The Sergeant at Arms (SAA) in a Toastmasters meeting is a crucial club officer responsible for ensuring the smooth and efficient operation of meetings, creating a welcoming environment, and managing the meeting space and supplies. While often seen as a behind-the-scenes role, the SAA is vital for setting the tone and ensuring a positive experience for both members and guests.


The SAA's responsibilities encompass a wide range of tasks before, during, and after a meeting, whether it's held in-person or online.


Key Responsibilities of the Sergeant at Arms:

  • Meeting Setup and Preparation: The SAA is responsible for preparing the meeting space. This includes arranging tables and chairs for in-person meetings, or setting up the virtual meeting room (e.g., opening Zoom, checking audio/visual equipment) for online or hybrid meetings. They ensure all necessary supplies and equipment, such as timing tools, club banners, ballots, sign-in sheets, and digital links, are available and in order. This proactive approach helps prevent technical issues and ensures a seamless start to the meeting.
  • Welcoming and Hospitality: A primary duty of the SAA is to greet members and, most importantly, guests. They are often the first point of contact for new attendees, making their role critical in creating a positive first impression of the club. This involves helping guests feel at ease, introducing them to other members, and providing information about facilities like restrooms and fire exits. For online meetings, this extends to admitting attendees from the waiting room and ensuring they are comfortable with the virtual platform.
  • Meeting Management and Flow: The SAA plays a significant role in maintaining order and ensuring the meeting runs on schedule. They typically open the meeting by setting the tone, introducing the Club President, and providing essential housekeeping announcements, such as silencing cell phones or muting microphones in online settings. During the meeting, they help manage late arrivals, discreetly ushering them in without disrupting ongoing speeches. They also assist with collecting and tallying votes for awards like best speaker or evaluator.
  • Logistical Support and Adaptability: The SAA is the go-to person for logistical support. This includes having a backup plan if the meeting location is compromised or if there are technical difficulties with online platforms. They work to ensure that all attendees, especially in hybrid formats, can hear each other and are familiar with muting/unmuting functions. The role requires adaptability, especially with the evolution of meeting formats from in-person to online and hybrid models, demanding proficiency in managing various technological setups.
  • Guest Follow-up and Retention: Beyond the meeting itself, the SAA collaborates with the Vice President Membership (VPM) to capture guest contact information. They encourage members to socialize with guests and ensure that guests receive a warm farewell, inviting them to return for future meetings. For online guests, this might involve sending private messages to collect their details for follow-up by officers.
  • Post-Meeting Responsibilities: After the meeting concludes, the SAA ensures the meeting space is returned to its original state, or even left better than found, for in-person meetings. For online meetings, they officially end the session and distribute recordings if applicable. They also confirm that all necessary information, such as guest contacts, has been shared with relevant officers.

The Sergeant at Arms role is often considered an excellent entry point into leadership within Toastmasters, allowing individuals to develop skills in time management, logistical planning, interpersonal communication, and event planning in a supportive environment.