District Leadership Handbook
TOASTMASTERS
®
INTERNATIONAL
District Leadership
Handbook
A Guide to Effective
District Management
TOASTMASTERS
®
INTERNATIONAL
District Leadership
Handbook
A Guide to Effective
District Management
Toastmasters International
P.O. Box 9052
Mission Viejo CA 92690 USA
www.toastmasters.org/members
© 2010 Toastmasters International. All rights reserved. Toastmasters International, the Toastmasters International logo
and all other Toastmasters International trademarks and copyrights are the sole property of Toastmasters
International and may be used only by permission.
Printed in USA
Rev. 4/2010
Item 222
The Mission of the District
The mission of the district is to enhance the quality and performance and extend the
network of the member clubs of Toastmasters International within the boundaries of
the district, thereby offering greater numbers of people the opportunity to benefit
from the Toastmasters educational program by:
4 Focusing on the critical success factors as specified by the district educational
and membership goals.
4 Ensuring that each club effectively fulfills its responsibilities to its individual
members.
4 Providing effective training and leadership-development opportunities for club
and district officers.
The Mission of Toastmasters International
Toastmasters International is the leading movement devoted to making effective oral
communication a worldwide reality.
Through its member clubs, Toastmasters International helps men and women
learn the arts of speaking, listening, and thinking – vital skills that promote selfactualization, enhance leadership, foster human understanding and contribute to
the betterment of mankind.
It is basic to this mission that Toastmasters International continually expand its
worldwide network of clubs, thereby offering ever-greater numbers of people the
opportunity to benefit from its program.
The Values of Toastmasters International
Toastmasters International’s core values are integrity, dedication to excellence, service
to the member, and respect for the individual. These are values worthy of a great
organization, and we believe we should incorporate them as anchor points in every
decision we make. Our core values provide us with a means of not only guiding but
also evaluating our operations, our planning, and our vision for the future.
2 • District Leadership Handbook
Table of Contents
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
How to Use the District Leadership Handbook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
How to Be a Successful District. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Section One – An Overview of the District . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
District Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Clubs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Areas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Divisions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
District Boundaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
District Alignment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
District Procedures and Governing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
District Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
District, Division and Area Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
District Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Section Two – Roles and Responsibilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Standards for All District Officers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
District Governor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Leading the District Team. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Finance and Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Serving as Presiding Officer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Lieutenant Governor Education and Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
The Toastmasters Education Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Training Club and District Officers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Speech Contests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Lieutenant Governor Marketing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
RA Marketing Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Public Relations Officer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Public Relations Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
PRO Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Treasurer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Secretary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
What Records Should a District Keep . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Division Governor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Area Governor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Visiting Clubs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Club Officer Elections and Leadership Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Club Officer Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Region Advisor Marketing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
District Leadership Handbook • 3
Section Three - Working Together . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Building the District Leadership Team . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Legal Matters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Use of Toastmasters International Material. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
District Committees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
District Executive Committee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
District Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Planning a District Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Conference Education Progam. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Protocol . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Speaker and Sponsor Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Campaigns and Elections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
The District Nominating Committee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Campaigns for District Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
District Voting and Proxies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Election and Procedure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Area Governor Elections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Division and Area Governor Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Club Officer Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Training Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Communication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
District Web Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
District Newsletter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
District Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Fax Transmission Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Surveys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Membership and Mailing Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
International Voting and Proxies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Section Four – Clubs & Membership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Building New Clubs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Uncovering Leads . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
The Chartering Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Corporate Clubs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Customer Needs Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Reinstatement of Clubs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Transfer of Club Charter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Gavel Clubs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Membership. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Attract and Retain Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Finding New Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
4 • District Leadership Handbook
Section Five – Financial Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Finances and Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
District Financial Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Charging Purchases to the District Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Conflict of Interest. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Fundraising . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
District Travel Reimbursement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Tax Deductions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Charitable Contributions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
District and Club Assets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Section Six – The Distinguished Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Distinguished District Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Distinguished Area/Division Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Distinguished Club Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Appendix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Recommended District Executive Meeting Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Recommended District Council Business Meeting Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68-69
Division and Area Governor Training Report and Club Visit Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70-71
District and Club Officer Installlation Ceremonies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73-77
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
District Leadership Handbook • 5
Introduction
A
s a district leader, you are part of
Toastmasters International, the leading
movement devoted to making effective
communication a worldwide reality. You are part of
a driving force with a noble mission: To help more
men and women learn the arts of speaking, listening,
and thinking – vital skills that promote selfactualization, enhance leadership potential, foster
human understanding and contribute to the
betterment of mankind.
To accomplish this mission, the network of
Toastmasters clubs must continually expand, thereby
offering more people the opportunity to benefit from
the Toastmasters program. Encouraging educational
excellence in each club is essential to accomplishing
this mission. Members receive the full benefits from
their membership through the Toastmasters com munication and leadership programs.
Keep the focus on the individual club and member
during your term of office. Encourage quality club
meetings where members can participate, learn,
grow, and achieve.
Training is the key to your success as a district
leader. Take advantage of the training opportunities
provided through Toastmasters International and the
district. Training enables you to better lead and support clubs. When clubs are strong, the member experience is enriched. This is the heart of the
Toastmasters program.
How to Use the
District Leadership Handbook
This handbook is a practical guide and reference for
those serving in a district role. It begins with a general
information section, applicable to all district officers.
A district calendar is included with a checklist of
important deadlines and tips. The second part is
specific to the district officer roles, so you can go
directly to your section for a better understanding of
your roles and responsibilities. Sections three through
five describe in detail the ways in which district officers work together to build successful teams, present
6 • District Leadership Handbook
successful events, build clubs and membership, and
oversee district budgeting and finance.
Get familiar with the entire contents of this
manual. Understanding how each district leader
position contributes to the achievement of the district mission will enlarge your understanding of
how the district contributes to the overall success
of Toastmasters International.
How to Be a Successful District
A successful district establishes a climate in which all
people are committed to the district’s mission, know
what is expected of them, and understand how they
contribute to the district’s success. Successful districts
make their mission a reality by:
4Establishing clear, measurable goals in the critical
success factors of:
• Club-building
• Membership-building and retention
• CCs
• ACs
4Developing a plan that includes strategies for
achieving district goals. Each division and area
should be encouraged to develop management
plans that complement district goals.
4Training division, area, and club officers to give
them the tools to achieve success.
4Providing the necessary support and assistance so
that every club meets its members’ needs.
4Effectively budgeting resources, including time,
money, materials, and, most importantly, people.
4Conducting successful conferences and speech
contests.
4Recognizing and rewarding achievement.
Above all, achieving the district mission is a team
effort. It requires a commitment to bringing more
people to Toastmasters so they can experience all the
benefits the organization has to offer. It also requires
a dedication to serving the member and the club, for
it is in the club that people learn, grow, and achieve.
Section One–An Overview of the District
District Structure
Districts consist of clubs, areas, and divisions.
Clubs
The mission of the club is to provide a mutually
supportive and positive learning environment in
which every individual member has the opportunity
to develop oral communication and leadership
skills, which in turn foster self-confidence and personal growth.
The district’s role is to help clubs achieve their
mission. Your district must take the initiative in
acquainting the clubs with the activities, services, and
assistance offered by the district and Toastmasters
International, and encouraging each club and its
members to participate in the many available opportunities provided through Toastmasters programs.
All existing clubs that meet within the boundaries
of a district, and all new clubs formed within those
boundaries are assigned to that district. Assignment
of a new club to an area will be made by the district
governor, subject to approval by the District Executive
Committee.
Areas
The purpose of the area is to:
4Ensure each club fulfills its responsibilities to its
members and becomes a Distinguished Club.
4Promote and extend the benefits of membership
in Toastmasters clubs.
4Help in the organization of new clubs.
4Facilitate the training of club officers.
4Encourage clubs to undertake efforts that will create greater community awareness of Toastmasters
and make Toastmasters available to more people.
4Oversee and conduct quality speech contests in
the district.
Club and District Relations. The area governor
position is a critical leadership role. It serves as the
direct liaison and link between clubs and the district.
Area governors conduct club visits twice a year within
their respective areas to understand and support club
needs. In turn, these visits help district leaders understand how to support and meet the needs of each
club. It is important that area governors have the
support they need to service the clubs. The success
of the district depends on it.
It is important for all district officers to be
familiar with club officer responsibilities and the
resources available to support them:
toastmasters.org/clubofficerresources.
Area Organization. Clubs are assigned to areas
(four to six clubs per area) by the District Alignment
Committee and approved by the District Council.
New clubs assigned to areas are reported in writing
to World Headquarters at the time the club receives
its charter.
Area Councils. Toastmasters International
encourages areas to form councils. An Area Council
is the management group for the area. The council
helps each club in the area provide a positive and
supportive learning environment in which every
member has the opportunity to develop communication and leadership skills. Additionally, the Area
Council helps keep clubs focused and on track to
achieve goals. The Area Council should meet at least
twice each year. Up to 50 percent of Area Council
meetings may be conducted via various technology
options (e.g., teleconference or videoconference, etc.).
Divisions
The purpose of the division is to serve the clubs
assigned to it by providing district support and
resources to clubs and members through the area
governors. The division also aids in administration,
presentation of speech contests, provision of club
officer training, and coordination of other district
activities. Divisions must have at least three areas.
Districts may not form divisions consisting of only
one or two areas.
The formation of divisions is optional. If
divisions are part of the district structure, a single
alphabetical letter such as A, B, or C must designate
them or, if the district wishes, by letters such as N, S,
or C (for Northern, Southern, Central). The same
letter cannot designate two divisions within a district.
For example, the letter N can be used for northwest
division or northeast division, but not for both.
Each division has a governor, responsible for
supervising activities within the division. The governor,
District Leadership Handbook • 7
who is elected, works under the supervision of the
district governor.
Division Councils. Toastmasters International
encourages divisions to form councils. A Division
Council is advisory in nature and its purpose is to
help its governor achieve club, area, division, and
district goals. The council may also help with administrative activities, such as division contests, meetings
and training. The division council should meet at
least twice a year. Up to 50 percent of division council meetings may be conducted electronically (e.g.,
teleconference, videoconference, etc.). Division
councils are not permitted to endorse candidates
for district office.
District Boundaries
All districts have geographical boundaries. The geographical boundaries of a district are established at
the time of its formation and a description of district
boundaries is included in Article V of the District
Administrative Bylaws. Should the district want to
change its boundaries, any proposed changes must
be approved by the district councils of all districts
involved and submitted to World Headquarters for
the approval of the Board of Directors.
District Alignment
Once each year, districts must review and amend,
if necessary, the alignment of the clubs, areas, and
divisions within their boundaries. The result is subject to the approval of the District Council at its
annual business meeting in April/May. Changes
cannot be made after the approval, so it is important
that the alignment is correct and will be effective
throughout the year. Alignments are due to World
Headquarters by July 15.
The District Alignment Committee
The task of aligning the clubs, areas, and divisions
within the district is the responsibility of the District
Alignment Committee. The District Alignment
Committee is a group of district members who must
be appointed by the district governor.
It is never too early to form a committee to look
at the district’s alignment and put forward a structure
for the next program year. The committee should
construct a plan that serves the clubs in the most
effective way possible while meeting Toastmasters
International policy requirements. It is important
for the district to consider club growth as well as club
loss when creating its proposal. Each area should
have a minimum of four clubs and no more than six
8 • District Leadership Handbook
clubs. A district may have an area with three clubs
if efforts are made to charter a fourth club in the
area. When an area has less than four clubs, you
should be concerned about long-term growth potential. Under no circumstances shall an area have fewer
than three clubs.
Timelines and Expectations
District leaders should take the necessary time to discuss strategy with the District Alignment Committee
and define goals and expectations. To help with this
task, here is a proposed timeline:
4December: Form an Alignment Committee. Orient
the committee members and make sure they have
the background, resources, and information necessary to function properly.
4January/February: The committee does its work.
Its members should contact clubs as well as area
and division governors for input, especially where
changes are being considered.
4February/March: Working with the district leaders,
the committee prepares the alignment proposal
and provides it to the District Executive Committee
for review. (If questions arise during the process,
contact the District Services Department at World
Headquarters.) The district must send out appropriate notice to clubs that will be effected by
realignment.
4April/May: The District Council approves final
alignment.
4June/July: Report alignment to World Headquarters
and provide clubs, areas, and divisions with the
final alignment.
Important Considerations
The committee should consider several things when
recommending alignment changes. Clubs are typically
assigned to an area based on geographical proximity
to other clubs. Advanced clubs or other clubs that
have members sharing a special interest cannot be
placed in separate areas or divisions; all clubs should
be grouped together. Clubs that charter after the
alignment is approved by the District Council must
be placed into existing areas. Remember, once the
District Council approves the alignment, no changes
can be made.
Things to consider while aligning:
4Remain within Toastmasters policy.
• Each division must have a minimum of three
areas.
• Each area must have a minimum of four clubs
and a maximum of six clubs.
4Look at the geographic aspects.
4Plan for possible growth and possible loss.
4Discuss potential changes with current district
leaders and area and division governors.
4Strategically align the clubs within areas and divisions with the focus on the benefits for all.
4Communicate the alignment with clubs, areas,
and divisions.
District Council. If established, district procedures
should address:
4Whether the secretary, treasurer, public relations
officer, and area governors are elected or appointed
positions.
4The number and type of speech contest(s) the
district will conduct and when these contest(s) will
be conducted. Districts may conduct a maximum
of four contests and one of these contests must be
the International Speech Contest.
4Provide the information to World Headquarters as
soon as possible but no later than July 15.
4Whether the district allows areas with four or fewer
clubs to send two contestants per club to compete
in the area contest.
Please note: Alignments that do not meet policy
requirements cannot be accepted. The alignment
committee must ensure that the proposal meets these
requirements before bringing it forward.
4Whether the district allows divisions with four or
fewer areas to send two contestants per area to the
division contest.
Formation of Provisional Districts,
Consolidation and Reformation of Existing
Districts, and Formation of Non-District
Administrative Units
Administrative units of Toastmasters International
should provide the highest potential for continued
club and membership growth. Thus, new districts
should be created and existing districts consolidated
or reformed only after the Board of Directors has
determined that there are enough existing clubs in
the territory to be included within the proposed new
or consolidated districts. These clubs also must be of
sufficient membership strength to assure efficient and
financially sound administration of such proposed
districts. Once formed, a district should continue to
operate as a district only so long as it meets certain
minimum standards.
District Procedures
and Governing Documents
Each district is governed by the policies of the organization, and the District Administrative Bylaws is the
district’s main governing document. While districts
cannot create policy, they do have the ability to
implement procedure manuals that capture operational processes at the district level.
District Procedures
Districts may establish procedures to provide consistency and help guide district leaders from year to
year. Procedures may be established and changed
by either the District Executive Committee or the
4In districts with four or fewer divisions, whether
the district allows divisions to send two contestants to the district contest.
4Other procedures that may provide consistency
from year to year.
Your district’s procedures cannot duplicate or contradict Toastmasters International governing documents
and policies, nor can they be more restrictive than
Toastmasters International governing documents and
policies. They also cannot be called “policies.” Only
Toastmasters’ Board of Directors may create policies.
Consult World Headquarters before adopting new
district procedures or before making any significant
changes to existing procedures and provide a copy
of its procedures manual to World Headquarters for
review (districts@toastmasters.org). Each year, your
district should make copies of district procedures
available to District Executive Committee members
and place a current copy of district procedures on the
district Web site.
District, Division, and Area Records
District, division and area records are the property of
Toastmasters International and not of any individual,
area, division or district. Records must be available to
district officers and to Toastmasters members for
purposes of inspection and review. In addition, in
order to satisfy Internal Revenue Service requirements,
the district must send to World Headquarters, by
November 30 each year, the following items for the
previous July 1 through June 30 administrative year
for storage at World Headquarters:
District Leadership Handbook • 9
4Canceled checks
4Bank statements
4Paid invoices
4Cash-receipts journals
4Cash-disbursement journals
The Executive Director must inform each incoming
district governor of his/her record-keeping responsibilities, designating the records required by the
district, divisions, areas and World Headquarters.
Correspondence, memorandums, and other communications received by a district are district records
and Toastmasters International property. The district
governor must determine whether the contents of
these communications should be shared with other
district officers and the method of distribution based
on the best interests of the district and Toastmasters
International.
District Calendar
This resource is intended to guide the district leadership team toward achieving district success.
Included:
4Checklists to measure success
4Deadline/important date reminders
Every month…
 Work on club-building efforts.
 Stay on track; check the district performance
reports regularly.
 Beginning in September, the monthly treasurer’s
report is due to the district governor and
lieutenant governors by the 15th of each month.
The report covers the calendar month two months
prior to the due date. For example, the July
monthly treasurer’s report is due September 15.
 Check on club performance by reviewing the DCP,
touching base with area governors, and reviewing
area reports of club visit information.
July
Checklist:
 Complete year-end audit.
 Train club, area, and division officers.
 Begin first-round club visits by area governors.
 Work with leaders to focus on chartering new
clubs.
10 • District Leadership Handbook
 Ensure all information and records from previous
district administration were transitioned to the
new administration.
 Follow up with clubs that have not submitted
their officer lists to World Headquarters.
 Build and support your leadership team.
 Continue club-building efforts.
Deadlines/Important Dates:
July 1:
 The start of the Toastmasters year
 The Distinguished District, Division, Area, and
Club programs begin.
July 15:
Due to World Headquarters:
 District officer list
 District calendar
 Area and division alignment changes
 District signature form
August
Checklist:
 Complete club, area, and division officer training.
 The district governor and lieutenant governors
attend district leader training during the week of
the International Convention.
 The district governor, lieutenant governors, and
treasurer complete the district budget.
 The district governor and lieutenant governors
set goals using the District Success Plan.
 Work with leaders to focus on chartering new
clubs.
 Submit club officer training reports online.
 Network with other leaders – the International
Convention is a great opportunity to do so.
Deadlines/Important Dates:
August 1:
 Smedley Awards membership-building contest
begins.
August 31:
 Last day to train club officers. (Districts may train
club officers after this date, but they will not
receive Distinguished District credit for doing so.)
 The treasurer submits the year-end audit to the
Finance Department at World Headquarters.
September
Checklist:
 Work with leaders to focus on chartering new
clubs.
 Club officers submit membership dues renewals
online.
 Complete first-round club visits by area governors
and submit online.
 Send out credential/proxy forms to club
presidents and vice presidents education at least
two weeks in advance of the district conference.
 Submit club officer training reports online.
Deadlines/Important Dates:
September 1:
 Last day to report district officer appointments,
including area governors, to World Headquarters
to ensure advanced leader credit is received.
September 30:
 Report of club, area, and division officer training
due to World Headquarters. (85 percent of area
and division governors must be trained and
reported to World Headquarters in order to qualify
for the Distinguished District program).
