Meeting Agenda

Preparing and printing a meeting agenda is the responsibility of the Toastmaster of each meeting. This is a component of running the meeting and keeping it on schedule. This is quite a valuable skill to develop, since it has broad application in the “real” world outside Toastmasters. Most people do not want to attend meetings because generally, they never start on-time, have no understandable agenda (and therefore run on and on), so naturally they never end on-time. One aspect of the success of Renaissance Speakers is rigorously keeping in these points: meetings start and end on-time, they have a published program each week, the program stays on schedule and is predictable.

Renaissance Speakers meetings are are run on a standard format (see the table below). They are held for three hours each Sunday from 9:00 am to 12:00 pm. Typically, we have six (6) prepared speakers each meeting. This can be quite a challenge for a new member being the Toastmaster for the meeting.

To make the job easier, you will find “agenda templates” in various formats in the right sidebar on this page that you may download and then modify to fit your program and theme. These templates are quite complete and have been distilled from the best meeting programs from years of experienced Renaissance Speakers.

Note: These days, if you convert your finished word processor file to a PDF (Portable Document File), then transfer it to a portable USB “jump-drive” (sometimes called a “stick memory,” “thumb drive,” or a portable “flash drive”) the local copy services CopyMat or Kinko’s can print your program copies for you — any size, single or double-sided and color or black & white.

Once the Club President turns over the program to the Toastmaster of the day, it is the Toastmaster’s responsibility to completely run the program. Past themes have been from very, very conservative to very, very creative. When you are Toastmaster, it is your call and responsibility for producing the effect you intend for the audience.

Standard Meeting Format:

9:00	Sergeant-At-Arms   Calls the meeting to order and introduces the President
9:01	President   Welcomes Guests Old business New business Calls for Members who spoke outside the Club
9:15	Toastmaster   Opening Remarks
9:20	Club Coach   Introduces Functionaries
9:29	Toastmaster   Introduces Table Topics Master
9:30	Table Topics Master   Presents Table Topics
9:55	Toastmaster   Timer’s Report Voting
10:00	Toastmaster   Announces 15 minute “break”
10:15	Sergeant-At-Arms   Reconvenes meeting
10:16	Toastmaster   Prepared speeches given
11:15	Toastmaster   Timer’s Report Voting
11:16	Club Coach   Coaches evaluate Speakers Timer’s Report Voting “Ah” Counter Report Grammarian’s Report Evaluates meeting
11:40	Toastmaster   Presentation of awards
11:45	President   Comments from Guests Review of next week’s schedule
12:00	President   Ajourns meeting