Club Officer Area

Tools

Club Leadership Handbook

Club Officer Training

Toastmasters Planning Calendar

Club Officer Tools (TM.org)

Club Central (TM.org)

Distinguished Club Program Manual

Distinguished Club Program Progress

Club Officer Guide

PresidentVP EducationVP MembershipVP Public RelationsTreasurerSecretarySergeant-At-Arms
Planning & Leading:

Executive Report:

  • Review club’s progress towards DCP.
  • Issues?
  • Upcoming activities/events?
Training & Resources:

Committee/Assistant Suggestions:

  • Club Business Meetings
Education Goals:

Executive Report:

  • Members education goals on track? (Relate to DCP)
  • Mentorship program status.
Training & Resources

Committee/Assistant Suggestions:

  • Contest Planning
  • Meeting Program
  • Mentorship
  • Member Goals/Progress
  • Designation Recognition
Guests:

Executive Report:

  • New member count.
  • New member induction status.
  • Existing member retention.
Training & Resources:

Committee/Assistant Suggestions:

  • Guest Handling/Greeter
  • Induction & Recognition
  • Past Member & Guest Outreach
Online Presence:
  • Links to all club websites/social media platforms.

Executive Report:

  • Upcoming events, and where they’ve been advertised.
  • Expenses for advertising.
  • Results of PR campaigns.
  • New Guest Count
  • “How Did They Hear About Us”
Training & Resources:

Committee/Assistant Suggestions:

  • Print & Media Release
  • Online Presence/Webmaster
  • Newsletter/Blog
Budget & Finance:

Executive Report:

  • Account balances.
  • News on upcoming expenses or deposits.
  • New & renewal due status.
Training & Resources:

Committee/Assistant Suggestions:

  • Budget Keeper
  • Dues Collector
Administrative:
  • Notes & filing reference sheet from Club Leader Handbook.

Executive Report:

  • Club Officer Lists Submitted
  • Meeting Minutes/Records In Order
Training & Resources:

Committee/Assistant Suggestions:

  • Minute Taker
Club Property & Location:
  • List of pre-meeting responsibilities.

Executive Report:

  • Club Supplies
  • Rented/Returned Equipment
  • Meeting Setup Logistics
  • Room Renewal

Training & Resources:

Committee/Assistant Suggestions:

  • Room Set-Up Team
  • Inventory Specialist

Important Dates

June (Before-Term)JulyAugustSeptemberOctoberNovemberDecemberJanuaryFebruaryMarchAprilMay

Deadlines

Jun 1: First round of club officer training starts.

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

Jun 30: Education award & membership applications must be submitted to World HQ.

Jun 30: Beat the Clock membership-building program 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.