 District Success Plan Matrix due to World
Headquarters. (Required in order to qualify for the
Distinguished District Program).
 Smedley Award membership-building contest
ends.
 Club officer training reports due to World
Headquarters.
 District budget due to World Headquarters.
October
Checklist:
 Club officers submit membership dues renewals
online.
 Complete first-round club visits by area governors
and submit reports online.
 Prepare for October/November district conference.
 Prepare for the district executive committee meeting held during the district conference.
 Prepare for the district council meeting held
during the district conference.
 Start planning audit committee appointments for
mid-year audit.
 Organize and prepare previous year’s financial
records for shipment to World Headquarters by
November 30.
 Evaluate the training and use the findings to
enhance the next officer training.
Deadlines/Important Dates:
October 1:
 October dues renewals due to World
Headquarters.
October 10:
 October dues renewals must be received at World
Headquarters for Distinguished Club program
credit.
October 31:
 First-round area governor club visits should be
completed.
November
Checklist:
 Follow up with clubs that have not paid their
October dues.
 Share successes and challenges with other leaders.
 Don’t forget to thank your volunteers for everything they do.
Deadlines/Important Dates:
November 1:
 District governor to appoint audit committee.
November 15:
 October dues renewals due for Distinguished Area
program credit.
 Quarterly treasurer’s report due to World
Headquarters for July 1 through September 30.
November 30:
 Area governors submit reports of first-round club
visits to World Headquarters.
 Organize and prepare previous year’s financial
records for shipment to World Headquarters by
November 30.
 Additions/corrections/changes deadline for club
officer training are due to World Headquarters.
December
Checklist:
 Second-round training for club, area, and division
officers begins.
District Leadership Handbook • 11
 Start planning for elections.
 The district governor begins appointing the nominating committee.
 Begin planning the next district conference.
 Form the alignment committee.
 Submit club officer training reports online.
 The year is halfway over – celebrate what you’ve
accomplished!
 Officer lists due at World Headquarters for clubs
that elect semiannually.
January
Checklist:
 Publish the call for candidates (if not yet
published).
 Treasurer completes mid-year audit.
 Train club, area, and division officers.
 Begin second-round club visits by area governors
and submit Area Visit Reports online.
 Prepare for proxy/credentials.
 Audit committee does its work.
 The district governor and lieutenant governors
attend mid-year district leader training.
 Submit club officer training reports online.
 Check out what other districts are doing – look
at other district Web sites for ideas.
 Follow up with clubs that have not submitted
their officer lists to World Headquarters.
February
Checklist:
 District leaders train club, area, and division officers.
 Club officers prepare for proxy/credentials.
 Complete area governor second-round club visits
and submit Area Visit Reports online.
 Order awards for speech contests (to order, e-mail:
supplyorders@toastmasters.org).
 Submit club officer training reports online.
Deadlines/Important Dates:
February 1:
 Talk Up Toastmasters membership-building
contest begins.
February 15:
 Mid-year audit due to World Headquarters
(July 1 – December 31).
12 • District Leadership Handbook
February 28 (29 on leap years):
 Last day for club officer training.
March
Checklist:
 Club officers submit membership dues renewals
online.
 Complete area governor second-round club visits
and submit Area Visit Reports online.
 Order awards for speech contests (to order, e-mail:
supplyorders@toastmasters.org).
 Submit club officer training reports online.
Deadlines/Important Dates:
March 31:
 Club officer training reports due to World
Headquarters.
 Talk Up Toastmasters membership building
contest ends.
April
Checklist:
 Submit club membership dues renewals online.
 Complete area governor second-round club visits
and submit Area Visit Reports online.
 Prepare for the April/May district conference.
 District governor and lieutenant governors prepare
for district executive committee meeting held
during the district conference.
 Prepare for district council meeting held during
the district conference.
 Order awards for speech contests (to order, e-mail:
supplyorders@toastmasters.org).
Deadlines/Important Dates:
April 1:
 April dues renewals due to World Headquarters.
April 10:
 April dues renewals due to World Headquarters
for Distinguished Club Program credit.
April 30:
 Second-round area governor club visits should be
completed and Area Visit Reports submitted online.
May
Checklist:
 Plan for the transition of district leaders.
Deadlines/Important Dates:
May 1:
 Beat the Clock membership-building contest
begins.
May 15:
 April dues renewals due for Distinguished Area
Program credit.
 Quarterly treasurer’s report due to World
Headquarters for July 1 through March 31.
May 31:
 Area governors submit online second-round club
visit reports.
 Additions/corrections/changes deadline for club
officer training are due to World Headquarters.
June
Checklist:
 Start planning district calendar.
 Prepare and distribute a district directory (to
request a district list to help do this, e-mail:
districts@toastmasters.org).
 Start working on the year-end audit.
 Hold a transition meeting to transition from one
administration to the next.
 Build and support your leadership team.
 Stay focused on goals.
 Stay in communication with the previous year’s
leaders.
Deadlines/Important Dates:
June 30:
 Club officer lists due to World Headquarters.
 Last day of the Toastmasters year.
 Beat the Clock membership building contest ends.
 Start training club, area, and division officers.
Ensure a minimum of 85 percent of area and
division governors are trained to qualify for credit
toward the Distinguished District Program.
District Leadership Handbook • 13
SectionTwo–Roles & Responsibilities
I
n order to lead your team effectively, you must
first understand your role within the organization
as a district leader. Whether you are a district
governor or an area governor, having a clear understanding of your responsibilities and procedures is
essential to the success of the district. After you know
your responsibilities, you will be ready to work cohesively with your team members and provide direction
and guidance to members and fellow district leaders.
District-level leadership positions described in
this document include:
4District governor
4Lt. governor education & training
4Lt. governor marketing
4Public relations officer
District Governor
As the district governor, you have the responsibility
of directly overseeing and managing the district’s dayto-day operations, finances, and human resources.
Luckily, you have a team of district officers to help
you fulfill these responsibilities. As the district governor, you must empower your district leadership
teams to work together to fulfill the district mission,
while simultaneously supporting each officer in his
or her development as a leader.
At the time of taking office, the district governor
must have served at least six consecutive months as
a club president and at least 12 consecutive months
as a lieutenant governor, division governor, or a
combination of the two.
4Secretary
Responsibilities:
4Treasurer
4Supervise and guide all elected and appointed district officers and be responsible for their success.
• Motivate team members to achieve district goals.
• Delegate tasks and authority as appropriate.
• Assist in resolving conflicts as they arise.
4Division governor
4Area governor
In addition, a short description of the region advisor
marketing is included.
District officers must be appointed by September 1
and serve through June 30 to receive credit toward
the Advanced Leader Silver (ALS) award. To hold any
elected or appointed district office, a candidate must
be a club member in good standing, and meet all
other minimum eligibility requirements.
Standards for All District Officers
When you are a district officer, you must:
4Uphold the bylaws and policies of Toastmasters
International and the District Administrative Bylaws.
4Create and maintain an atmosphere of enjoyment,
teamwork, and dedication to Toastmasters
International, all in the spirit of helping people
learn, grow, and achieve.
4Prepare your successor to assume office, completing
all necessary steps for a successful transition by
June 30.
4Work to fulfill the District Mission, and strive to
achieve recognition in the Distinguished District
Program.
14 • District Leadership Handbook
4Administer and oversee the district’s financial
resources.
• Prepare the budget with the District Executive
Committee for approval by the District Council.
• Authorize all purchases on behalf of the district.
4Work with World Headquarters and region advisors on matters related to district operations.
• Prepare and submit all plans and reports to
World Headquarters.
4Serve as presiding officer at the District Executive
Committee and District Council meetings.
• Appoint district officers and committees as provided for in the District Administrative Bylaws,
subject to approval of the District Council.
4Achieve Distinguished District status by
accomplishing training, club, membership, and
educational goals. Together with your district leadership team, participate in district officer training
sessions at the International Convention, mid-year
training and online via the Toastmasters Learning
Connection (www.toastmasters.org/elearning).
Leading the District Team
When you are the district governor, you serve as the
team leader for all other elected and appointed district officers. In this position, your leadership skills
provide more than just a means of directing and
facilitating the work of the district; your personal
leadership style will set the tone and direction for
the entire district. Your abilities to share a vision, set
realistic and attainable goals, communicate a plan of
action, motivate team members, delegate effectively,
and manage conflict will be key factors in your
district’s success.
Finance and Budgeting
As the district governor, you have fiduciary responsibility and are directly responsible for ensuring that
the district is appropriately managing the funds that
support the achievement of its mission. The district
treasurer supports you in this endeavor by providing
monthly treasurer’s reports and a variety of other
resources to help you understand and control how
the district funds are being used. It is important that
the district governor, lt. governors, and district treasurer work together on finance and budgeting within
the district. For more details on the district treasurer
role and the specifics on finance and budgeting
within the district, please refer to pages 19 and 54-56.
Serving as Presiding Officer
As presiding officer at the District Executive
Committee and District Council meetings, you are
expected to take charge of the proceedings and keep
the agenda moving forward. You will also be expected
to manage procedural matters in the conduct of the
meeting, and to apply Robert’s Rules of Order as
necessary.
Role of Past Leaders within Districts
Toastmasters International districts have benefited
greatly from the dedication and support of past international presidents, past international directors, past
district governors and other past leaders. Although
current district officers are responsible for district
operations and achieving district goals, past district
and international leaders can provide invaluable
support while working under the direction of the
district governor.
Examples of supporting the district include:
4Acting as an advisor or mentor
4Providing encouragement to district officers
4Offering support during district meetings
4Encouraging strong members to take leadership
positions
4Chairing district committees
Committees of past district governors can be a valuable resource. If formed, a Past District Governors
Committee must meet and work in support of the
district and its officers, and may not engage in district
political activity. The Past District Governors Committee must meet and work under the direction of
the district governor and may only work on tasks
assigned by the district governor.
Additional Resources
District Leader E-Toolkit
www.toastmasters.org/districtleadertoolkit
District Success Plan (PDF)
www.toastmasters.org/dsp
Distinguished District Program (PDF)
www.toastmasters.org/distinguisheddistrict
District Finance Corner
www.toastmasters.org/districtfinance
Financial Templates
www.toastmasters.org/templates
Toastmasters Policies
www.toastmasters.org/policies
The Toastmasters Learning Connection
www.toastmasters.org/elearning
Lieutenant Governor
Education and Training
As the lt. governor education and training, you are
responsible for all aspects of education and training
within the district. This includes supporting quality
club programming efforts, promoting the Distinguished Club Program, coordinating the training
efforts of the district, and planning and executing
the district conference.
The lt. governor education and training must
have served at least six consecutive months as a club
president and at least 12 consecutive months as a
lieutenant governor, division governor, area governor,
or any combination of these.
Responsibilities:
4Strive for accomplishment of district educational
goals and achievement of Distinguished District
status.
• Promote achievement of educational awards for
all members.
District Leadership Handbook • 15
• Together with your district leadership team, participate in district officer training sessions at the
International Convention, mid-year training, and
online via the Toastmasters Learning Connection
(www.toastmasters.org/elearning).
4Plan, organize, and direct district training programs.
• Ensure that division, area, and club officers
are properly trained to fulfill their roles and
responsibilities.
• Select training coordinators and facilitators to
conduct district training programs.
4Plan, organize, and direct the district conference.
• Supervise site selection, educational content,
speech contests, and all other aspects of the
conference.
4Serve as second-ranking member of the District
Executive Committee, presiding over that body
and the District Council in the absence of the
district governor.
• In consultation with and subject to the approval
of the district governor, appoint a district conference chair, training coordinators, and committee
chairs to promote educational achievements
within clubs.
• Provide assistance and back-up to the district
governor as needed.
• Prepare your successor to assume office, completing all necessary steps for a successful transition
by June 30.
4Coordinate and supervise the International Speech
Contest and other district speech contests at the
club, area, division, and district levels.
The Toastmasters Educational Program
One of your primary concerns as lt. governor education and training is to maintain the integrity of the
Toastmasters educational program in all clubs in the
district. In order to do this, you must gain expertise
in all aspects of the program, and thoroughly understand how all components of the program work
together to help members develop their communication and leadership skills in a friendly environment.
For a complete explanation of the Toastmasters educational program and a list of requirements for each
award, view www.toastmasters.org/membereducation.
Manual Speeches
All speeches that members present in their clubs
should be from the projects in the Toastmasters educational manuals. Because each speech project builds
16 • District Leadership Handbook
on the skills used in previous projects, members
must complete projects in consecutive order.
Of course, to allow for the most speaking opportunities for members, clubs should meet weekly. If a
club has a large number of members and has difficulty accommodating all those who want to speak
at meetings, the club may occasionally conduct a
special meeting devoted entirely to prepared speeches.
The only reason such meetings may be held is to help
the individual member improve speaking skills, and
they may be organized only by a club, not by an area,
division, or district. However, any meeting held for
the sole purpose of giving manual speeches must
adhere to the following:
4Each speech should be carefully prepared to allow
the speaker to focus on the objective of the project.
4All speeches must be evaluated both in writing
and verbally.
4Each Toastmaster is limited to one speech at any
meeting for credit toward any CC or AC award.
Meeting Roles
As described in the Competent Leadership manual,
participation in club meeting roles can help members
develop their leadership skills while simultaneously
helping conduct the regular business of the club.
For this reason, members should be encouraged to
bring their Competent Leadership manuals to all club
meetings so that they can receive credit toward their
Competent Leader award each time they participate
in a club meeting role.
Club Leadership
Members should be encouraged to become club leaders.
Serving as a club leader offers practical experience in
planning, training, motivating, and managing that can
help a member in his or her career and personal life.
Training Club and District Officers
Providing effective training and leadership opportunities for club and district officers is one of the most
critical parts of the district mission. Without properly
trained officers, clubs and districts cannot effectively
meet members’ needs or introduce the benefits of
Toastmasters to others.
Districts should promote and market club officer
and district officer training to encourage maximum
attendance and participation at these sessions.
Training events should be part of the district calendar
and published in district communications, including
the district newsletter and Web site.
Note: Training for the top 3 district leaders is not
the responsibility of the lt. governor education and
training; these officers will be trained by World Headquarters staff and the region advisors marketing at
the International Convention and at mid-year training. Training for other district officers, including
area and division governors, should be included in
the district’s training schedule. Please go to the
Toastmasters Web site at www.toastmasters.org/
districttraining for training materials.
At the initial training of area, division, and
other district leaders in June, both the outgoing and
incoming lt. governors of education and training
should be present. The event should be a collaboration between the two lt. governors of education and
training. The incoming lt. governor of education and
training should focus on learning what they can from
the outgoing officer. This is a good opportunity for
the incoming and outgoing district teams to work
together to ensure a smooth transition. The outgoing
lt. governor education and training should lead the
event, while the incoming lt. governor can use the
opportunity to build rapport with his or her incoming team.
For more information on training club and district officers, see pages 42-45 of this document.
Speech Contests
As the coordinator and supervisor of the district’s
speech contests, you should encourage members to
participate in the International Speech Contest, as
well as other contests your district may conduct.
Strive to be your district’s primary expert in the Speech
Contest Rules, and be prepared to answer rules questions and fairly manage disputes as they arise.
The Toastmasters International Speech Contest
Rulebook (1171) contains rules for Evaluation,
Humorous, International, Table Topics and Tall Tales
contests. When planning a speech contest, be sure
your contest chair has both of these important documents and follows the instructions. The Speech
Contest Rulebook is available online at www.toastmasters.org/rulebook.
Additional Resources
District Leader E-Toolkit
www.toastmasters.org/districtleadertoolkit
Planning a District Conference
Page 29 of this manual
Club and District Officer Training
Page 42 of this manual
Speech Contests
Page 33 of this manual
www.toastmasters.org/speechcontests
Speech Contest Rulebook
www.toastmasters.org/rulebook
Speech Contest Frequently Asked Questions
www.toastmasters.org/speechcontestfaq
The Toastmasters Educational Program
www.toastmasters.org/membereducation
Training Club and District Officers
www.toastmasters.org/districttraining
The Toastmasters Learning Connection
www.toastmasters.org/elearning
Lieutenant Governor Marketing
As the lt. governor marketing, you are tasked with the
responsibility of all aspects of marketing, club-building, and member and club retention efforts within
the district. This includes defining an overall marketing strategy for the district, developing outreach
and retention efforts with existing community and
corporate clubs, and penetrating new markets.
Additionally, the lt. governor marketing will support
challenged clubs and help them to become distinguished clubs.
The lt. governor marketing must have served at
least six consecutive months as a club president
and at least 12 consecutive months as a lieutenant
governor, division governor, area governor, or a
combination of these.
Responsibilities:
4Meet all district membership and club growth
objectives necessary to achieve Distinguished
District status.
• Develop a marketing plan in conjunction with
district team members.
• Manage district recognition programs to ensure
that membership-building achievements are
noted and rewarded.
• Manage the Club Coach Program to assist weak
clubs and help them achieve distinguished
club status.
4Recruit, train, and supervise a strong club building
team.
• In collaboration with and subject to the approval
of the district governor, appoint committee
chairs as necessary to aid in the organization of
new clubs in the district.
District Leadership Handbook • 17
• Recruit, train, and supervise club sponsors,
mentors, and coaches.
4Monitor division, area, and club administration to
ensure the prompt submission of forms, reports,
lists, and other information in a timely manner.
• Monitor the submission of club dues renewal
reports to World Headquarters.
• Track the online submission of club officer lists
to World Headquarters.
• Monitor the online submission of Area Report of
Club Visit forms.
4Serve as third-ranking member of the District
Executive Committee, presiding over that body and
the District Council in the absence of the district
governor and lt. governor education and training.
Recruiting Your Marketing Team
With the district governor’s approval, you can
appoint members as needed to chair one or more
marketing committees. Once formed, these committees can help you design, develop, and implement
your district marketing projects. Typical district marketing committees include Membership Development,
New Clubs, Sample Meetings, and Club Rescue.
As the lt. governor marketing, it is also your
responsibility to appoint club sponsors and mentors
for new clubs, as well as club coaches for existing
clubs that are struggling. Because serving in one of
these positions is required for the Advanced Leader
Silver educational award, you should consider working with your lt. governor education and training to
identify potential candidates for these positions.
Region Advisor Marketing
In your role as lt. governor marketing, you will work
closely with the region advisor marketing to meet the
district’s membership and club-building goals.
For more information about working with the region
advisor marketing, see page 24 of this manual.
