not “read.” 
  • Throughout the meeting, the Timer will be responsible to set and manage the time clock for all Table Topics participants, formal speeches and formal evaluations of speeches and meeting. Record the actual times for each Table Topics response, speech, and evaluation on the log provided.
  • The Timer will give reports when called upon by the Toastmaster throughout the meeting.
  • For Table Topics and Speech Evaluations, announce whether or not speakers stayed within the allowed time. 
  • For prepared speeches, report out to the group the exact time each speaker used to give his/her speech.

Purpose: To introduce new words to members, to comment on the use of English during the meeting, and to provide examples of good grammar and word usage. Our goal as a Toastmaster is to continually expand our vocabulary and strengthen our use of language in our speeches.

  • Before the meeting choose the “Word of the Day.” It should be a word that will help members increase their vocabulary, that can be easily incorporated into everyday conversation.
  • Post the “Word of the Day” where everyone can see it before the meeting begins, giving the part of speech (noun, verb etc.,) and a brief definition. Prepare a sentence to illustrate how the word can be used (you may also provide copies).
  • For the benefit of both members and guests, give a brief explanation of the duties of the Grammarian when called upon by the Toastmaster.
  • Listen throughout the meeting to all speakers for use of the Word of the Day (or a derivative of it), proper and improper grammatical usage as well as who used the Word of the Day during Table Topics. Track usage of the word and other incorrect usage of the English language on the log provided.
  • When called upon by the Toastmaster at the conclusion of the meeting, report on creative language usage and announce who used the “Word of the Day” correctly or incorrectly. Also provide a summation of the use of English during the course of the meeting noting any awkward or misuse of the language.

Table Topics Master*
Purpose: To lead a spirited and fast-paced session that requires participating members to speak for approximately one minute on a selected topic. There are two major purposes for the Table Topics session: Promote the improvement of impromptu speeches, and ensure that as many people at the meeting as possible participate. This is especially important for those who do not have a scheduled speaking, evaluation or functionary role during the meeting.

  • Bring 15 to 20 interesting topical questions to ask which are preferably appropriate to the theme of the meeting. When choosing your questions, select ones that will inspire the speakers to expound on them and give their opinions. Phrase each question in such a way that the speaker will know clearly what you want them to talk about.
  • For the benefit of both Members and Guests, the Table Topics Master will briefly explain how the Table Topics session will proceed. Include information on the time as follows:
  • Each speaker must respond to the topic and speak for a minimum of one minute with a two-minute maximum
  • There is a 30 second grace period over for each speaker. 
  • Participants must use the word of the day and be within time to qualify for the Best Table Topic award.
  • Before beginning, ask guests if they would like to participate.
  • Keep the session lively and ask short but creative questions.
  • Make sure the session ends in a timely manner according to the prepared Agenda. 
  • At the end of the session, the Toastmaster will call on the Timer and the Wordmaster for reports to determine which participants qualify for the Best the Table Topics award. Have all qualifying speakers stand or raise their hands for voting purposes.

Purpose: To prepare and present a speech during the Toastmaster meeting. Prepare a written introduction of yourself to give to your evaluator and the Toastmaster by filling out this form. Include the title of your speech, the Manual speech number, your goals and objectives as they pertain to the objectives of the speech you are delivering, and something personal about yourself. The following is a sample introduction:

“Our next speaker is [insert name]. He/she [add some interesting personal information about the speaker, such as why they are credible to talk on this subject- keep it brief]. He/she is giving his/her [insert speech number from the Manual] from the CC Manual. [Speaker’s name] would like for you to watch for these things in his/her speech [insert what the speaker has indicated he/she wants the members to watch for. In addition to the skill the speech calls for, things such as nervousness, body language, etc.]. The title of his/her speech is [insert title of speech]. Please join me in welcoming [name of speaker].”

  • Arrive early and make sure you’re comfortable with the setup of the room and any technology you plan to use. 
  • Before the meeting, speak to your assigned evaluator about your objectives and concerns. Bring your Competent Communication (or other Toastmaster) Manual to the meeting and give it to your Evaluator at this time.
  • After the meeting, ask that the Vice President of Education initials the Project Completion Record in the back of your CC Manual. 

Purpose: To introduce the Speaker and provide a verbal evaluation of the speech during the meeting. You are also responsible for providing a written evaluation in the speaker’s Competent Communication Manual. Your goal is to help the member become more confident and effective in speaking.

  • Review the Effective Evaluator manual that you received in your membership kit.
  • Each evaluator is responsible for contacting their speaker prior to the day of their speech in order to, review their speech subject, number and purpose, determine the focus of the evaluation, provide beneficial tips and suggestions and get the Speaker’s brief biography for introduction at the meeting.
  • Bring a pen and paper to the meeting for note taking.
  • Before the meeting begins, confer with the speaker to be clear about his/her goals, get the Speaker’s CC Manual and review the evaluation guide for the specific Manual speech being given.
  • At the appropriate time according to the agenda, the evaluator will provide the speaker’s introduction. The introduction should be enthusiastic and upbeat, preparing the audience and the speaker for a positive experience. Begin enthusiastic applause and continue until the speaker steps up to the podium or takes center stage.
  • When evaluating, answer the following questions regarding the speaker’s speech content, delivery, and general effectiveness with specific examples:
    • What went well?
    • What could be done differently to make the speech effective?
  • Record comments and observations about the speech in the CC Manual, and return the Manual to the Speaker after the meeting.

General Evaluator*
Purpose: To watch the whole meeting and provide feedback on the activities in order to continually strengthen the quality of the Airpark Chatter Toastmaster meeting. General Evaluator also keeps fellow members informed and engaged, even if they can’t make it to every meeting, by providing a summary of each meeting for the club website.

  • Bring a pen and paper to the meeting.
  • Review the Toastmaster Airpark Chatter website regarding how the meeting should run and each functionary role should be performed.
  • During the meeting, make note of all members performing functionary roles. Each functionary should be familiar with their role and know what is expected of them.
  • Look for examples of both strengths and opportunities to improve throughout the meeting (timeliness, preparation, organization, delivery, performance of duties, etc).
  • Be prepared to give a general summation of the meeting when asked by the Toastmaster. In the summation, answer the following questions with specific examples:
    • What went well during the meeting?
    • What could be done differently to make the meeting more effective?
    • Did those members performing a functionary role effectively explain and execute each role?
    • Did those members offering speech evaluations point the way to improvement with positive, upbeat, helpful, constructive evaluations?
  • Following the meeting, the General Evaluator will report highlights from the meeting to the VP of Public Relations, Muriel Neddermeyer.
    • The report should include best speaker awards, speech accomplishments, funny table topics, or anything that was memorable about the meeting.
    • This report should be sent to the VP of Public Relations within 48 hours of the meeting.

*Very important — refer to your Competent Communication Manual or Competent Leadership Manual for a more detailed description of these roles. If it is your first time filling any particular role, or you have any questions, contact a Club Officer for assistance.

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