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Running Meetings

Documentation in progress

This page is being expanded with detailed instructions. Check back soon for complete content!

Overview

ToastHost provides interactive tools for running meetings, including real-time timing, voting controls, and feedback collection.

Before the Meeting

Final Preparations

  1. Review the agenda and assignments
  2. Ensure all key roles are filled
  3. Test any audio/video equipment (for hybrid meetings)
  4. Have the meeting page open and ready

Check-In

  • Confirm attendees as they arrive
  • Note any last-minute role changes
  • Brief the Toastmaster on any adjustments

During the Meeting

Starting the Meeting

  1. Open the meeting page as an officer
  2. Click Start Meeting when ready
  3. The timer and real-time features activate

Meeting in progress with officer controls

Managing the Timer

The meeting timer:

  • Shows elapsed time for current segment
  • Color codes against min/target/max times
  • Can be paused if needed

Controlling Segments

As each segment completes:

  • Mark segments as complete
  • Advance to the next segment
  • Adjust timing if running behind

Managing Voting

When it's time to vote:

  1. Open Voting - Make voting available to attendees
  2. Monitor participation
  3. Close Voting - End voting when ready

Collecting Feedback

Ensure feedback forms are available:

  • After each prepared speech
  • During appropriate segments

After the Meeting

Closing the Meeting

  1. Click End Meeting when finished
  2. Ensure voting is closed
  3. Results become available

Post-Meeting Tasks

  • Review meeting results
  • Send thank-you messages to participants
  • Archive meeting if needed

Tips

  • Practice using the timer before your first live meeting
  • Have someone ready to help with technical issues
  • Keep the meeting page visible for real-time updates
  • Close voting promptly to maintain meeting flow

Common Questions

What if the timer stops working?

Refresh the page. If issues persist, use a manual backup timer.

Can multiple officers control the meeting?

Yes, any officer with meeting access can control the timer and segments.

What happens if I close voting early?

Members who haven't voted won't be able to vote. Consider waiting until most have voted.