Additional Resources
District Leader E-Toolkit
www.toastmasters.org/districtleadertoolkit
Section 4: Clubs and Membership
Pages 48-53 of this manual
Toastmasters Marketing Resources
www.toastmasters.org/marketingresources
Membership Building Contests
www.toastmasters.org/membershipcontests
New Club Mentor Kit
www.toastmasters.org/newclubmentorkit
18 • District Leadership Handbook
Club Coach Program
www.toastmasters.org/clubcoach
Sponsor, Mentor, Coach Training Materials
www.toastmasters.org/sponsormentorcoachtrain
The Toastmasters Learning Connection
www.toastmasters.org/elearning
Public Relations Officer
As the public relations officer (PRO), you are responsible for coordinating publicity efforts in the district.
By establishing and maintaining lines of communication between the district and its members, as well
as between the district and the public, you work to
increase awareness of Toastmasters through all
available media.
The PRO may be elected or appointed by the
district governor, subject to approval of the Executive
Committee and confirmation by the District Council.
The PRO is eligible for re-election or reappointment
for one succeeding term only.
Responsibilities:
4Develop publicity for the district by means of the
press, television, radio, Internet social media and
other methods.
• Promote the benefit of Toastmasters membership
resulting in more new members and clubs.
• Work in cooperation with the district newsletter
editor, Webmaster and speakers bureau chair in
an effort to achieve public relations goals.
• Submit a publicity plan to the district governor
and District Executive Committee for approval.
• Review and recommend to the district governor
all advertising and publicity material dealing
with district programs and activities.
4Prepare a comprehensive communications
program to keep members and non-members
aware of the Toastmasters program.
• Promote leadership and training opportunities
within the district.
• Encourage attendance at district conferences and
other events.
4In consultation with the district governor, serve as
media representative for the district.
4Serve as a public relations resource to clubs in the
district.
4Participate in the Public Relations Webinar delivered by World Headquarters at the beginning of
your term.
Developing a Public Relations Program
A successful public relations program is a team effort.
It takes place not only at the district level, but at the
division, area, and club levels as well. Corporate
recognition visits, speech contests, and Speechcraft
programs are just some of the Toastmasters events
that warrant media exposure. Good public relations
is anything that produces a positive response, and
causes a person to visit a club meeting or go to the
Toastmasters Web site.
For further advice and guidelines on effective
public relations projects, consult Toastmasters’ publicity and promotion handbook, Let The World Know
(Item 1140).
Public Relations Policy
News releases and other publicity concerning district
activities must be coordinated with the district PRO
and the Public Relations Committee, and approved
by the District Executive Committee.
Additional Resources
When You Are the Vice President Public Relations (PDF)
www.toastmasters.org/whenvppr
Public Relations (Item 226C)
Available for purchase at
www.toastmasters.org/shop
• Assisting the district governor in developing a
realistic budget based upon the goals of the
district.
• Recording, monitoring, forecasting, and evaluating the district’s financial performance.
• Requisition, receipt, and disbursement of district
funds.
4Provide treasurer’s reports as follows:
• Submit a treasurer’s report to the district governor and lt. governors each month. These reports
must be submitted within 45 days of the end
of the month.
• Submit the treasurer’s report to World
Headquarters for the three months ending
September 30 and for the nine months ending
March 31. Reports must be submitted to World
Headquarters within 45 days of these dates.
• Present a treasurer’s report at each District Executive Committee and District Council meeting.
• Provide the District Audit Committee with all
financial information and records covering the
periods of July 1 through December 31, and July
1 through June 30. The treasurer ensures that the
Audit Committee submits a midyear audit to
World Headquarters on or before February 15
and a year-end audit on or before August 31.
Virtual Brand Portal
www.toastmasters.org/vbp
4Maintain custody of all district assets including the
district banner, gavel, educational supplies, and
other properties.
Treasurer
4Complete the online District Finance training
module provided via the Toastmasters Learning
Connection at www.toastmasters.org/elearning.
As the district treasurer, you are tasked with the fiscal
oversight and management of the district. The district
treasurer works closely with the district governor and
lt. governors to ensure that the district is making
cost-effective decisions, within policy, that result in
effective fiscal management. This position may be
combined with the office of secretary.
The district treasurer should have knowledge of
accounting and be acquainted with the handling of
financial matters. The treasurer may be appointed by
the district governor, subject to approval of the
District Executive Committee and confirmation by
the District Council, or elected. The district treasurer
is eligible for reelection or reappointment for one
succeeding term only.
Responsibilities:
4Develop, plan, and recommend a program for
using district financial resources, including:
Financial Templates
To aid you and your district leadership team in the
development of a budget and the tracking of expenses,
the Toastmasters Web site has a variety of tools
available for your use at www.toastmasters.org/
districtfinance. Here you’ll find budget templates,
spreadsheets, tax information, and a step-by-step
guide to help you complete the tasks described above.
Additional Resources
District Finance Corner
www.toastmasters.org/districtfinance
Financial Templates
www.toastmasters.org/templates
Toastmasters Policies
www.toastmasters.org/policies
The Toastmasters Learning Connection
www.toastmasters.org/elearning
District Leadership Handbook • 19
Secretary
As the district secretary, you are responsible for maintaining the historical records of the district, recording
and distributing meeting minutes, and otherwise
maintaining accurate, timely records of district business. This position may be combined with the office
of treasurer.
The secretary may be appointed by the district
governor, subject to approval of the Executive
Committee and confirmation by the District Council,
or elected. The district secretary is eligible for reelection or reappointment for one succeeding term only.
Responsibilities:
4Record and keep minutes of District Executive
Committee and District Council meetings.
4Serve as custodian of the District Administrative
Bylaws and district procedures, and keep a permanent history of district accomplishments.
4Assume responsibility for all district correspondence.
4Assist in the preparation and mailing of announcements for district meetings, copies of minutes, and
other district reports to clubs.
District Records & Transition
All district funds, bank statements, canceled checks,
original invoices, check requests and any other
financial records are the property of Toastmasters
International. Outgoing district officers must deliver
these funds and records to the new district treasurer
or new district governor no later than July 1 of each
new district administrative year. The outgoing district
treasurer and the outgoing district governor may
retain copies of any records necessary to complete
the district year-end audit. If they receive any funds,
statements or other financial documents after July 1
they must immediately give them to the new district
treasurer or new district governor.
Communications received by a district are district
records and are Toastmasters International property.
The district governor determines whether the contents
of these communications should be shared with
other district officers and the method of distribution,
based on the best interests of the district and
Toastmasters International.
What Records Should A District Keep?
All district records, including financial statements
(canceled checks, copies of bills, etc.) are the property of Toastmasters International and not of any
individual, area, division, or district. The District
Council is responsible for storing and preserving
records for the current administrative year, and the
records must be made freely available to district officers and to individual members to inspect and review.
Each year, after the year-end audit has been
approved by the District Council, the district must
send the following items to World Headquarters by
November 30. These items are for the previous July 1
through June 30 administrative year and will be
stored at World Headquarters:
4Canceled checks
4Bank statements
4Paid invoices
4Cash receipts journals
4Cash disbursement journals
The original documents must be sent to World Headquarters. World Headquarters will honor requisitions
for funds and/or supply orders after November 30
only if it has received these records.
Other materials must also be kept for a specific
length of time. Your district must forward the following items to the succeeding administration or to
World Headquarters for storage for the required
period of time:
Item
Time
Copies of audits, budgets, treasurer’s reports, financial statements
seven years
Minutes of all meetings, including attendance
seven years
District administrative bylaws, policies and the articles of incorporation
and bylaws of Toastmasters International
permanently
Long-range and operational plans
three years
List of clubs in process of chartering and prospective clubs
ongoing
Previous year’s club visitation forms
one year (no hard copy, online only)
Correspondence files
three years
20 • District Leadership Handbook
Additional Resources
When You Are the Secretary (PDF–officer manual
for club secretaries)
www.toastmasters.org/whensecretary
Toastmasters International Policies
www.toastmasters.org/policies
Division Governor
As division governor, your job is to lead and support
the division through the supervision and support of
the area governors. For the division to be successful
and implement the district goals, you must work
closely with your team of area governors. To fulfill
these goals, as division governor, you must support
the area governors assigned to your care.
One of your primary goals as division governor
is to ensure that each club achieves its mission and
fulfills its responsibilities to its members. To achieve
this, you will coordinate activities within the
division, set division goals, and assist in the training
of area and club officers.
A division governor must have served at least six
consecutive months as a member of a District
Council and is eligible for re-election for one
succeeding term only.
Responsibilities:
4Provide motivation, guidance, and supervision to
area governors to help them fulfill their roles and
responsibilities.
• Contact area governors at least monthly to discuss:
 Progress toward goals in the Distinguished
Area Program.
 Follow-up on club visits.
 Helping all clubs achieve distinguished club
status.
4Serve as division council chair.
• Hold at least two Division Council meetings
each year, and have the following topics on the
agenda:
 Discuss each area’s plans, goals, and progress
in the Distinguished Area Program and the
need for assistance from the division governor
and district.
 Discuss division clubs’ plans, goals, and
progress in the Distinguished Club Program
as well as the need for district/division/area
assistance.
 Review club officer training plans and
achievements.
 Discuss plans for division speech contests.
4Achieve Distinguished Division status.
• Assist area governors in the achievement of
Distinguished Area status.
• Assist clubs in the achievement of Distinguished
Club status.
• Participate in division governor training
provided by the district.
4Coordinate division speech contests.
4Report regularly to the district governor and
lieutenant governors on division progress.
Additional Resources
Division Governor Kit (Item 1380)
Hard copy available for purchase at www.toastmasters.org/shop.
All items in the kit (except the Speech Contest
Manual) are also available as a PDF download:
How to Build a Toastmasters Club (Item 121)
www.toastmasters.org/build
District Leadership Handbook (Item 222)
www.toastmasters.org/districtleadershiphandbook
When You Are the President (Item 1310A)
www.toastmasters.org/whenpresident
Distinguished Area & Division Program (Item 1481)
www.toastmasters.org/dadp
Distinguished Club Program and Club Success
Plan (Item 1111)
www.toastmasters.org/dcpmanual
Speech Contest Rulebook (Item 1171)
www.toastmasters.org/rulebook
Speech Contest Manual (Item 1173)
Available for purchase at www.toastmasters.org/1173
Training Club Leaders (Item 217)
www.toastmasters.org/217training
Area Governor
As area governor, you serve as the direct liaison
between the district and the clubs.
One way that you serve clubs is through the area
club visits conducted at least twice a year. These visits
are crucial to understanding how clubs are fulfilling
member needs, and how the district is successful in
supporting and meeting the needs of each club.
District Leadership Handbook • 21
An area governor must have served as a member
of a District Council, and is eligible for re-election or
reappointment for one succeeding term only.
Responsibilities:
4Report regularly to the division governor and
district leaders on area progress.
• Advise district leaders immediately if your area
falls below four clubs or grows above six clubs.
4Serve as Area Council chair.
• Hold at least two Area Council meetings each
year and have the following topics on the
agenda:
 Discuss each club’s plans and goals in the
Distinguished Club Program and needs for
district/area assistance.
 Review attendance at club officer training.
4Achieve Distinguished Area status.
• Motivate and assist each club in the area to
become a Distinguished Club.
• Participate in area governor training provided by
the district.
4Make at least two club visits per club per year:
• Assess club membership and its leadership’s
willingness to grow.
• Assess who will achieve educational
achievements and when these will be completed.
• Submit the Area Report of the Club Visit form
online.
4Contact club presidents monthly about:
• Distinguished Club Program performance.
• Follow-up on items identified during previous
visit or contact.
• District training or other district events.
Visiting Clubs
Quality clubs are those that meet their members’
needs. As an area governor, you play a critical role in
maintaining club quality through club visits, which
are required twice a year and should take place
between July 1 – October 31 and again between
January 1 – April 30.
As you prepare for your club visits:
4Review the online Distinguished Club Program
report.
4Familiarize yourself with the online Area
Governor’s Club Visit Report – it will act as your
evaluation tool during your visit.
22 • District Leadership Handbook
4Contact the club president at least one month
prior to your visit.
• Request the Club Success Plan from the club
president and spend time reviewing it prior to
the visit.
• Ask that the club president share the club’s
historical information and demographics.
• Work with the club president to determine the
club’s specific needs so you can customize your
visit and ensure the club gets the most out of it.
Each club visit will vary depending on the arrangements you have made with the club president. Focus
on those items that are applicable based on your
agreements:
4Observe the club’s meeting and review the club
mission.
4Discuss characteristics of successful clubs through
best practices.
4Ask club leaders how they know when they are
successfully meeting the needs of their members.
4Set a good example by presenting a project from a
communication manual.
4Review the Toastmasters programs (e.g.,
Membership Building, Distinguished Club
Program).
4Identify prospective future leaders – talk about
leadership opportunities within Toastmasters.
Spend time with the club leaders. Ask how communication between you and the club can improve.
Discuss year-end goals and strategies to ensure that
those goals are achieved. Use the Distinguished Club
Program and Club Success Plan as your guide.
Recommend methods for moving forward and point
out opportunities for enhancement.
Although your visit with the club has ended, there
are additional items you must complete:
4Submit the Area Governor’s Club Visit Report
online. A copy of the form will automatically be
sent by e-mail to your district leaders and the club
president. Reports are due twice a year, by
November 30 and May 31.
4Follow up with the club to learn how things have
been since the visit. Ask if the club needs
additional support then ensure you provide it.
4Keep records of your area club visits and pass them
on to the next year’s area governor. This will ensure
that clubs’ needs are continually met.
Dues Renewals
World Headquarters e-mails dues renewal notifications to club officers the first week of September and
the first week of March. Clubs renew online by visiting www.toastmasters.org/renew. Area governors
should follow up with each club to ensure on-time
renewal submission.
When renewals are submitted on time, clubs and
districts benefit. Club members continue to enjoy the
benefits Toastmasters offers and the club receives
credit toward one of the goals in the Distinguished
Club Program. Your district will be able to identify
clubs that are having membership problems so they
can offer assistance. The district also receives a portion of each dues payment a club submits. Areas
receive credit in the Distinguished Area Program
when clubs pay dues on time.
District funds shall not be used for payment of
charter fees or payment of club dues. If a district
check is received for either of these, it will not be
accepted, and processing will be delayed. Likewise,
World Headquarters will not accept a check drawn
on a division or area checking account, nor any check
drawn on the personal account of a district officer
unless that officer is a president, vice president, or
treasurer of the club.
Toastmasters International encourages all clubs to
maintain a membership level of at least 20 members.
However, in order to keep its charter in good standing, a Toastmasters club must maintain a minimum
of six members, at least three of whom were members of the club during the last dues period.
Club Officer Elections and Leadership Training
Club officers are elected either annually for terms
that begin July 1 and end June 30, or semiannually
for terms that run from July 1 through December 31
and January 1 through June 30. Club leadership
training programs should be scheduled to accom modate these election schedules.
Installing Club Officers
One district function is to install officers of
Toastmasters clubs when invited to do so. The area
governor is the district team member best suited to
handle this important opportunity, although a division governor or a past president of the club can do
it. In a company or government club, a key executive
or public figure, such as the corporation president
or military officer, may be willing to perform the
ceremony. A sample installation ceremony script is
included in the Appendix.
Club Officer Training
One of the area governor’s responsibilities is to
ensure club officers in the area have access to training
sessions conducted by the district that will equip
them to succeed during their terms of office.
The way the training program is organized and
administered will vary from district to district. With
your district officers, determine what plans have been
made for club officer training. In some districts it is
conducted on a division level, coordinated by the
division governor, and assisted by the area governors
of that division. In other districts, the entire program
is the responsibility of the area governor. Whichever
the case, you will want to encourage club officer participation in these programs.
Additional Resources
Area Governor Kit (Item 1380)
Available for purchase at
www.toastmasters.org/shop
All items in the kit (except the Speech Contest
Manual) are also available as a PDF download:
Effective Club Service and Club Visits (Item 219)
www.toastmasters.org/219clubservice
How to Build a Toastmasters Club (Item 121)
www.toastmasters.org/build
District Leadership Handbook (Item 222)
www.toastmasters.org/districtleadershiphandbook
When You Are the President (Item 1310A)
www.toastmasters.org/whenpresident
Distinguished Area & Division Program (Item 1481)
www.toastmasters.org/dadp
Distinguished Club Program and Club Success
Plan (Item 1111)
www.toastmasters.org/dcpmanual
Speech Contest Rulebook (Item 1171)
www.toastmasters.org/rulebook
Speech Contest Manual (Item 1173)
Available for purchase at www.toastmasters.org/1173
Training Club Leaders (Item 217)
www.toastmasters.org/217training
District Leadership Handbook • 23
Region Advisor Marketing
In a consultant capacity, region advisors help districts
fulfill the district mission as measured by the critical
success factors of membership, club growth, and educational achievements. Every region is assigned one
region advisor marketing. The region advisor marketing supports district leaders and helps identify strategies that enable districts to extend the network of
clubs and enhance club performance.
Responsibilities:
4Supports districts in issues related to district
operations.
4Works in partnership with district leaders to
identify strengths and needs.
4Assists district leadership teams in the interpretation and planning of marketing-related objectives
through the district performance reports and
District Success Plan.
24 • District Leadership Handbook
4Assists districts with club-building efforts, including training on how to conduct corporate visits.
4Has a thorough understanding of club coach,
sponsor, and mentor training materials in order to
support the district in the development and training of these positions.
4Conducts district leader training sessions at the
International Convention and mid-year training.
The support provided by the region advisor will vary
based on the unique needs of each district.
Additional Resources
Region Advisor Marketing Web pages
www.toastmasters.org/ramarketing
The Toastmasters Learning Connection
www.toastmasters.org/elearning
RA Marketing Module
Section Three–Working Together
Building the District Leadership Team
For district officers to be successful in their positions,
they must be committed to working together as a team.
Bringing the team together at the beginning of the year
and setting the stage for how you will work together
throughout the year will help to ensure your success.
A good starting point is an initial planning meeting,
where you get everyone together to discuss plans for
achieving the district mission during the year.
At your initial planning meeting, discuss the following questions for each district goal:
policy is to create and maintain a harassment-free
environment throughout all levels and activities of
the organization. For additional information:
www.toastmasters.org/policies.
Financial Management
The Code of Ethics and Conduct regulates the standards of Toastmasters International at all levels of the
organization. Legal ramifications will result if fraudulent, deceptive, and falsifying activity transpires
regarding financial management. For additional
information: www.toastmasters.org/policies.
4How will you accomplish the goal?
Trademarks and Copyrights
4Who will do what?
Toastmasters International makes its names, emblems,
insignias, marks and materials available for use
throughout the organization for promotion and
management purposes. However, all usage must be
in full compliance with the appropriate copyright
and trademark laws in order to preserve the value
and unique nature of these items.
Toastmasters International’s principal asset is its
reputation. Toastmasters International maintains its
reputation and the distinction between itself and
other communication-training programs through
the registrations and other measures taken to protect
its collective membership marks, trade names, trademarks, and service marks (including the official
emblem or insignia). If Toastmasters International
should fail to protect these rights, they could be
lost and Toastmasters International would no longer
exist as the exemplary communication training
organization.
