District Officer Area

Tools

District Officer Guide

Area DirectorDivision Director
Supporting Your Clubs:
  • Visit your Clubs as much as possible to see where they’re at & how the Area/Division/District can help
  • Meet regularly with the Division Council (Division Director & other Area Directors)
    • Discuss club visits & work through results
    • Present resources/support needed to support clubs
  • Help ensure there are enough Club Officer Training (COT) opportunities
  • Host the Area Speech & Evaluation contest in the 2nd half of the year
  • Cirulate incentives/news received from the District/Division

Report to Division:

  • Status of Club Visits & DCPs
  • Officers Trained
  • Area Contest Status
  • Support/Resources Required for Club/Area Success

Training & Resources:

  • Your Year Guide
    • Area Visit 1: by Nov 30
    • COT Round 1: Dec – Feb
    • Speech Contests (depends on District Convention date), generally:
      • Club: Jan
      • Area: Feb
      • Divison: Early March
      • District: Late March
    • Area Visit 2: by May 31
    • COT Round 2: Jun – Aug

Tips & Tricks:

  • Meet with the outgoing to receive the “key names” you’ll need to fulfill your duties (such as run contests & COTs).
  • Change your email signature right away so people know who you are and what your position is – otherwise they may get confused and answer your emails differently than you intend.
  • Get your business cards ASAP so you can hand them out at events or on member info packages.
  • Acquire the Division Council meeting dates & plan to attend as many as possible.
  • Set all your dates at the beginning of the year so the actual planning can occur instead of scrambling last minute.
Supporting Your Areas:
  • Meet regularly with your Division Council (you & your Area Directors)
    • Ensure club visits are happening & work through results
    • See what resources/support we need to get to our clubs
  • Help ensure there are enough Club Officer Training (COT) opportunities
  • Host the Division Speech & Evaluation contest in the 2nd half of the year
  • Maintain awareness of District incentives to circulate to Areas/Clubs

Report to District:

  • Status of Club Visits & DCPs
  • Officers Trained
  • Area & Division Contest Status
  • Support/Resources Required for Club/Area/Division Success

Training & Resources:

  • Your Year Guide
    • Area Visit 1: by Nov 30
    • COT Round 1: Dec – Feb
    • Speech Contests (depends on District Convention date), generally:
      • Club: Jan
      • Area: Feb
      • Divison: Early March
      • District: Late March
    • Area Visit 2: by May 31
    • COT Round 2: Jun – Aug

Tips & Tricks:

  • Meet with the outgoing to receive the “key names” you’ll need to fulfill your duties (such as run contests & COTs).
  • Change your email signature right away so people know who you are and what your position is – otherwise they may get confused and answer your emails differently than you intend.
  • Get your business cards ASAP so you can hand them out at events or on member info packages.
  • Get all your area directors together and set a monthly meeting that they will be expected to attend as much as possible. The first one can go over the Division Success Plan & set dates for the coming year’s “to-dos”.
  • Set all your dates at the beginning of the year so the actual planning can occur instead of scrambling last minute.

Important Items/Dates

June (Before-Term)JulyAugustSeptemberOctoberNovemberDecemberJanuaryFebruaryMarchAprilMay

Deadlines

Jun 1: First round of club officer training starts.

Jun 30: Club officer lists must be submitted to World HQ.

Jun 30: Beat the Clock membership-building program ends.

Jun 30: Toastmaster year ends.

Tasks

All:

    • Meet with outgoing executive for smooth transfer.
    • Attend first round of club officer training.
    • Complete a Club Success Plan.
    • Purchase supplies from the Toastmasters store.
  • Create a club budget.

President:

  • Ask members to serve on committees.

VP Membership:

  • Promote the Beat the Clock membership-building program.

Treasurer:

  • Provide the bank with a bank signatory card.

Deadlines

Jul 1: Toastmasters year starts.

Jul 1: Distinguished Club Program starts.

Tasks

All:

  • Attend first round of club officer training.

VP Education:

  • Determine education goals of each member.
  • Ask members to complete a member interest survey.
  • Promote the Smedley Award membership-building program.
  • Plan upcoming speech contests.

