Club Sergeant-at-Arms

Duties of a Toastmasters Club Sergeant at Arms

The Sergeant at Arms (SAA) manages meeting logistics, prepares the room or online space and ensures a welcoming and professional environment. They are responsible for materials, equipment, signage, seating, meeting timing and the club’s supplies. They play a significant role in shaping first impressions for guests and members.

Actions for a Sergeant at Arms to Take in December and January

December and January often bring higher attendance and increased guest interest. Meetings must run smoothly, especially as contest season begins. The SAA ensures the environment is well prepared and that everything needed for a professional meeting is ready.

High Priority Actions

1. Invite the Area Director to Visit

Provide the Area Director with any logistical details they may need.
Ensure the room or online meeting environment is set up clearly and professionally for their visit.

2. Review Equipment and Supplies

Check lecterns, timing devices, banners, voting slips, trophies and online meeting tools.
Replace damaged items and restock supplies such as ballot slips or guest packs.
Prepare for increased meeting attendance during January.

3. Prepare Early for Contest Season

Check that contest materials are complete and equipment is in good condition.
Coordinate with contest chairs to ensure the space meets event requirements.
If your meeting space is able to accommodate the speech contacts at Area level, let your Area Director know.

Ongoing Responsibilities for December and January

Maintain a Welcoming Environment

Arrive early to prepare the room or online meeting space.
Greet guests warmly and ensure they know what to expect.
Coordinate with the VPM to make sure new attendees feel comfortable.

Support Strong Meeting Quality

Work closely with the Toastmaster of the Day to ensure the meeting starts promptly.
Set up role cards, evaluation forms and any necessary equipment.

Review Hybrid or Online Setup

If the club operates in hybrid or online formats, test microphones, lighting, cameras and breakout rooms.
Ensure remote attendees can participate fully.

Looking Ahead

The SAA plays a vital role in ensuring members and guests feel welcomed and supported. By maintaining excellent meeting logistics throughout December and January, you help the club present itself at its very best during a busy and important time of the year.