The marks and copyrighted materials of
Toastmasters International, may be used to further
programs authorized by Toastmasters International,
and subject to the conditions stated in the chart on
page 26.
All uses not described in this chart must receive
prior written authorization. Send requests to
tradmarks@toastmasters.org. For additional information: www.toastmasters.org/policies.
4When will it be completed?
If you find that the district leadership team isn’t
working well together, don’t be discouraged. When
problems arise, the best thing to do is to address
them immediately. The district’s success depends
on your ability to navigate through a variety of challenges, including conflict. Early on in your planning
and team-building efforts, agree on a process for
working out problems throughout the year.
Legal Matters
The majority of conflict that occurs in a Toastmasters
district is personal or relational in nature. However, if
the law is broken, a sole individual of either a club or
a district should not handle conflict resolution alone.
Whether you are a member, club officer, or district
leader, different steps are necessary for different legal
issues. The following topics are legal issues with specific guidelines for resolution.
Harassment, Including Sexual Harassment
Toastmasters International maintains a strict policy
prohibiting all types of harassment, including sexual
harassment. This policy prohibits sexual harassment
in any form, including but not limited to verbal,
physical and visual harassment. The intent of this
District Leadership Handbook • 25
User
Marks and Copyrighted
Materials May Be Used In/On
These Materials
Marks and Copyrighted
Materials May NOT
Be Used On Or In
Responsibility
Falls Upon
Clubs in good
standing
Stationery, business cards,
bulletins, newsletters,
electronic media, Web pages,
program covers, agenda and
similar items but only in/on
items sanctioned by the club
and directly related to and
focused on the club mission
Articles such as trophies,
ribbons, banners, certificates,
clothing or other items bearing
the marks or copyrighted
materials or any colorable
imitation thereof, except by
specific, prior written
authorization from the
Executive Director
Club president
Districts, divisions,
areas
Same as above only in/on
items sanctioned by the
district and directly related to
and focused on the district
mission
Same as above
District governor
International,
district, division
and area officers
and candidates
for those offices
Stationery, business cards,
bulletins, newsletters,
electronic media, Web pages,
campaign literature and
similar items
Same as above
Officer or candidate
Individual members
and officers of clubs
Stationery, business cards,
electronic media and Web
pages, solely to indicate
the person’s affiliation with
a member club of
Toastmasters International
Any personal newsletter,
electronic media, bulletin
or similar item; articles such
as trophies, ribbons, banners,
certificates, clothing or
other items bearing the marks
or copyrighted materials or
any colorable imitation thereof,
except by specific, prior
written authorization from
the Executive Director
Individual
Use of Toastmasters International Material
All Toastmasters clubs regularly seek new members
through promotion in the community or company.
One recognized method of promotion is to conduct
Success/Communication, Success/Leadership, Youth
Leadership, The Better Speaker Series, The Leadership
Excellence Series and The Successful Club Series
programs and invite non-members to attend. Since
Toastmasters International is a not-for-profit organization with a 501(c)(3) status with the United States
Internal Revenue Service, our tax-exempt and nonprofit status could be jeopardized if the organization
or its clubs anywhere in the world are perceived as
being in the seminar business and in competition
with for-profit enterprises that pay taxes. In addition,
liability must be considered. In the countries where
Toastmasters clubs are covered by liability insurance,
the insurance is not valid for activities outside of normal Toastmasters meetings.
26 • District Leadership Handbook
4Only the above programs may be conducted outside of the club by members for non-members
only as a means to promote the club within the
community or company and increase membership
4All programs are to be presented by club members
acting as representatives of their clubs, thereby
preserving the program, club, and organization
identity
4No individuals, educational institutions or other
organizations may derive financial gain either
directly or indirectly from the presentations of
these programs
Districts are responsible for training club officers.
While a club may occasionally conduct the above
programs for another individual club, club(s) or
individual member(s) may only conduct training
programs, seminars or other events for other
Toastmasters clubs and members after first obtaining
the district’s permission. Subject matter and content
of any such training program, seminar or event must
be in keeping with the club and district missions.
District Committees
Through the various district committees, members
and district leaders have the ability to work together
and build effective teams that will support the district
and enhance the quality of the member experience.
The more active committees a district has, the more
it can accomplish. It is essential for the district governor, lt. governor education and training, and lt.
governor marketing to empower motivated members
to participate in the following committees:
District Council
The District Council is the district’s governing body,
subject to the general supervision of the Board of
Directors. It conducts the entire district’s business;
however, it cannot impose any financial obligations
on clubs. The councils voting members are the
District Executive Committee, the club president,
and vice president education of each club.
The District Council is required to hold at least
two meetings each year. The first must come after
the International Convention, but no later than
December 1. The second is the District Council
Annual Meeting and must be held between March 15
and June 1. Both meetings are held in conjunction
with a district conference. A quorum, which is onethird of the club representatives, must be present to
conduct business.
The district must provide notice of these meetings
four weeks in advance. However, your district should
include the dates of the council meetings and conferences on the district Web site, and in communications to club and district officers during the year.
The club president and VPE each have one vote
on the council. Either may designate any member of
their club to act as proxy. No other proxies are
allowed. In the event a member carries both proxies
(from the president and VPE), he or she is entitled to
two votes. If he is also a district officer, he is entitled
to a maximum of three votes. Belonging to more than
one club doesn’t give a member any additional votes.
Committee chairs, and others whose participation
the council requires, may attend its meetings. Toastmasters attending a district conference, who are not
voting members of the council, or their proxies, may
attend but not participate in council deliberations.
A sample District Council meeting agenda is in the
Appendix.
If any business is done at council meetings where
a quorum is not present, then a majority of the member clubs must approve the action through a postmeeting vote.
The Board of Directors has established
recommended agendas for the two annual council
meetings. You will find the agendas in the Appendix.
District Council Voting Privileges
The voting strength of club representatives on District
Councils must be protected and preserved. No district may add voting members to District Councils
who are not club representatives or members of the
District Executive Committee.
District Executive Committee
The District Executive Committee ensures that the
district and its officers are working toward the
achievement of the district mission. This panel has
all the powers of the District Council except those
reserved by the council itself. The committee:
4Reviews and approves the District Success Plan
4Prepares the budget
4Oversees the district’s financial operation
4Recommends the assignment of clubs to
areas/divisions
4Reviews recommendations/reports of district
committees (including the Audit Committee)
and assumes any other duties assigned by the
District Council
The committee’s voting members are the district
governor, lt. governor education and training, lt. governor marketing, immediate past district governor,
secretary, treasurer, public relations officer, division
governors and area governors. When invited by the
district governor, those having business before the
committee may attend. No others may attend. The
District Executive Committee can remove any
elected member from office, without cause, by a
two-thirds vote.
The committee should meet at least four times
each year. Up to 50 percent of these meetings may
be conducted using technology tools (e.g., teleconference or videoconference, etc.). The meetings
should be included in the calendar distributed to all
district officers and clubs at the beginning of the
year. Meeting dates should also be included in other
district communications, such as newsletters.
A quorum that consists of a majority of the
District Executive Committee is required to conduct
District Leadership Handbook • 27
business. There is no provision for voting by mail, or
for absentee or proxy voting at such meetings. Only
members in attendance may vote. A sample Executive
Committee agenda is in the Appendix. For additional
information: www.toastmasters.org/policies.
Nominating Committee
The district governor must appoint a Nominating
Committee of five members or more at least six
weeks prior to the annual business meeting. The
committee selects candidates for the elective district
offices and gives its written report to all District
Council members at least two weeks prior to the
election meeting. More detailed information about
this committee is in the “Campaigns and Elections”
section on page 38.
Past District Leaders Committee (optional)
Past leaders in your district also are excellent
resources. Although current officers are responsible
for district operations and meeting goals, past district
and international leaders can provide invaluable support while working under the direction of the district
governor. If formed, a Past District Leaders committee meets and works in support of the district and its
officers, but it may not engage in district political
activity. The committee works only on tasks assigned
by the district governor.
Past leaders can support the district by:
4Helping it to achieve Distinguished District status
4Acting as an advisor or mentor for officers
4Offering support during district meetings
Audit Committee
4Serving under the direction of the district governor
Each year the district governor appoints an Audit
Committee consisting of at least three Toastmasters
who are not members of the District Executive
Committee. The committee accounts for all of the
district’s income and expenses and confirms that district funds were spent appropriately. More detailed
information about the Audit Committee is in the
“Financial Management” section on page 58.
4Encouraging strong members to take leadership
positions
Education and Training Committee
The district may have an Education and Training
Committee help it achieve its goals. This group works
with the lt. governor education and training. It helps
to train district and club officers and to achieve the
district’s CC and AC goals.
Marketing Committee
The district should have a Marketing Committee that
works with the lt. governor marketing, assisting in
efforts to achieve the district’s membership and club
growth goals. Typically, the committee analyzes the
need, opportunity and potential for new clubs in the
district and prepares an effective club-building program. It also helps ensure full membership in existing clubs, and helps administer the Club Coach
Program.
Past District Governors Committee (optional)
This committee can be a valuable resource. Past district governors are experienced and knowledgeable
and can be useful in helping the district achieve its
goals. The committee meets and works in support of
the district and its officers under the direction of the
district governor and may only work on tasks
assigned by the district governor.
28 • District Leadership Handbook
4Chairing district committees
Area and Division Councils
Area Council Membership. The Area Council chair
is the area governor. Other council members include:
assistant area governor education and training,
assistant area governor marketing, area secretary,
club presidents, club VPE and club vice presidents
membership.
Area Council Functions
The function of the Area Council is to provide assistance to club officers in:
4Club leader training
4Membership building
4Identifying opportunities for and organizing new
clubs
4Promoting the Distinguished Club Program in
the area
4Area speech contests
Division Council Membership. The Division
Council chair is the division governor. Other council
members include: assistant division governor education and training, assistant division governor marketing and area governors of the division.
Division Council Functions
The function of the Division Council is to act as the
advisory group for the division, and to facilitate the
achievement of club, area, division, and district
objectives, including division contests, meetings,
and training.
Speakers Bureaus
District Council Meetings
Often clubs, areas, divisions, and districts form
speakers bureaus. You may encourage members to
participate in them. At the club level, the speakers
bureau is the responsibility of the VPE. The VPE
should appoint an experienced member as the
bureau chair and include that person on the educational committee. This is a great way to use the
experience and talent of a past president.
A speakers bureau chair often coordinates the
district speakers bureau. Speakers bureaus also may
be set up at area and division levels.
A speakers bureau helps reference the Toastmasters
brand. Although the subject matter is up to the
speaker, the audience should know that it is a Toastmaster at the lectern. Supply good speakers and more
invitations will follow. Soon the whole community
will know about Toastmasters and its members.
The speakers bureau brochure (Item 127) contains
complete information on establishing and operating
a speakers bureau.
The District Administrative Bylaws state that each district must hold two regular District Council meetings.
The district conference revolves around these council
meetings. The first meeting and district conference
must be held anytime after the International
Convention and before December 1. The second conference must be held between March 15 and May 31.
This second conference includes the annual business
meeting. No other district conferences are permitted.
Announcement of district conference dates
should include notice of the District Council meeting. A minimum notice of four weeks is required for
District Council meetings. However, districts should
include the dates of the District Council meetings
and district conferences in all mailings to clubs
during the year. All Toastmasters in the district are
invited to attend district conferences.
District Events
Planning a District Conference
Planning is the key to a successful district conference.
Consult the Toastmasters International publication
Put on a Good Show–Meeting Planner’s Handbook
(Item 220) for details on how to organize a spectacular conference. It includes helpful information on
how to organize a conference committee, select a
hotel site, plan food and beverage events, promote
the conference, plan room arrangements, and
much more.
Your members should leave the conference feeling that they enjoyed, learned, and benefited from
attending. You can make this happen with some
creativity and planning.
The district conference is an exciting educational
and networking event for a district’s clubs. It serves
several purposes:
4To conduct district business
4To provide communication and leadership training
opportunities in support of the district mission
4To provide opportunities for networking and the
exchange of ideas
4To recognize and celebrate district
accomplishments
The following events must occur at every district
conference (unless noted):
4District Council meeting
4International Speech Contest (at the conference
held in conjunction with the District Council
annual meeting). Districts may conduct no more
than four speech contests each year and one of
these must be the International Speech Contest.
4Educational sessions that include topics directly
related to club and district success (e.g., quality club
programming, membership and club-building)
Conference Preparation
Planning a successful district conference requires
three basic elements:
4An exciting and varied educational program.
Keep sessions focused on speaking, communication, and leadership topics and other topics that
will help clubs be successful. Select speakers who
can deliver exciting and motivational sessions.
Promote the educational program early and often.
4Excellent Location. Schedule the conference in a
place that is accessible to most members. Also
consider rotating the conference among accessible
sites when possible.
4Pricing and Value. The district conference should
be self-supporting. Promote the value of the conference and consider offering discount packages
and early registration promotions. A district
conference can be a great learning experience at a
reasonable cost.
District Leadership Handbook • 29
Chairs
The success of a district conference also depends on
planning and appointing the right people to fill
important positions. Under guidance from the
district governor, the lieutenant governor education
and training is usually responsible for appointing
a conference chair and assembling a conference
committee.
Each district conference should have:
4Conference committee chair (conference chair)
4Finance chair
4Educational chair
4Hotel arrangements chair
4Public relations chair
Conference Chair
Under the guidance of the district governor and lt.
governor education and training, the Conference
Committee chair is responsible for coordinating all
aspects of the conference. This person works with the
finance, education, hotel arrangements, and public
relations chairs to make sure the conference meets
the district’s goals.
Communication is essential to district conference
success. Members of the Conference Committee must
regularly meet and discuss the many aspects of each
conference event. Follow-up with fellow committee
members and the hotel. Keep the district governor
and lieutenant governor education and training
regularly informed of progress. Many telephone
calls, frequent communication and regular follow-up
will result in happy attendees and a great showpiece
for Toastmasters.
Finance Chair
The finance chair is responsible for all financial matters involved in presenting the conference, including
registration. While certain district conference start-up
expenses probably will be considered part of the
overall district budget, the district conference should
not lose money. Ideally, it should make a small
profit. Most conference income is generated from
ticket sales for events, and from a modest registration
fee. Principal expenses will be the cost of meals,
promotional materials, and programs.
The district conference is a district event. The
district must maintain direct control over any event,
negotiation, or transaction that involves conference
finances. Sometimes it is customary to have a club,
30 • District Leadership Handbook
area or division “host” a conference. However, only
the district selects a hotel site, negotiates prices and
purchases services, all subject to the approval of the
district governor.
Preparing a Budget
Review the hotel contract thoroughly before you
create a budget. Additional items to include when
preparing a budget are penalties associated with
attrition/slippage clauses. Sometimes fewer people
attend the conference than expected, which means
fewer banquet meals and rooms booked. Hotels
often charge when this occurs. For example, you may
be required to pay for meeting rooms and setup,
which may be outlined in the hotel contract. Budget
for these potential costs as conference expenses. If
you have any questions about hotel contracts, please
contact District Services at World Headquarters at
districts@toastmasters.org.
With careful planning, you can avoid being
charged for meeting rooms. Because of the volume of
meals and sleeping rooms booked, most hotels will
waive or at least reduce these charges. Be sure meal
ticket prices cover the entire cost of the meal, including the prevailing tax and gratuity. Then add an
“override” or “margin” to the ticket price to cover
miscellaneous expenses such as decorations, entertainment, etc.
Be sure to obtain a detailed schedule of charges
from the hotel for any miscellaneous expenses, such
as microphones, audiovisual equipment, spotlights,
Internet access, etc. These costs should be considered
when you determine your registration fee.
Note: Article IX of the District Administrative
Bylaws forbids a district from imposing any financial
obligation upon clubs. This means that clubs cannot
be required to give money to the district to defray
district conference costs or other expenses. Likewise,
if a member does not pay conference registration,
that member cannot be refused participation in 1)
the District Council meetings, or 2) speech contests
that may be part of a district conference if the member is a contestant.
Accurate financial planning is essential to the success of a district conference. Control expenses and
keep them to a minimum so the cost to the individual Toastmasters member is reasonable.
Educational Chair
Appoint an educational program chair to organize
the general education sessions and any training
sessions such as area governor, division governor, and
club officer training. The educational program chair
is responsible for the educational sessions, speakers,
awards, speech contests, entertainment, and room
set-up for all meetings. The educational chair collaborates closely with the hotel arrangements chair to
make sure each event runs smoothly.
Hotel Arrangements Chair
The hotel arrangements chair is responsible for
accommodations, meal arrangements, meeting
rooms, equipment, and displays.
Plan it. The importance of planning cannot be
overemphasized. Shop around for your conference
hotel or meeting site. Consider two, three, or more
sites and convey this fact to hotel sales representatives. Ask for a package deal taking into account guest
rooms and meal prices. This means hard bargaining
and negotiating on your part. However, your conference is a valuable piece of business and should be
presented as such.
Negotiate. Get as many “comps” as you can. You
might be able to get price breaks on food and beverages, room fees, and parking. You may be able to
arrange complimentary rooms for an attending
international officer or director, region advisor, and
district governor.
Get it in writing. Hotels have frequent employee
turnover. Do not depend on verbal agreements with a
hotel representative who may not be with the hotel
when your meeting is finally held.
Make certain all waivers, price breaks, materials
and services are written into your agreement with the
hotel. Don’t rely on memory; you may end up paying
for anything your overlooked. Beware of hidden set-up
charges for meal and meeting functions. A hotel will
expect you to pay these if you don’t negotiate them
in advance. If you are not sure about something–ask!
Scout the location. When visiting the hotel before
the conference, watch for sources of noise that might
interfere with the speech contest, such as cocktail
lounges, live music and kitchen traffic. Be sure the
hotel has not booked a party or wedding reception
in an adjacent room.
Confirm and reconfirm. Double-check sleeping
room blocks and meeting rooms. When you discuss
arrangements with the hotel, keep in mind that many
Toastmasters will drive to the conference and may
use guest rooms.
Public Relations Chair
The public relations chair is responsible for the promotion of conference events to Toastmasters in the
district and to the public. This person works closely
with the district PRO to ensure the conference
receives exposure in the district and club newsletters
and Web sites and through all available media. In
some instances, the PRO may serve as the conference
public relations chair.
Keep public relations costs to a minimum by asking members and local businesses to contribute
materials and services for promotional ads, publications, and program printing.
Promote heavily. Mailings about the conference
to clubs and individuals should include information
about:
4Program topics to be presented at the seminars
4Registration and event costs
4Hotel reservations
4Advance registration
4Attractions in the host city
The local Convention and Visitor’s Bureau or Chamber
of Commerce usually will provide brochures about
the city or other items to promote the conference at
no cost.