VP Public Relations:

  • Create a media list and publicity kit.
  • Publicize upcoming speech contests.

Treasurer:

  • Finalize club budget with approval from the executive.

Deadlines

Aug 1: Smedley Award membership-building program starts.

Aug 31: First round of club officer training ends.

Tasks

All:

  • Attend first round of club officer training (last chance).

VP Education:

  • Plan how to help each member meet their goals.
  • Plan upcoming speech contests.

VP Membership:

  • Review results of the member interest survey.
  • Promote the Smedley Award membership-building program.

VP PR:

  • Send publicity kits to local media and invite them to attend a meeting.
  • Publicize upcoming speech contests.

Treasurer:

  • Send membership renewal dues statements out.

Deadlines

Sep 30: Smedley Award membership-building program ends.

Tasks

VP Education:

  • Plan upcoming speech contests.

VP Membership:

  • Promote the Smedley Award membership-building program.

VP Public Relations:

  • Publicize upcoming district conference.
  • Publicize upcoming speech contests.

Treasurer:

  • Collect and submit renewal dues.

Deadlines

Oct 1: Membership renewal fees are due for DCP credit.

Tasks

All:

  • Oct/Nov district conference.

VP Education:

  • Plan upcoming speech contests.

VP Membership:

  • Report the results of the Smedley Award membership-building program.

VP Public Relations:

    • Publicize the upcoming district conference.
  • Publicize the upcoming speech contests.

Deadlines

N/A.

Tasks

All:

  • Oct/Nov district conference.

VP Education:

  • Plan upcoming speech contests.

VP Public Relations:

  • Publicize upcoming speech contests.
Clubs With Semiannual Terms

All:

  • Club officer elections to be held at first November meeting.

Treasurer:

  • Prepare club accounts for audit.

Secretary:

  • Prepare files for transfer to incoming officers.

Deadlines

Dec 1: Second round of club officer training starts.

Clubs With Semiannual Terms

Dec 31: Club officer list to World HQ.

Tasks

All:

  • Attend second round of club officer training.
Clubs With Semiannual Terms

All:

  • Meet with outgoing executive for smooth transfer.
  • Complete Club Success Plan.
  • Purchase supplies from toastmasters store.
  • Create a club budget.

President:

  • Ask members to serve on committees.

Treasurer:

  • Provide the bank with a bank signatory card.

Deadlines

N/A.

Tasks

All:

  • Attend second round of club officer training.

VP Education:

Plan upcoming speech contests.

VP Public Relations:

  • Plan and publicize upcoming speech contests.

Deadlines

Feb 1: Talk Up Toastmasters! membership-building program starts.

Feb 28/29: Second round of club officer training ends.

Tasks

All:

  • Attend second round of club officer training (last chance).

VP Education:

  • Plan and publicize upcoming speech contests.

VP Membership:

  • Promote the Talk up Toastmasters! membership-building program.

VP Public Relations:

  • Plan and publicize upcoming speech contests.

Treasurer:

  • Send membership renewal dues statements to members.

Deadlines

Mar 31: Talk Up Toastmasters! membership-building program ends.

Tasks

VP Education:

  • Plan upcoming speech contests.

VP Membership:

  • Promote the Talk up Toastmasters! membership-building program.

VP Public Relations:

    • Publicize the upcoming district conference.
  • Publicize upcoming speech contests.

Treasurer:

  • Collect and submit membership renewal dues.

Deadlines

Apr 1: Membership renewal fees are due for DCP credit.

Tasks

All:

  • Apr/May district conference.

VP Education:

  • Plan upcoming speech contests.

VP Membership:

  • Report the results of the Talk Up Toastmasters! membership-building program.

VP Public Relations:

  • Publicize upcoming speech contests.

Deadlines

May 1: Beat the Clock membership-building program starts.

Tasks

All:

    • Apr/May district conference.
  • Club officer elections to be held at first May meeting.

VP Education:

  • Plan upcoming speech contests.

VP Membership:

  • Promote the Beat the Clock membership-building program.

VP Public Relations:

  • Publicize upcoming speech contests.

Treasurer:

  • Prepare accounts for audit.

Secretary:

  • Prepare files for smooth transfer to incoming executive.