Be sure to announce the conference on the district
Web site and in the district newsletter, and include
the deadline for registration ticket sales. Promote
early and follow up often. Registration forms should
be provided in advance. Encourage clubs, areas, and
divisions to promote the conference. Begin early in
the year by announcing the conference date and
location. Later, provide program information as it
becomes available.
Send news releases about the conference to the
local media: newspapers, radio, and television. The
most newsworthy event is the speech contest, so your
public relations efforts should concentrate on having
local media cover this event. Also, mention if any
prominent speakers or C&L award recipients are on
the program.
The Conference Educational Program
One of the features that attract members to the
district conference is the educational program.
Depending on the size and availability of meeting
space, you may wish to hold one large session or
have several programs for smaller audiences running
District Leadership Handbook • 31
concurrently. When putting the educational
programs together:
4Develop programs covering the many aspects of
communication and leadership (e.g., speaking,
listening, evaluation and motivation).
4Schedule programs that focus on improving and
strengthening clubs. Subjects could include the
Distinguished Club Program, membership growth,
outstanding club programming, public relations,
Speechcraft, etc.
4Consult with division and area governors throughout the district to determine which Toastmasters
may be willing and available to give presentations.
Your district may have many talented Toastmasters,
so you should not have to hire speakers. If a nonToastmasters speaker is desired, get one without
paying a fee. Under no circumstance should
districts pay for travel for speakers from outside
the district.
Room Arrangements
The educational program chair should work closely
with the hotel arrangements chair in making the
physical arrangements for all events and sessions of
the conference. This means working with the hotel
personnel to make sure all platforms, lecterns, audiovisual and other equipment needed for individual
sessions are provided. The chair should make certain
that speakers’ equipment and room layout needs
are met.
Provide detailed room charts or diagrams to the
hotel early in your conference planning. A chart
should be prepared for every meeting, including
banquets, educational sessions, special events,
annual business meetings, entertainment, etc. If
possible, arrange for all meeting rooms to be fully
set up the night before the events. Every room should
be set up and checked at least one to two hours
before an event begins.
Program Tips
A powerful conference gets its energy from an outstanding educational program. Here’s how to do it:
4Set objectives. Every session, whether it is a business session, speech contest, or seminar, should
have a clear purpose.
4Meet members’ needs. Provide programs to meet
members’ needs.
32 • District Leadership Handbook
4Pay strict attention to scheduling. Make sure all
sessions start and end on time. Schedule plenty of
time between sessions to enable people to transition. As a general rule, allow at least 15 minutes
between major conference events such as educational sessions, luncheons, etc.
4Balance the program with speeches and audience
involvement sessions to keep your meeting interesting. Participation enhances learning.
4Publicize the program widely and early.
A few reminders:
4As you select presenters, candidates for international director are not allowed to give educational
presentations at district conferences or other
district sponsored events outside of their home
region. There is no obligation to allow any
candidate to appear on the program, and the
opportunity is given at the discretion of the district
governor; however, all declared candidates for the
same office must be given equal opportunity at
the same meeting to appear on the program and
be featured in any associated written materials.
These presentations must conform to the needs
of the district. For additional information:
www.toastmasters.org/policies.
4Candidates for Toastmasters International Second
Vice President, or other opposed International
officer candidates, may not give educational
presentations.
4When selecting a speaker for the educational
program, be sure that he or she is not going to
compete in the speech contest. Contest rules prohibit speech contestants from being presenters at
district events. This approach ensures that no one
participant in the speech contest has a perceived
advantage over other contestants.
4An invocation is an optional part of a Toastmasters
International meeting or a club meeting. Toastmasters International neither encourages nor discourages the use of an invocation, but recognizes
that it is a public speaking opportunity and may be
included to broaden member experience.
If an invocation is presented, the speaker should
be sensitive to the diversity of cultures and
religions in the audience. A pledge to the flag or
other recognition of the host country is optional
at Toastmasters International meetings as well as
at club meetings. Each individual’s participation
is optional.
Registration
The conference registration desk should be located in
a lobby or foyer close to the other conference events.
You will need two or three six-foot tables and some
chairs. Be sure to have the registration desk amply
staffed with local, enthusiastic Toastmasters.
A hospitality center should be in a centrally
located room where attendees may congregate when
they are not attending sessions. Information on tours
or other activities might be available here. You may
wish to have a local club assume the hospitality function as a club project. The club can provide refreshments with proceeds going to the club. Based on the
number of sleeping rooms used in a hotel, a hospitality room may be available at no charge.
Be sure to send conference registration forms to any
international officer, director, or region advisor who
will attend. Each will need to know important details
such as whether the banquet requires formal wear.
Make certain that guest speakers are given every courtesy and that their staging or audiovisual needs are
met.
Tickets. Sell tickets in advance to guarantee meal
functions. Be sure to ask the hotel how soon it needs
a firm guarantee. Be careful not to over-guarantee
on the meal counts and end up with a loss. Selling
tickets in advance and not selling tickets at the door
helps you arrive at correct guarantee figures. Obtain
district conference attendance figures for the past
three years to guide you in making arrangements.
Monitor the audiovisual setup. Be sure to doublecheck all audiovisual equipment and microphones.
Work closely with the hotel’s staff and be sure to
determine in advance any special microphone
requirements that may be needed.
The Banquet/Contest
For the banquet and speech contest, you may need a
head table or two, placed on risers, to accommodate
program participants. Contestants are typically seated
at a reserved table on the floor in front. It is critical to
conduct the speech contest from a contest platform
separate from the head table. Ideally, the contest
platform should be located on a side of the room
opposite to the head table. Place the timing device
in front of the platform, clearly visible to contest
speakers. Be sure all contest officials are thoroughly
familiar with the speech contest rules. Select judges
carefully, and have the chief judge provide them with
an orientation.
Head table guests should be notified when and
where they will assemble. Arrange with the hotel to
ensure that no food or beverage service takes place
during the speech contest.
Recording Guidelines for District Speech Contests
If anyone wishes to record a speech contest, all
speakers or presenters must give their written permission to be recorded beforehand. Any speaker who
refuses should not be recorded. Upon request, any
speaker or presenter is entitled to one copy of the
recording at no charge. Recording should not cause a
safety hazard to anyone in attendance, nor should it
be a distraction to a speaker or presenter.
During a district conference, recording of speakers
and presenters may only occur with the permission
of the district governor. Recordings of these events
will be controlled by the district governor or the
appointed representative. If one or more authorized
Toastmasters provide recording services and tapes are
made available for sale, the Toastmaster providing
the services may be reimbursed only for expenses and
may not profit from the recording nor charge for the
use of equipment. Money from any tape sales must
be deposited in the district conference account.
Communication and Leadership Award
One of the most effective ways to gain publicity is
through the Communication and Leadership Award.
This award is presented by the district to a person in
the community who is an outstanding communicator or leader. Usually a media person, state or local
politician, or businessperson are examples of those
who may be honored. Plaques and related information are available from World Headquarters at
www.toastmasters.org/shop.
The District Speech Contest
The district speech contest is an essential aspect of
the district conference. The speech contest brings
many members and guests to the event. For further
information on speech contests, please see the
Toastmasters International Speech Contest Rulebook
(1171), which contains rules for Evaluation,
Humorous, International, Table Topics, and Tall Tales
contests. Be sure your contest chair has this important manual and follows the instructions in it; an
electronic copy is available for download at
www.toastmasters.org/rulebook.
District Leadership Handbook • 33
Protocol
Conference Protocol
Part of Toastmasters training is learning about planning, protocol, and etiquette in a meeting situation.
You may have occasion during the year to host guests
at a banquet, speech contest, or other event. Here
are a few things you can do to make your guests feel
welcome:
1. A special guest and spouse should not have to pay
for the meal. Be sure this is understood in
advance, both by the guest and by the treasurer.
2. Designate a host for VIP guests. The host should
greet the guest at the door and be available to
assist and inform during the meeting.
3. Each guest and spouse should sit at the head table
(if applicable) and should be introduced at the
beginning of the meeting. Seating and introductions should be by rank and should include the
person’s name, properly pronounced, and correct
title. Rank as follows:
4National government officials
4State or province officials
4City or local officials
4Other prominent citizens
4Toastmasters International officers
4Toastmasters International directors
4Region Advisors
4Past Toastmasters International officers
4Past Toastmasters International directors
4District officers
4Division officers
4Area officers
4Club officers
4. If any visiting dignitaries are overlooked during
meeting arrangements, they should be acknowledged and introduced as soon as their presence
is noted.
Consult Put On A Good Show (Item 220) Toastmasters
International’s Meeting Planner Handbook for full
information on seating arrangements and other
aspects of meeting planning. For more information
on speech contest rules, you can access the rulebook
online.
34 • District Leadership Handbook
Banquet Protocol
The speech contest banquet often is the showcase
event for a district conference. In addition to the
contest, the banquet also provides the opportunity to
allow an international officer, international director,
or region advisor to give a keynote address. It’s also
an opportunity to recognize outgoing and incoming
district officers and any special guests in the audience.
Head Table Seating
Typically, you will have one head table with dignitaries and their guests. In most instances, the district
governor, lt. governor education and training, lt.
governor marketing, and the immediate past district
governor are seated at the head table. If an international officer, international director, or region advisor
is visiting, he or she also should be seated at the head
table. If it is the last district conference of the year, it
may be appropriate to seat the incoming lt. governor
marketing at the head table (and incoming district
governor or lt. governor education and training, if the
lt. governor education and training and lt. governor
marketing are not continuing in office). Each person
is seated alternating right and left according to rank:
4The district governor sits to the right of the lectern
as presiding officer. The district governor’s guest
sits to their right.
4The International President, international director,
or region advisor as the keynote speaker is the
guest of honor and, as the guest with the highest
rank, sits to the right of the district governor and
district governor’s guest. The international officer,
international director, or region advisor’s guest sits
to his or her right.
4The lt. governor education and training, as ranking
district officer, sits to the left of the lectern, along
with his or her guest.
4The lt. governor marketing sits next to the lt. governor education and training and his or her guest.
4Other guests, such as the immediate past district
governor, conference chair or contest Toastmaster,
may be seated on either end of the table.
Head Table March-In
Announcing head table guests as part of the march-in
eliminates the need for the presiding officer to
introduce everybody at the head table later on.
The highest-ranking officer or the guest of honor
(international officer, international director, or region
advisor) is typically announced last. The order of
introduction during the march-in should be:
1. Other guests, such as the conference chair and
their guests
2. Incoming lt. governor marketing and guest (at last
district conference of the year)
3. Immediate past district governor and guest
4. Lt. governor marketing and guest
5. Lt. governor education and training and guest
4Place conference volunteers at strategic points to
help head-table guests take the proper path and
find the way to their seats.
4Review the pronunciation of names with the
announcer in advance of the march-in. If you are
unsure how to pronounce a name, ask the guest.
4Announce each guest, giving his or her name last.
For example, “From Central City, District Governor
Brenda Yung and her husband, Dillard.”
Speaker and Sponsor Guidelines
6. District governor and guest
Sponsorships, product sales, and speakers may be
part of district conferences. Follow these guidelines:
7. Guest of honor (international officer,
international director, or region advisor) and guest
Sponsorship and Speakers
Introduction of Special Guests
Districts may secure sponsorship for district events as
a strategy for offsetting costs. In every case, the district governor must approve the sponsorship.
After the head table march-in or introduction, and
prior to serving the meal, the district governor
(presiding officer) should introduce any special
guests seated in the audience. Introduce those of
highest rank first. The order of introduction/
recognition should be:
1. Any local dignitaries or special guests who are not
seated at the head table (government officials,
media, etc.)
2. Toastmasters International officers (who currently
are serving on the Board of Directors and are visiting the conference in an unofficial capacity)
3. International directors (who currently are serving
on the Board of Directors and are visiting the
conference in an unofficial capacity)
4. Region advisor
5. Past international presidents and past
international directors
6. Past district governors
7. Current district officers, such as the district secretary, treasurer and PRO. Time permitting, division
governors and area governors can be asked to
stand and be recognized as a group.
Miscellaneous Protocol Tips
4Use name cards at the head table.
4Let head-table guests know in writing where and
when they should assemble for the march-in.
4Provide guests with a diagram of where they will
be sitting at the table in relationship to the audience
and how to get to their seat during the march-in.
Event Sponsorship
A sponsor of a district event, program, or conference
can:
4Provide “in kind” compensation (e.g., printing, etc.)
4Donate money
4Provide products (e.g., pens, bags, notebooks, etc.)
4Provide a service (e.g., airport shuttle, etc.)
A district can, in return for sponsorship, offer only
the following:
4Recognition in print (e.g., conference program,
event program, Web site, etc.)
4Recognition in signage (i.e., a sign displayed during a reception acknowledging the sponsor of hors
d’oeuvres)
4Verbal recognition (i.e., by the host at the beginning of the meeting)
4Complimentary event registration for the sponsor
4Space (i.e., providing space in a meeting room or a
common area in which the sponsor can display
products or services, when the products or services
support the Toastmasters International mission)
Speaker Sponsorship
To help keep event expenses to a minimum, find
speakers for district events who are located within the
district. If the district wants a speaker from outside
the district, it is recommended that an individual or
organization sponsor the speaker to off-set costs
associated with that speaker’s appearance.
District Leadership Handbook • 35
Speaker reimbursement guidelines:
4Under no circumstances will a district pay speakers
fees.
4A district cannot allocate any part of Toastmasters
International dues income to off-set any speaker’s
expenses.
4A district can allocate excess funds earned by the
event (e.g., registration fee income) to off-set
speakers’ expenses provided the budget forecasts
positive results. The excess funds can be used only
for travel costs associated with lodging (hotel), the
lowest rate round-trip coach airfare or mileage
reimbursement, and/or complimentary conference
or event registration and related meals. The
speaker is responsible for all other expenses.
4A district can use donated airfare or hotel vouchers
for travel costs that may be associated with a
speaker’s appearance.
4A district can use donated money from a sponsor
to off-set costs associated with a speaker’s
appearance.
4The speaker’s presentation must directly support
the Toastmasters mission and be related to the
Toastmasters educational program.
Toastmasters International requires the use of a written speaker agreement for all conference speakers. A
written speaker agreement protects the organization
and clearly defines the obligations of the district
and the speaker. You can view a sample speaker
agreement, including template preparations on
the Toastmasters Web site at
www.toastmasters.org/speakersandsponsors.
Product Sales
Often speakers want to make their products or
services available for purchase at an event. This is
acceptable provided the products or services directly
support the Toastmasters mission and are related to
the Toastmasters educational program.
Here are guidelines for speakers who want to sell
their products or services following their
presentations:
Council/business meeting. Each speaker is limited
to one sale opportunity even if they are conducting
multiple presentations.
4The district may supply the speaker with table
space no larger than 4’ x 8’ (1.2m x 2.4m). The
table should be as close as safely possible outside
the speaker’s presentation room.
4The speaker must coordinate her product or service
sales. This includes product display, sales transactions, payments of sales taxes associated with sales,
and removing the products from the display area
after the time allotted has ended. The speaker is
also responsible for any set-up, staffing, labor, and
related expenses for product sales. No district officer may assist the speaker with sales. Should other
individual members choose to help the speaker
sell her product or service, the speaker assumes any
risks for their actions and the district bears no
responsibility.
4The speaker may not promote the product or service during their presentation. However, the speaker
or facilitator can make an announcement concerning product or service sales at the conclusion of the
presentation, including how long the product or
service will be sold at the event.
4Districts are not responsible for any defective
products or services a speaker sells.
For additional information:
www.toastmasters.org/policies.
District Visits
Each district officer may receive one reimbursed visit
from an international director or region advisor each
year. These visits may take place during a district conference, Toastmasters Leadership Institute, or District
Executive Committee meeting. They may be marketing visits, relationship visits, or recognition visits.
4Send the visitor reservation information and any
other visit materials. Make sure he or she is aware
of any events requiring formal wear.
4Provide complimentary registration and meal
tickets when applicable.
4The product must support the event’s goals and
objectives, including the Toastmasters mission
4Find out how the visitor will be arriving and if a
guest will accompany him or her.
4The speaker may sell the product or service for a
maximum of two hours after the speaker’s presentation has ended provided this time does not
conflict with the meeting time for the District
4Provide the visitor with the opportunity to give a
15- to 20-minute presentation.
36 • District Leadership Handbook
4If time allows, organize visits to major companies.
Corporate Visits
When an international officer, director, or region
advisor visits the district, it’s a great opportunity to
visit local corporations and establish awareness about
Toastmasters. There are two types of corporate visits:
Corporate Sponsor Acknowledgment Visits
The purpose of this type of visit is to recognize an
existing sponsor’s corporate support. More
information about this program is found at
www.toastmasters.org/guidesponsor.
If you are presenting the corporation with a
recognition plaque, the district governor or a lt.
governor must request it from corporaterelations@
toastmasters.org at least one month prior to the visit.
New Club Corporate Visits
Prior to every corporate visit, develop a summary of
background information about the organization. To
determine if the company sponsors Toastmasters
clubs in other locations, request an updated list from
corporaterelations@toastmasters.org.
Plan to keep the visit short–approximately 15-20
minutes should be enough time. Stay focused on the
value Toastmasters provides to the corporation and
its employees. This is not the time to talk about the
Distinguished District program or district activities.
Begin the visit by building rapport. Listen to the
executive for areas of interest that you can tie back
to Toastmasters. Ask questions to determine what
their needs are and what is important to them. The
information about the organization will help you
determine which questions to ask. Use the Features,
Benefits and Value chart to match how Toastmasters
can meet their needs:
www.toastmasters.org/customerneedschart.
4Discuss how Toastmasters will help reach their goals:
• Table Topics builds impromptu speaking skills
by giving employees the confidence and expertise
needed to communicate effectively.
• The structured communication and leadership
development programs create opportunities for
employees to develop skills that will help the
company grow and succeed.
• Positive evaluations help employees give and
receive feedback while improving their listening
and presentation abilities.
• Every employee will have the opportunity to
practice leading meetings and motivating teams
by participating in various meeting roles, such as
the Toastmaster of the meeting. Keep it simple.
You do not need to describe the details of timer,
grammarian, general evaluator, etc.
4Gauge the person’s interest during the discussion.
Once the executive confirms commitment in starting a group onsite, schedule a sample (demonstration) meeting. Many of their questions will be
answered during the sample meeting. Discuss what
level of financial support the company would like
to contribute. Some companies pay the new club
fee or subsidize the dues of the members, as well
as provide a meeting location.
4Provide contact information for the district leader
who is assigned to follow up and establish that
person as the individual responsible for coordinating the next steps.
4Send a thank you note within 2-3 days of the visit,
again providing the district leader’s information as
their point of contact.
For more information about starting a new club in a
corporation, see:
www.toastmasters.org/Mod2Newclubs.
Installing District Officers
This ceremony may be conducted at the district
April/May conference to formally induct new district
officers and get their public commitment to achieve
the district mission and lead it to distinguished status. The person conducting the ceremony should be a
visiting international officer, international director, or
region advisor. Otherwise, the current (outgoing)
immediate past district governor may be the most
appropriate person to serve as inducting officer.
If time is a concern, you may decline to induct the
area governors, or you may induct area and division
governors as a group. If time is not constrained and
the district wishes to induct additional appointed
officers or committee chairs, do so before inducting
area governors or as you induct the secretary, treasurer,
and public relations officer. You’ll find a suggested
induction script in the Appendix on page 75.
Campaigns and Elections
District elections are held annually at district conferences worldwide between April and May. Leadership
opportunities at the district level include:
4District governor
4Lt. governor education & training
District Leadership Handbook • 37
4Lt. governor marketing
4Public relations officer
4Secretary
4Treasurer
4Division governor
4Area governor
All of the members who can vote in a district election
are referred to collectively as the District Council.
This includes the following people:
4Club presidents
4Club vice presidents education
4Members of the District Executive Committee
(including all district officers listed above, plus the
immediate past district governor)
The District Nominating Committee
The District Nominating Committee is charged with
nominating candidates for district office, including
the screening of candidates for eligibility. The work
of the District Nominating Committee is critical in
ensuring long-term success for the district. Identifying
the best candidates for elected positions takes time
and commitment. The purpose of the committee is
to find the best candidates possible to serve as district
officers. The committee should not limit itself to
considering only those members who have expressed
an interest in running, but should seek out qualified
candidates. For additional information:
www.toastmasters.org/policies.
District Endorsement of International Director
or Officer Candidates
Other than in support of a nominee from his/her
district, no district governor, lt. governor education
and training, or lt. governor marketing must take any
action to endorse (including photographs or quotes)
or officially support any international officer or
director candidate. Current international officers
and directors must not endorse any candidate.
Campaigns for District Office
All candidates may distribute campaign materials
at area and division speech contests, but campaign
speeches are not permitted at these events. All candidates are allowed to display campaign materials in a
Candidates Corner, if space is available and all candidates have equal access to it. Campaign materials
may not be placed on walls, chairs, or tables outside
of the Candidates Corner.
38 • District Leadership Handbook
Campaign speeches are not permitted at any
district non-election meeting except the district
conference. At the discretion of the area or division
governor responsible for the speech contest, candidates
present at the contest may be introduced to the
audience if all candidates present are introduced.
All candidates for district office in contested races,
including floor candidates, may be allowed to speak
at the district conference at a time other than during
the annual district meeting. These campaign speeches
must be given at an appropriate time and place, and
be of an appropriate length as identified by the district governor, provided that all candidates are given
an equal opportunity and are properly notified.
All candidates may distribute campaign materials
at the district conference, and all candidates are
allowed to display campaign materials in the
Candidates Corner at a district conference. Campaign
materials may not be placed on walls, chairs, tables,
or handed out at educational sessions, meal functions,
or the district hospitality suite.
All candidates are allowed to give educational
presentations at district conferences, provided the
presentations conform to the needs of the district,
and provided that all candidates for the same office
are given an equal opportunity.
The only hospitality suite permitted at a district
conference is the one provided and operated by the
district, with no contribution from any candidate.
The provision of a hospitality suite is, however, at the
discretion of the district governor.
Advertisements by or on behalf of candidates for
district office are not permitted in district
publications.
As stated in the Speech Contest Rulebook, candidates for district office are not eligible to be a contestant in any Toastmasters speech contest. As soon as a
candidate for district office makes his or her intention to run for district office known to any member,
he or she is immediately disqualified from further
participation in the speech contests that year, even if
the candidate later changes his mind and drops out
of the race.
District Voting and Proxies
The district sends a credential/proxy form to each
club president and vice president education in the
district at least two weeks in advance of a District
Council meeting for use in the event that either, or
both, cannot attend the meeting. You may include
this form in the district newsletter or in the mailing
announcing the meeting. The credential/proxy form
must contain:
4District number
4Description of event
4Date and location of meeting
4Space for club name and number
4Space for name of club representative or proxy
holder
4Space for signature of authorization of club officer
and office held
4The date the credential/proxy is signed
A sample credential/proxy form is in the Appendix.
Voting members of the District Council are the
club presidents, vice presidents education, and the
members of the District Executive Committee:
Either the club president or the club vice
president education may designate, in writing, any
active member in good standing of the club to act as
a proxy or proxies and cast one or both of the club’s
ballots at the District Council meeting. If one of
those officers is not at the meeting and has not designated, in writing, an active member of the club to act
as proxy or proxies of the club at any council meeting, the other officer in attendance may cast two
votes. The intent is to assure that every club will be
able to cast two votes. No other proxies are valid at
any such meeting.
Number of Votes
At district officer elections, votes are distributed as
follows:
4One vote: Each member of the District Council or
club proxy for the club president or vice president
education in attendance
4Two votes: Any member who carries the proxies
of both the club president and the vice president
education from the club
4Three votes: Any member who carries the proxies
of both the club president and vice president
education and is also a member of the District
Executive Committee
4All other Toastmasters are limited to a maximum
of two votes, regardless of the number of clubs to
which they belong. A Toastmaster belonging to
two or more clubs may cast one vote for each of
two clubs, but again is limited to a maximum of
two votes. (The maximum number of votes that
any Toastmaster may cast is three, regardless of the
number of clubs to which that Toastmaster belongs.)
Quorum
One-third of the club presidents and vice presidents
education of the district, or their proxies, constitutes
a quorum for all District Council meetings. In the
event that any business is transacted at a meeting at
which a quorum is not present, the action taken is
deemed valid as if a quorum were present, provided
it is later expressly approved in writing by the affirmative vote of a majority of the clubs of the district
on the basis of two votes per club. “In writing,”
includes personally, by mail, fax, e-mail, electronic
transmission, or other reasonable means. You should
notify the clubs as soon as possible after the meeting
so that affirmation can be obtained within a reasonable time.
Credentials
The credentials chair should be a past district governor. The chair will need the following materials:
4A list of eligible clubs in the district
4A list of current District Council members (club
presidents, vice presidents education, and district
officers eligible to vote)
4Ballots must indicate the office being contested
or be sequentially numbered for each contested
election. Names of candidates nominated by the
Nominating Committee may be printed on district
ballots. Floor candidates’ names cannot appear on
district ballots.
To be valid at a District Council meeting, a written
proxy must contain all the elements described earlier,
and must be delivered personally, by mail, by fax, by
e-mail, by electronic transmission, or by other reasonable means to the club member who will hold
the proxy. The proxy holder must present the proxy
in paper form (i.e., print out an e-mail) to the
credentials desk. If the proxy does not bear a handwritten signature, it must have the typed name of the
club officer(s) giving the proxy or some other indication that the club officer(s) authorized the proxy to
be given. A proxy that complies with these requirements is treated as valid so long as the credentials
desk has no reason to believe that the proxy was not
authorized. A proxy holder cannot transfer or assign
a proxy to someone else. A valid proxy delivered to
the proxy holder is revoked only if the club officer
who gave the proxy does one of the following: he or
District Leadership Handbook • 39
she destroys the proxy, cancels the proxy in writing,
issues another proxy authorized at a later date, or
actually attends the District Council meeting.
Credentials team members are not permitted to
wear or display any campaign paraphernalia. They
must do the following:
4Ensure ballots are numbered sequentially, either
on the stub or on a cover page, and that a list of
those eligible to vote is available.
4Cross-reference all ballots issued with the current
list of District Council members.
4Ensure all ballots issued are signed for upon
receipt.
Unless the district governor has received official
notification from World Headquarters that a club’s
charter has been revoked, that club is entitled to
voting privileges. Because clubs remain in good
standing until November 30 and May 31, regardless
of whether their current dues renewals are paid, all
clubs may vote at a district conference. A newly
chartered club that has been assigned a club number
is entitled to voting privileges. A list of clubs eligible
to vote is available upon request from World Headquarters by e-mailing districts@toastmasters.org.
Either the club president or the vice president
education may designate, in writing, any active individual members of the club to act as proxy at any
District Council meeting. In the event one of those
officers is not in attendance at the meeting and has
not designated, in writing, an active individual member of the club to act as her proxy at such meeting,
the officer or proxy holder in attendance must be
deemed to hold the proxy of the other and may
therefore cast two votes at such meeting. This assures
that every club will be represented by two votes. No
other proxies are valid at a District Council meeting.
District officers must be in attendance to cast a vote.
Election Procedure
At the meeting, the district governor, or a person
designated by the district governor, explains the
election rules and procedures, as described below,
to the delegates.
The district governor requests all candidates, or
candidates’ representatives if candidates are not
present, to take seats as close to the platform as
possible. If present, all candidates will speak on their
own behalf. However, if a candidate is not present,
no member of the District Executive Committee or
Nominating Committee, the credentials chair, or any
40 • District Leadership Handbook
meeting official, including the meeting sergeant at
arms, secretary, parliamentarian or others appointed,
may give a speech on behalf of a candidate unless the
meeting official resigns before the annual business
meeting begins.
The Nominating Committee chair gives the
committee’s report. If the chair is absent, the district
governor may designate someone else to give the
report. The District Nominating Committee chair or
designee first announces the names of the members
of the District Nominating Committee. The chair
then reads the name and club number of each candidate, in alphabetical order, for each of the offices of
district governor, lt. governor education and training,
lt. governor marketing, public relations officer if
elected, secretary if elected, treasurer if elected and
division governors.
Office Requirement
To be qualified for any office, elected or appointed,
in Toastmasters International, and to maintain such
office, a person must be a member of a Toastmasters
club in good standing.
Floor Nominations
For each office, the district governor asks whether
there are any additional nominations from the floor.
Floor nominees, or their designees if they are not in
attendance, must then state their eligibility qualifications. Floor candidates can only be nominated by a
member of the District Council or their proxyholder.
To be nominated from the floor, candidates for district governor, lt. governor education and training, lt.
governor marketing and division governor must sign
at the time of the floor nomination, or previously
must have signed, the Officer Agreement and Release
Statement published by Toastmasters International.
All signed forms must be sent to World Headquarters
and kept as part of the district’s permanent records at
World Headquarters. When nominations are completed, the district governor declares the nominations
for that office closed.
Candidates’ Speeches
Each district officer candidate, including floor candidates, is entitled to a two-minute speech. The speeches
by the candidates are delivered in alphabetical order
of the candidate’s last name, by office, beginning
with the highest contested office. Each such speech
is delivered from the platform and given by the
candidate, if present. If the candidate is absent, the
candidate’s representative may give the speech. No
other speeches, demonstrations or other activities
are allowed.
The balloting for each office takes place immediately following the close of nominations for the
office. The district governor informs candidates that
they are expected to provide one Toastmaster to assist
or observe the counting of the ballots. The election
is completed and the winner announced before
moving to the next office to complete nominations
for that office.
Candidates nominated for one office and not
elected to the office may be nominated from the
floor for a lower office, in the order stated above.
After nominations for an office are closed, if only
one candidate is running for the office, the district
governor may entertain a motion to dispense with
the secret ballot for the uncontested office and to
instruct the secretary to cast a single ballot for the
candidate. If there are multiple offices of division
governor each with only a single nominee, the district governor may entertain a motion to dispense
with the secret ballot for all the uncontested offices
and to instruct the secretary to cast a single ballot for
each candidate.
Any candidate receiving a majority of the votes
cast is declared elected. In the event no candidate
receives a majority of the votes cast for a contested
office, voting continues with the use of special ballots
and without the name of the candidate receiving the
fewest votes. This procedure continues until one of
the candidates receives a majority of the votes.
All election results are final upon adjournment of
the district’s annual meeting. Results of the election
must be displayed in the registration area as soon as
possible following adjournment. All proxies and
ballots are to be retained for 24 hours following the
close of the meeting for review only by the district
governor or district credentials chair, as necessary.
Immediately afterward, the district governor or his or
her designee must destroy the proxies and ballots.
Area Governor Elections
The District Administrative Bylaws provides for the
selection of area governors either by appointment by
the district governor or by election by the area councils. Toastmasters International recommends that district governors appoint area governors.
If your district wishes to have the area governors
elected by the area councils, then the following procedure must be followed.
The Area Council meeting, at which the election
for area governor is conducted, must be held at least
two weeks before the annual meeting of the District
Council. The current area governor determines the
time and place of the meeting. Written notice of the
election must be given to the president of each club
in the area at least four weeks before the election.
Notice should include the qualifications for candidates and list the voting members of the Area Council.
The voting members of the Area Council are the
president, vice president education and vice president
membership of each club in the area. No other member of the Area Council has a vote. A majority of the
voting Area Council members or their proxies constitutes a quorum. If a quorum is not present, an
election cannot be held unless another meeting is
conducted which is properly noticed and at which
a quorum is present.
The club president, vice president education, or
vice president membership may designate, in writing,
any member of the club to act as a proxy for him or
her at the Area Council election meeting. In the event
two of those officers don’t attend the meeting and
have not designated, in writing, active members of
the club to act as their proxies at the meeting, the
officer or proxy holder in attendance is deemed to
hold the proxy of the others and may cast the club’s
three votes. (A sample proxy is in the Appendix.) If
two valid proxyholders are present and cannot decide
among them who will cast the third vote, the third
proxy goes to the highest-ranking officer present or
his or her proxy. This assures that every club will be
represented by three votes.
Qualifications
If practicable, each candidate should have served at
least six months as a member of a District Council
(club president or vice president education).
“Practicable” is defined as “desired, but not
required.” Each club in the area may submit to the
area governor, in writing, any member in good standing as a candidate for area governor. The area governor places the names of candidates from the clubs in
nomination at the election. Nominations then will
be accepted from the floor. After the nominations
are closed, if there is only one candidate, the area
governor declares that candidate elected.
If two or more candidates are nominated, each
candidate is entitled to a two-minute speech. The
speeches are delivered in alphabetical order of the
District Leadership Handbook • 41
candidate’s last name. If a candidate is not present,
that candidate’s representative may give the speech.
Each member of the Area Council in attendance,
or his or her proxy, is entitled to one vote. No Area
Council member or proxy may cast more than three
votes, even if he or she is a member of more than one
club. The area governor may act as a club proxy and
may cast up to three votes. However, in the case of
a tie, the area governor is entitled to only one additional vote to break the tie.
Voting is by secret ballot. Any candidate who
receives a majority of the votes cast is declared
elected. In the event no candidate receives a majority
of the votes cast for a contested office, voting continues without the name of the candidate who received
the fewest votes. This procedure continues until one
of the candidates receives a majority of the votes. The
area governor then notifies the district governor of
election results.
Training
Division and Area Governor Training
Initial division and area governor training should be
held before the district year begins, as soon as division and area governors are elected or appointed to
office. If this is not possible, hold initial training
early in the district year, but no later than September
30. As part of the Distinguished District Program, at
least 85 percent of the district’s area and division governors must be trained and a Division/Area Governor
Training Report available on the Toastmasters Web
site must be submitted to World Headquarters by
September 30.
Initial area and division governor training must
be a minimum of four hours. Train the governors
together in a central location. If the district is
geographically large, train area governors by division
or group divisions together. One-to-one training
should rarely occur. During the year, conduct additional training at district meetings, including
Executive Committee Meetings.
Club Officer Training
Club officers should be invited and encouraged to
attend. It is the responsibility of the district leaders to
report, using the online system, which club officers
attend training to ensure that the club receives
DCP credit.
42 • District Leadership Handbook
In order for clubs to receive credit, districts
must record the training information online at the
Toastmasters Web site by September 30 for the June–
August training period and by March 31 for the
December–February training period. Any additions,
changes, or corrections to the June–August training
information are accepted online through November
30. Additions, changes, or corrections to the
December–February training period are accepted
online through May 31.
Club officers must be trained by authorized district representatives in a live training session. While
audiovisual aids may be used to enhance training,
they may not be the sole method of training. For
example, club officers who simply view a videotape
that describes their responsibilities are not considered trained, even if the videotape was provided by
a district officer.
Toastmasters Leadership Institute is the recommended method of club officer training. If the
district chooses this format, it must conform to the
guidelines published by Toastmasters International
in the booklet, Training Club Leaders (Item 217),
available for download or purchase at
www.toastmasters.org/217training. The terms
“university” and/or “college” may not be used.
Training Program Goals
Every district should strive to make training sessions
an enjoyable and rewarding learning experience.
Outstanding district training programs:
4Apply the concepts of effective leadership.
4Give participants a practical understanding of their
roles and responsibilities as district or club officers.
4Are based upon the training and educational programs published by Toastmasters International.
4Provide the tools to achieve Distinguished Club,
Distinguished Area, Distinguished Division,
and/or Distinguished District status.
4Encourage planning and growth.
4Motivate participants to function together as a
team.
4Encourage participants to read, review and use the
handbooks, manuals, and other materials important to achieving success as a district or club officer.
4Answer questions and stimulate discussion.
4Give officers a firm foundation for their term
of office.
Notice of Training
District and club officer training sessions are valuable
seminars in leadership. Districts should promote and
market club officer and district-officer training to
encourage maximum attendance and participation at
these sessions. Training events should be included as
part of the district calendar and published in district
communications, such as the district’s newsletter
and Web site.
Note: Training for the top 3 district leaders is not
the responsibility of the lt. governor education and
training; these officers will be trained by World
Headquarters staff and the region advisors marketing
at the International Convention and at mid-year.
Frequency of Training and Attendance
Division and Area Governor Training. It is recommended that initial training be held before the district year begins. If this is not possible, initial training
must be held early in the district year, but no later
than September 30. Initial area- and division-governor training must be a minimum of four hours. Area
and division governors should be trained together in
a central location. Geographically large districts may
train area governors by division or group divisions
together. One-to-one training should rarely occur.
During the year, ongoing training of division and
area governors should be conducted at district meetings, such as Executive Committee meetings.
Club Officer Training. Every district must train club
officers twice yearly. The first training must occur
between June 1 and August 31, and the second training must occur between December 1 and February 28
(or 29 in leap years).
Training Opportunities
All district meetings and events should be used as
training opportunities. Using district funds for district- and club officer training is appropriate and
should be a top priority when developing a district
budget. As part of district- and club officer training,
districts may include educational sessions on communication and leadership for non-officers. District
funds must not be used to subsidize separate sessions
for non-officers. Administration of training should be
kept as simple and as cost-effective as possible.
Training Resources:
1. Select presenters carefully. Choose the best possible trainers, educators and motivators throughout
the district. Notify presenters well in advance of
the training sessions and involve them in the planning process. Keep them posted on progress and
provide them with materials ahead of time.
2. Use Toastmasters International training
programs. Determine the needs of your group
of trainees based on district goals for clubs,
membership, CCs, and ACs. Then analyze past performance and the strengths/weaknesses of your
district. Then develop a training program outline
that incorporates the materials available on the
Toastmasters International Web site at
www.toastmasters.org/districttraining.
Keep the training session focused. However, it’s
important to have some flexibility in order to meet
the needs of each particular group of trainees.
Start and end on time. Pay close attention to
the training session schedule and follow it. When
planning, allow time for discussion of important
topics and exercises that allow them to practice
new skills. Leave enough time to address questions
and answers.
Training does not end after the session is complete. Encourage participants to contact session
leaders or district officers if issues arise that cannot
be adequately addressed during a training session.
Urge participants to review appropriate handbooks
and materials. The answers to most questions can
be found in these valuable resources.
3. Make appropriate physical arrangements.
Select a date that does not conflict with important
local events or holidays. Select and secure a location and facility that will provide a suitable training environment. Allow adequate time to
complete your training agenda by:
4Obtaining materials. Order supplies from World
Headquarters at least eight weeks in advance.
Obtain other needed supplies and equipment.
Print programs and handouts.
4Arranging for proper set up of tables, seating and
equipment (check division, area, and club officer
training programs for set-up suggestions).
4Preparing visual aids. Use the masters provided
in the division, area, or club training programs,
or download them from the Toastmasters
International Web site. Prepare flipcharts and
other audiovisual equipment well before the
session begins.
District Leadership Handbook • 43
4. Promote, promote, and promote. Promote
early and often. Invite and urge officers to attend
the training session using all available media
(Web site, newsletter, fliers, personal telephone
calls, etc.). Emphasize the benefits of the training
session for the individual. Such benefits include
leadership development, building skills, and
personal growth.
5. Prepare session leaders. Being a good session
leader requires the same dedication that it takes
to give a good speech. Your session leaders
should have:
4Knowledge of the subject. Experienced district
officers make some of the best trainers. Mastery
of the session content is important for establishing credibility and making the learning experience
relevant to session participants.
4Knowledge of teaching. Experienced Toastmasters
are some of the most knowledgeable “educators”
when it comes to leadership training. Individuals
who have experience in conducting Speechcraft
and other modules often make excellent trainers.
4Desire and interest in training. Look for individuals with high motivation and interest in training. Instructors must be highly motivated in
order to motivate session participants.
The session leader should review The Success/
Leadership Series “From Speaker to Trainer” (257).
It is an excellent resource for presenters at officer
training sessions. Use it during the preparation of
all your district training events.
6. Get feedback. Feedback is critical to the success of
trainees and the success of future training sessions.
During each session, leaders should ask for feedback from participants to ensure that material is
being understood and is relevant. Every training
session should be evaluated against these criteria:
4Did the content meet the needs of participants?
4Was the material useful?
4Was the presenter knowledgeable and wellprepared?
4How can training be improved?
4What other topics should be covered?
Provide follow-up support during the year. Hold
formal or informal review sessions at district
conferences, Executive Committee meetings, division council meetings, Area Council meetings and
other events.
44 • District Leadership Handbook
For Division and Area Governor Training:
All of the following programs, which are available
online, must be used as the core portions of every
district’s training programs for division and area
governors:
4Achieve Success Standards (218A). This program
covers division and area governor standards, the
Distinguished Division, Area and Club programs,
as well as planning to achieve recognition in these
programs.
4Maintain Strong Clubs (218B). Fundamental to
keeping clubs and having a net club gain is building
membership. This module addresses building
membership and effective area-club visits.
4Build New Clubs (218C). This module teaches
district officers the basics of club- building. To
become a President’s Distinguished Division or
President’s Distinguished Area requires a net gain
of one club. To be a Distinguished Division
requires no club loss.
4Build a Successful Team (218D). Successful
division and area governors achieve their goals by
involving others. This module teaches officers how
to build a team and effectively use Division and
Area Councils.
4Conduct Quality Contests (218E). Speech contests
are important events. This program provides
instruction, exercises, and a checklist to ensure that
contests run smoothly.
Each training program can be accessed at:
www.toastmasters.org/trainingmaterials.
For Club Officer Training:
These programs must form the core content of club
officer training:
4Club Leadership: Achieving Success as a Club
Officer (1311A). Includes separate scripts for training club presidents, vice presidents education, vice
presidents membership, vice presidents public relations, secretaries, treasurers, and sergeants at arms.
4Attracting New Members to Your Club (1311B).
All clubs need new members. This script helps
the presenter teach club officers how to build
membership.
4Charting a Course for Club Success (1311C).
Helps familiarize clubs with the Distinguished
Club Program. Perfect as an introduction or
refresher course.
4Motivating Achievement (1311D). Familiarizes
club officers with Toastmasters International’s
educational and membership programs and is
designed to help club officers promote and encourage achievement within clubs.
4Information about organizing new Toastmasters
clubs.
Each club training program can be accessed at:
www.toastmasters.org/cotmaterial.
4A published or “last updated” date to identify the
timeliness of the information.
Funding and Recognition
4An online version of the district’s newsletter or
information appropriate for publication in a district newsletter.
Using district funds for district/club officer training
is appropriate and should be a top priority when
developing a district budget. As part of district and
club officer training, districts may include educational
sessions on communication and leadership for nonofficers, but district funds cannot be used to subsidize separate sessions for non-officers. Administration of training should be kept as simple and
cost-effective as possible.
Your district is encouraged to recognize individuals
for participation in or completion of training. However, your district may not create any educational
awards, including degrees or diplomas, nor may it
create awards or programs that certify individuals.
Your district may not conduct separate, additional
training events such as personal development seminars that are unrelated either to the training of club
or district officers, and/or achievement of the club
or district mission. Districts must not compete with
private for-profit enterprises that deliver training
programs. Therefore, district-sponsored training shall
be available only to Toastmasters members. These
events cannot be open to the general public nor be
used as fund-raising events. Please see Recognition
Programs on page 62-63 for further details on each
recognition program.
Communication
There is a variety of ways to communicate with your
members, keep them informed and help the district
achieve its mission. The following guidelines clarify
the use of various tools and help maintain the privacy
of district and club officers:
District Web Sites
A Web site should include information useful to current and prospective members and officers. A district
Web site may include:
4All of the items listed under “district newsletters.”
4A link to the club location finder at
www.toastmasters.org/find.
4The features and benefits of Toastmasters
membership.
4Membership-building tips for clubs.
4The names, telephone numbers, and e-mail
addresses of the district governor, lt. governor
education and training, lt. governor marketing,
the creator/maintainer of the Web site, and other
district officers and district support personnel.
To maintain privacy, these should be posted only
after receiving express written permission from
each person.
4Lists of past district governors with names and
years of service.
Districts cannot include on their Web sites:
4Any club officer or individual member mailing
addresses, e-mail addresses or telephone numbers,
even on a password-protected site.
4International officer or director candidate information, unless the candidate is from that district.
A district Web site may provide a link to
www.toastmasters.org/board.
4Advertisements by or on behalf of candidates for
district office.
4Copyrighted information from Toastmasters
International or any other source without express
written permission from the copyright owner.
A district may publish its Web site in donated space
and acknowledge the donation on the Web site.
Districts may sell advertising space to offset the cost
of renting space. Toastmasters members may not
receive any compensation to create, maintain or host
Web sites for districts, divisions, areas or clubs.
The district governor is the publisher of the
newsletter and Web site and is responsible for its
content.
District Newsletter
A district newsletter should be distributed to members within the district. Content must provide
information to help the district achieve the district
District Leadership Handbook • 45
mission and help clubs achieve their mission. Your
newsletter should include:
4List of Toastmasters club meeting times, locations,
contact information and locations of club Web site
4Contact information for district officers.
4Club officer e-mail addresses and telephone
numbers
4Articles and ideas that help/motivate district
achievement of club growth, membership growth
and educational goals.
4A link to www.toastmasters.org/contactus
4Promotion of Toastmasters International membership and educational programs.
4E-mail addresses and telephone numbers of past
district governors (including past international
presidents and past international directors)
4Promotion of the Toastmasters International mission and vision and the district and club missions.
4Information about Toastmasters International
membership and educational programs
4Recognition for achieving Distinguished District,
Division, Area or Club program goals or for
progress toward achieving program goals.
4History of Distinguished District Program
performance for the district
4A calendar listing appropriate information about
events such as officer training, district conferences,
the International Convention and other significant
events.
4The report of the District Nominating Committee
and a statement from each nominated candidate.
Make sure the newsletter is sent to all council
members at least two weeks before the district’s
annual business meeting.
4District Web site address.
4Toastmasters International Web site address.
4Calendar of events such as officer training, district
conferences, the International Convention, and
other significant events
The directory cannot include information on candidates for office at any level of the organization.
District newsletters, Web sites, and directories
must include this disclaimer: “Any member contact
information in this (newsletter/Web site/directory) is
for the sole use of Toastmasters members for
Toastmasters business only. It is not to be used for
solicitation and distribution of non-Toastmasters
materials or information.”
4Other district administrative information.
Fax Transmission Policy
4Candidates for district office and candidates for
international officer or director positions may not
advertise in any district publication.
It is the responsibility of the sender to ensure the
successful fax transmission of any document. World
Headquarters is not responsible for any illegible
or incomplete documents received via fax, for fax
machine malfunctions or failures, or for “busy signals.”
World Headquarters strongly recommends that members, clubs and districts use an express delivery service to avoid the risks involved in faxing documents to
fulfill deadline requirements.
4A call for candidates. In December or January,
include an article describing each district office, its
responsibilities and the qualifications required to
serve in the office. Include a form for submitting
the names of candidates.
District Directories
If published, a district directory should be distributed
to members of the District Council. The district
governor is the publisher and is responsible for its
content. At the discretion of the district governor, the
directory may be distributed to past district governors,
club officers and others upon request. District directories may contain the following:
4District officer e-mail addresses and telephone
numbers
4Toastmasters International mission and vision
4District mission
46 • District Leadership Handbook
Surveys
Toastmasters International may conduct surveys in
order to determine whether the Toastmasters
International educational and recognition programs
are meeting the needs of individual members, clubs,
areas, divisions, and districts.
The only entity authorized to conduct surveys of
members (including former members), clubs, areas,
divisions, and districts, or release the results of those
surveys, is World Headquarters. No individual
member, club officer, district officer, or member of
the Board of Directors may survey members or clubs
unless given advance, written permission by the
Executive Director. The only exceptions are a club
surveying its own members and a district seeking
information on educational or related programming
from members within the district for their own use.
The conduct of any surveys by outside persons,
such as academic sources, as well as the release and
use of survey results, must be at the discretion of the
Executive Director.
Membership and Mailing Lists
Unless otherwise authorized by the Board of
Directors, Toastmasters International does not make
its mailing lists available. Use of names, postal or
electronic addresses, or telephone numbers of clubs
or their members obtained from World Headquarters
or other Toastmasters sources, such as district or
other Toastmasters directories, Toastmaster magazine
or electronic servers, is prohibited for any purpose
other than official Toastmasters business. Acceptable
uses include, but are not limited to, the mailing of
club and district newsletters, meeting agendas and
conference information.
International Voting and Proxies
Toastmasters International sends an official proxy
for the Toastmasters International Annual Business
Meeting to each club president. Clubs can use their
proxies in three ways. If a club member plans to
attend the meeting, the president or secretary may
assign the member as their proxyholder. If no one
from the club is attending the Annual Business
Meeting, the club may assign the proxy to either the
district governor or another Toastmaster member to
act as their delegate.
If proposed amendments are to be submitted to
the delegates for action, a brief description of each
will be provided with the proxy. The club may indicate how the members wish their club votes to be
cast. If no choice is indicated, the delegate is free to
cast the votes as he or she believes will be in the best
interest of the organization.
If a club assigns the district governor as its delegate, the district governor in office at the time of the
International Convention will cast the club’s votes at
the Annual Business meeting.
District Leadership Handbook • 47
Section Four–Clubs & Membership
Building New Clubs
One of the most stimulating and rewarding ways to
introduce the benefits of Toastmasters membership
to others is by organizing new clubs in your district.
Every district’s goal is to build one new club per area
each year.
The lieutenant governor marketing and the chair
of the Marketing Committee coordinate club-building efforts within the district.
Uncovering Leads
Look at communities within your district that are
large enough to support a Toastmasters club. Also,
look for places with existing clubs that might be able
to support additional clubs. For instance, if a club
that meets in the evening has received several
inquiries from potential members who would join a
club if it met in the morning, there is an excellent
possibility for a new club.
Consider major corporations or other large organizations within your area as potential club sponsors.
In addition, if that corporation has other locations
throughout the world with in-house Toastmasters
clubs already established, you have a point for discussion. Try to secure the approval of high level officials within the organization, such as the CEO, the
human resource director, or training manager. To
learn more about this process, review “Establishing
a Connection” (www.toastmasters.org/
ses1connection) and “Exploring Needs”
(www.toastmasters.org/ses2exploreneeds) via the
Toastmasters Learning Connection.
World Headquarters receives inquiries regularly
from individuals interested in establishing new clubs
and sends each inquirer information about
Toastmasters. It also sends the district governor,
lieutenant governor marketing, and marketing chair
information about inquiries originating within the
district.
The Chartering Process
Once you’ve found a group of interested people,
go to www.toastmasters.org/newclubs to get the
resources you need. How To Build a Toastmasters Club
(Item 121) is a primary source of new club building
48 • District Leadership Handbook
information, and can be viewed at
www.toastmasters.org/build.
Next, with the assistance of other Toastmasters
members, hold a sample meeting for the prospective
new club. (A complete review of this process is
available via the Toastmasters Learning Connection
at www.toastmasters.org/ses3samplemeet). At the
sample meeting, you can present the Toastmasters
club program, answer questions and distribute materials. Complete the Application to Organize during
the meeting. At the end of the sample meeting, you
should request the $125 charter fee and arrange for a
second meeting. Send the Application to Organize
and the charter fee to World Headquarters. You will
be sent a Charter Kit, which includes new member
kits for 20 members and other useful supplies.
Corporate Clubs
Corporate Club Charters are essential for the growth
and health of the district. Many questions arise for
leaders in the district who would like to charter a
corporate club: Where do I begin? Who do I speak
with? What are the necessary steps?
To aid in the chartering process, districts can
request a list of clubs within a certain organization by
e-mailing corporaterelations@toastmasters.org.
Preparation
Doing preliminary research will help you achieve
successful corporate visits. Start by making a list of
organizations in your area, and then review their
Web sites and other resources to get the following
information:
4Company size (preferably 250+ employees), location, revenues, and industry
4Names of decision-makers within the organization
4Company strategies, key initiatives, priorities,
focus, and mission
4Recent news articles pertaining to the company
One important question to answer is, “How could
each specific organization benefit from having an
onsite Toastmasters program?” Customize this
answer based on the information you gather and
explain how Toastmasters can fill their specific needs.
In addition, ask local Toastmasters about any
contacts they have in the targeted companies.
After you acquire this information, it is time to
contact the organization in order to schedule a corporate visit. Before calling, it is important to make
one additional step: Send a letter of introduction to
the contact. In it, offer brief information about
Toastmasters and let the contact person know you
will follow up with a phone call. Here are guidelines
for an effective letter of introduction:
4Print letter on good-quality stationery.
4Hand-address and stamp the envelope (do not use
a postage meter).
4Explain why you are asking for an appointment.
4Briefly explain the benefits of this introductory
meeting.
4Let them know you will soon contact them.
4It is helpful to include the brochure Clear
Communication. Your Organization Needs It
(Item 103).
Following the letter, a phone call should be placed
to the individual the letter was sent to within a few
days. Focus on the following when making the initial
phone call:
4Identify yourself as a Toastmasters representative.
4Mention that you recently sent a letter to them
(no need to ask if they received it).
4Quickly touch on why you would like to meet:
To introduce yourself and discuss the value of the
Toastmasters program and how simple it is to
get started.
4You may want to mention a similar company
locally that has a corporate club and the success it
has experienced.
4Arrange a time to meet at their location for 20 – 30
minutes. (Ask the contact if he or she wants you to
confirm the appointment with an assistant.)
4If you run across any hesitation, explain that
(based on the needs of the organization) there are
many different ways to sponsor a Toastmasters
club. Sometimes it can simply be to provide a
room for the group to meet once a week during the
lunch hour or off hours. You can discuss this at the
actual meeting.
4After the phone call, make sure you send an e-mail
to confirm the date, time, and say that you look
forward to the meeting.
Meeting the Decision-maker
It is important that you make the most of you meeting with the potential corporate sponsor. Follow
these guidelines to make this time successful:
4Prepare in advance and arrive a few minutes early
4What to take with you:
• Competent Communication and Competent
Leadership manuals
• New Club Information Kit (Item 123B)
• “Clear Communication” brochure (Item 103)
4What to say:
• Ask questions!
 “What programs do you have in place now
for communication training and leadership
development?”
“What are some areas that you are hoping to
improve?”
• Focus your conversation on how Toastmasters
can specifically fulfill its needs as an organization. Share examples of how Toastmasters
International’s education program can help:
 Refine employees’ presentation skills
 Enhance meeting effectiveness
 Improve leadership skills
 Promote better teamwork
 Develop more confidence in upcoming managers and leaders
 Increase employee loyalty and reduces
employee turnover
• Refer to other local companies or similar com panies that are benefiting from Toastmasters
training
4Next Step: Schedule a sample meeting at the
location
Maintaining Corporate Relations
Establishing and maintaining long-term relationships
is an important part of corporate visits. Even if the
company you are meeting with does not charter a
new club right away, it is vital to keep in touch with
them, to develop a long-lasting relationship.
Developing relationships means letting the person
know you are interested in them and their needs, not
just in starting a new club for your own benefit.
Tips:
4If you don’t know an answer, admit it. People
respect those who are willing to say, “I do not
know the answer to that, but I will find out.” Then
get back to the person quickly with the correct
answer.
District Leadership Handbook • 49
4Send a hand-written note after the visit. Thank
them for their time by writing a genuine thank-you
note within one week of the visit. Make it personal.
4Always keep your word. If you say you are going to
do something, do it.
Since the transition of district officers may make it
difficult to maintain these long-term relationships,
you should give the incoming team a comprehensive
list of contacts, including what efforts you have made
so far.
Presenting a Sample Meeting
Schedule a sample meeting as soon as possible so
that company members can see how Toastmasters
works. Use this meeting to highlight the “Toastmasters experience.” Ask your corporate contact to
invite all prospective employee-members to attend.
Your objective is to prove how Toastmasters works
and establish the “go forward” plan with that company. Usually, meetings like this produce dozens of
potential Toastmasters who decide they’d like to
learn more.
4Remember to chose experienced Toastmasters for
this sample meeting.
4See How to build a Toastmasters Club (Item 121) and
visit the Toastmasters Learning Connection
(www.toastmasters.org/ses3samplemeet) for
reference.
4Today’s business leaders are looking for ways to
increase employee performance and bottom-line
results. They need managers and leaders who
demonstrate confidence, can express their ideas
with conviction, and can manage others with superior communication skills. In short, they need
Toastmasters.
Resources for Starting a Club
You’ll find the following items helpful in starting a
new club:
4Find Your Voice – Item 99
4Confidence; The Voice Of Leadership – Item 101
4Clear Communication: Your Organization Needs It –
Item 103
4Put On A Good Show – Item 220
4Public Relations and Advertising Kit – Item 1150
4All About Toastmasters – Item 124
4Welcome to Toastmasters! – Item 244DVD
4Television And Radio Announcements – Items
1144, 1151
4Your Membership Provides – Item 354
4Posters – Item 367
4How To Build A Toastmasters Club – Item 121
After the Sample Meeting
Begin holding regular meetings that follow the
Toastmasters club program (the When You Are The
Vice President Education manual and Master Your
Meetings handbook provide information on conducting club meetings). Complete the charter membership
application as members join and collect their dues.
As soon as a minimum of 20 members is established
(at least 17 non-dual members, except in advanced
clubs), adopt the Constitution and Bylaws for
Toastmasters Clubs. Elect permanent officers and
apply for a charter by submitting all charter forms
and the appropriate money. Most clubs are able to
complete all chartering requirements within four
months of submitting the Application to Organize.
Be sure to find mentors for the club. A mentor is
an experienced member who will join the club for six
months to a year, helping the new group to establish
itself. Mentors serving six months or more are eligible to receive club-building credit for the Advanced
Leader Silver award and should be reported to World
Headquarters no later than 60 days from the date of
charter for credit.
4Copies of the Toastmaster magazine
Quality Club Meetings
4From Prospect To Guest To Member – Item 108
Members join Toastmasters to become more effective
communicators and leaders. People stay in Toastmasters
because the club is meeting their individual needs. A
quality club environment is the single most important factor in membership retention. Quality clubs
provide the maximum opportunity for each member
to develop communication and leadership skills.
Great club meetings produce successful clubs.
Excellent club meetings are essential for building and
maintaining membership. The secret to successful
4Let The World Know – Item 1140
4Member Interest Survey – Item 403
4New Member Orientation Kit – Item 1162
4Toastmasters And You – Items 1167, 1167A (package
of five)
4A Toastmaster Wears Many Hats – Item 1167D
4Application For Membership – Item 400
50 • District Leadership Handbook
Relating to Customer Needs
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District Leadership Handbook • 51
meetings is planning. District leaders can encourage
clubs to plan and conduct club meetings where every
member gets a chance to learn, grow, achieve – and
have fun! There are four keys to success in club meetings: variety, fun, time limits, and manual speeches.
Throughout the history of Toastmasters, these four
items have proven to be necessary ingredients for
well-attended, quality meetings.
4New members receive an orientation to the
Toastmasters program, focusing on what the new
member wants to achieve
Variety: Theme meetings, special meetings, interclub meetings, social meetings, meetings at members’
homes, etc. Strong clubs always have variety in meetings. Having the same meeting format every week can
put a club in a rut. Master Your Meetings (Item 1312)
contains a wealth of ideas for variety and can be
purchased at www.toastmasters.org/1312.
4Guests are given information about the benefits of
Toastmasters and are asked to apply
Fun: People join Toastmasters to “learn in moments
of enjoyment,” as founder Ralph C. Smedley stated.
If they wanted a formal speaking course, they would
have taken it in school. Strong clubs are those that
have a lot of fun at their meetings, while still meeting
all the educational objectives. The atmosphere is
exciting, enjoyable, and inviting.
Time Limits: When time limits are enforced, it is
amazing how much a club can pack into a single
meeting without going even a minute overtime. The
best clubs start and end exactly on time, following a
strict, fast-paced schedule. This builds enthusiasm
and teaches valuable meeting management skills.
Manual Speeches: The primary purpose of
Toastmasters is education. The Communication and
Leadership manuals are designed to provide education in a logical format. Strong clubs encourage
members to speak from the manuals and promote
evaluations based on the project objectives. Each
meeting should have at least three manual speeches.
Healthy clubs provide the maximum opportunity for
each member to develop his or her communication
and leadership skills. Following are some key components of a healthy club:
4Club officers attend training provided by the
district
4Members are involved in every aspect of the club
4Members always speak from the Communication
and Leadership Manuals
4Guests are made to feel welcome
4Member accomplishments are recognized
Minimum Club Standards
The purpose of a Toastmasters club is to provide a
positive environment in which members can participate in the Toastmasters educational program. Active
participation is necessary if members are to learn and
if clubs are to fulfill their purpose. All clubs must
meet the following minimum requirements:
4Meet at least 12 times per year
4Regular meetings shall be conducted in-person/
face-to-face
4Have members working toward CC and AC awards
4Have members give oral manual speeches
4Have members receive oral evaluations
4Give members the opportunity to develop and
practice leadership skills, and earn CL and AL
awards
Reinstatement of Clubs
Clubs that are inactive for one full dues-reporting
period may be reinstated within the next reporting
period with a minimum of six members, provided
three of the members are continuing members of the
club. For a club to be reinstated, World Headquarters
must receive payment of current and past dues or
current dues and a reinstatement fee of $162. Clubs
inactive for two or more full dues periods will be
required to charter as a new club, meeting all chartering requirements.
4Club officers fulfill their roles and responsibilities
Transfer of Club Charter
4Meetings are well planned, have good attendance,
start on time, end on time, are varied and fun
There must be no transfer of an issued charter from
an inactive club to another group whose members
are either interested in organizing a new club or in
joining an existing club.
4New members are inducted during a formal
ceremony
52 • District Leadership Handbook
Gavel Clubs
Finding New Members
Gavel clubs operate as special groups affiliated with
Toastmasters International. These clubs are composed
of individuals who are ineligible for regular Toastmasters membership by reason of age or conditions
making it impractical for them to participate fully
in and benefit from membership in a regular
Toastmasters club. Under no circumstances can a
gavel club be formed of employed adults.
Toastmasters International recognizes the value
of Toastmasters training for those belonging to gavel
clubs and the opportunity this training provides for
community service by Toastmasters members and/or
clubs. Toastmasters International will make as much
of its materials, methods and services available to
gavel clubs as is practical. The functioning of a
gavel club must not be in conflict with the basic
instruments, purposes and policies governing Toastmasters clubs and districts, nor with their operation.
Gavel clubs are not affiliated with any Toastmasters
club or any Toastmasters district. However, Toastmasters
clubs, individual members, and districts may have a
working relationship or lend support to a gavel club.
Use every opportunity to promote the many
Toastmasters membership resources available
through the district and World Headquarters, and
remind area governors to promote growth during
their club visits. Some key suggestions to help clubs
attract new members are:
Membership
Attract and Retain Members
Attracting new members to Toastmasters and retaining existing members means that more people are
learning the vital skills of speaking, listening, and
leadership. Your district’s role is to promote both.
A district must have a net membership growth of at
least two percent to become a Distinguished District.
Membership-building and retention are club
functions. People join clubs – they don’t join areas,
divisions, or districts. Districts support clubs. However,
districts can provide the motivation, support,
resources and public relations assistance necessary
to help clubs attract and keep members.
4Encourage clubs to periodically conduct an
organized membership campaign.
4Emphasize membership growth as part of the
Distinguished Club Program.
4Encourage clubs to maintain a Web site.
4Encourage clubs to make sure their club’s meeting
information on the Toastmasters International
Web site is up to date.
4Foster club publicity programs for radio,
television, and newspapers, as well as within
organizations and corporations.
4Encourage clubs to become familiar with the
resources available on the Toastmasters
International Web site at www.toastmasters.org.
4Provide promotional material for clubs and
members to use.
4Encourage clubs to appoint a mentor for each new
member.
4Encourage the use of the Club Mentor Program Kit
(Item 1163) and the “Mentoring” module (Item
296) from The Successful Club Series.
4Give proper member orientation by using
“Toastmasters and You” (Item 1167) and the
“New Member Orientation Kit” (Item 1162).
4Conduct Finding New Members for Your Club (Item
291) and Closing the Sale (Item 293) modules from
The Successful Club Series.
4Promote “Bring a Guest Night” when all members
must bring at least one guest.
4Encourage outstanding club meetings. The Master
Your Meetings manual (Item 1312) is a great resource.
District Leadership Handbook • 53
Section Five–Financial Management
Finances & Budgeting
Districts receive 25 percent of every dues dollar
Toastmasters International receives from clubs within
the district. The 25 percent of membership dues paid
by clubs are held in an account maintained by World
Headquarters called the District Reserve Account. The
district receives a monthly statement detailing the 25
percent allotment and any disbursements for orders
and funds requisitioned. The district governor and
treasurer can requisition these funds throughout the
year, provided the district first meets certain requirements. These requirements are described later in the
“Requisitioning Funds” section on page 56.
located on the District Finance Corner pages. To get
started, please go to
www.toastmasters.org/financecorner.
The District Success Plan (DSP)
To assist the districts in the development of their
budgetary plan, The District Success Plan (Item 1468)
is completed by the district leadership team at the
beginning of each program year. The DSP is an
extensive planning tool detailing each aspect of the
critical success factors. The plan’s matrix is required
to be submitted to World Headquarters by September
30. Please see the DSP for further details:
www.toastmasters.org/dsp.
Revenue for Districts
Preparing the District Budget
District expenses will be paid out of district funds in
accordance with district expense policies established
by the Board. No district officer may receive a salary
or compensation except a return for actual expenses
incurred for the good of Toastmasters International,
and no District Council may impose any financial
obligation on any club. For additional information:
www.toastmasters.org/policies.
The funds allotted to your district must be used for
the benefit of the district and its mission. To help it
use the funds appropriately, the district must prepare
a budget at the beginning of the year that describes
how the funds will be allocated. The budget
estimates the income available and the expected
expenditures for the district year, July 1 to June 30.
Purpose and Ownership of District Funds
1. Calculate income for the upcoming year
All district funds, regardless of the source of these
funds, are Toastmasters International funds. These
funds are to be used to carry out the mission of
Toastmasters International and the mission of the
district.
Districts must use these funds to benefit the
Toastmasters members within the district, and promote education, growth, and development of membership and new clubs. In order to protect the organization, should the need arise, the Executive
Committee of Toastmasters International is authorized to direct World Headquarters to withhold funds
available to a district and assume financial control
of a district.
2. Set funding priorities based upon district goals
The District Finance Corner
The District Finance Corner on the Toastmasters
International Web site will guide the district step-bystep from beginning to completion of the district
budget. All the necessary forms and spreadsheets are
54 • District Leadership Handbook
Budgeting is a three-step process in which you:
3. Allocate funds according to priorities
In the District Finance Corner on the Toastmasters
Web site (www.toastmasters.org/financecorner),
you will find the tools necessary for completing the
district budget. Estimate your district’s income for
the year by projecting the number of dues renewal
payments and new member payments members will
make. Keep estimates realistic and conservative. It is
a good idea to base projected income on the actual
amount which the district receives during the current
year.
Districts often budget for the same activities that
were funded the previous year. This is not always
wise. Your district should review priorities every year.
Keep the focus on funding activities that will help the
district become distinguished. Follow the budget priorities listed in the following section.
Once your goals and priorities are defined, put
district financial resources behind those priorities.
Refrain from allocating a lump sum of money to
divisions, areas, etc. Fund specific activities that will
result in membership growth and retention, new
clubs, and educational achievements. For additional
information: www.toastmasters.org/policies.
Budget Priorities
To guide your district as it prepares a budget, the
Toastmasters International Board of Directors
prepared the following prioritized list of items for
which district funds may be used:
1. District and club officer training
2. Club-building
3. Club rescue
4. Membership growth
5. Promotion of Toastmasters International educational programs within clubs
6. Communication within the district, including
district newsletters, directories, or Web site
7. Administrative supplies and district management
materials
8. Awards and recognition
9. Authorized district officer travel to officially
recognized conferences and meetings (There are
only two official meetings outside of a district:
the Mid-Year training and the International
Convention in August. District funds cannot be
used for any other meetings outside the district.).
10. District conferences, other district meetings, and
speech contests
When preparing a budget and allocating funds, you
should treat the first item on this list as the most
important when compared to the others. Then, consider the second item on the list for funding before
the remaining items and so on. This does not mean
that items at the beginning of the list should receive
more funds than items at the end of the list. However,
you should strive to provide sufficient funds for
higher-priority items. If financial resources are limited, give items at the beginning of the list top priority for full funding compared to the remaining items.
For example, your district may not need to spend as
much money on training when compared to district
communications. However, if you must cut expenditures due to limited funding, then it is appropriate to
fund training fully and decrease the amount spent on
district newsletters and other items of lower priority.
For additional information:
www.toastmasters.org/policies.
Budget Limitations
The district budget must provide full funding for
marketing and officer training. Expenses must be
limited as follows:
4No budget limit for marketing
4Maximum 25 percent of total budget for communication and public relations
4Maximum 30 percent of total budget for officer
training
4Maximum 25 percent of total budget for communication and public relations
4Maximum 10 percent of total budget for speech
contests and awards
4Maximum 20 percent of total budget for
administration
4Maximum 30 percent of total budget for travel
4Maximum 10 percent of total budget for “other”
The sum total of all categories cannot exceed 100 percent. The district must determine appropriate
percentages for each category, and cannot exceed the
maximum percentage noted above.
As you prepare the budget, remember that district
funds may never to be used for:
1. Payment of charter fees
2. Payment of any club’s dues
Budget Approval Process
The budget must be approved by World Headquarters
and subsequently by the District Council during its
first meeting of the district year, which is held in
October or November.
The District Executive Committee should review
the budget carefully to ensure that it meets the
requirements described above. Once the committee
is confident the budget meets policy, it must send the
budget to World Headquarters by September 30. Be
sure to submit it on the form provided by World
Headquarters. A complete budget includes each section of the narrative page as requested and the signed
certification page. World Headquarters reviews it to
make sure it conforms to policy. If the budget is not
in compliance, World Headquarters will contact the
district with instructions to modify it.
District Leadership Handbook • 55
The council members then vote on it during the
District Council meeting. If the council does not
approve the budget, the District Executive Committee
must reconvene to change it. If the changes are
minor, the chair of the District Council may poll the
District Executive Committee during the District
Council meeting to see if the committee could
quickly revise the budget before the council adjourns.
If the changes are not minor or the District Executive
Committee does not agree to them, the District
Executive Committee must meet again later to work
out an acceptable budget. The committee then presents this second, amended budget to the District
Council, which votes on it by e-mail. Budget amendments must be sent to World Headquarters within 30
days after the council approves them.
Remember, the budget is an estimate, and occasionally the district may find that it did not allocate
enough funds for a particular category or perhaps
allocated too much. Once approved by the District
Council, budgets cannot be changed later in the year,
but the district can explain reasonable budget variances in its reports to the council via the narrative.
Budget and Audit Preparation and Approval
The district governor must appoint a district Audit
Committee by November 1. The committee must
submit, by February 15, an interim audit report for
the period July 1 to December 31, and a final audit
report for the entire year by August 31. A complete
district audit for the prior year ending June 30 must
be presented at the first District Council meeting following the International Convention.
Amendments to the budget or audits must be
submitted to World Headquarters within 30 days of
the District Council’s approval. Districts must make
available copies of the budget and audits to members
of the District Council prior to the business meeting.
District audits must account for all district
income and expenses. All district bank accounts and
funds must be included in the district budget and
audits, including any accounts held at the division
and area level. All outstanding liabilities and obligations must be recorded as part of the midyear and
year-end audits. For additional information:
www.toastmasters.org/policies.
Requisitioning Funds
Your district may withdraw funds, and place district
orders, from its reserve account throughout the year
56 • District Leadership Handbook
provided the district is in good standing with the
reporting requirements. As long as the district has
submitted the reporting requirement by the due date
and is up to date on all reporting requirements at the
time of the requisition request, the district may access
funds or place orders. Following is a list of all
required reports and their due dates:
Item
Date
District officer list
July 15
District signature form
July 15
District calendar
July 15
Changes in division/
area alignment
July 15
Year-end audit report
August 31
(from preceding
administrative year)
District budget
September 30
Quarterly treasurer’s report November 15
(July 1 – September 30)
District financial records
from previous year
Midyear audit report
November 30
February 15
(July 1 – December 31)
Quarterly treasurer’s report May 15
(July 1 – March 31)
Withdrawals must be made on the standard requisition form available on Toastmasters Web site at
www.toastmasters.org/financecorner. Both the
district governor and district treasurer must sign the
form. World Headquarters cannot honor district
requisitions for amounts in excess of, or inconsistent
with, the budget submitted, or for amounts that
exceed the total in the reserve account.
Submit requisitions at 30- to 60-day intervals to
cover expenses either incurred or estimated needs for
the near future, and allow two weeks for processing
and receipt of the check. The check will be made
payable to the district and sent to the district governor. World Headquarters can send funds via wire
transfer upon request. There is a $25 (U.S.) charge
for this service.
On June 30, the District Reserve Account must
have a balance equal to 25 percent of the district’s
dues income for the preceding year. This ensures the
incoming team has funds necessary to carry out its
duties. World Headquarters will limit withdrawals as
year-end approaches, so that on June 30 this amount
is in the District Reserve Account. For additional
information: www.toastmasters.org/policies.
Bank Signatories Requirements and Approval
The district governor, at least one lt. governor, and
the district treasurer must have signatory authority on
all accounts established by the district, including any
division and area accounts.
All signatories on corporate bank accounts of
Toastmasters International, including those located
in the various districts, must be approved by the
Executive Committee of the Board of Directors. Each
district must submit the name and location of the
financial institution and the names of the persons to
be added or dropped as signatories since the last
submittal to World Headquarters. If necessary, the
International President may approve the addition
or deletion of bank signatories between Executive
Committee meetings, subject to ratification by the
committee at its next meeting.
Replacement of a previously approved signatory is
not effective until the replacement is submitted to
World Headquarters and approved. For additional
information: www.toastmasters.org/policies.
District Financial Controls
Because district funds (including area and division
funds) are Toastmasters International funds, your
district must have in place the following financial
controls to ensure proper stewardship of these funds:
4The estimated district budget must be signed by
the district governor, lt. governor education and
training, lt. governor marketing, and treasurer.
4All district checks must be signed by both the
district governor and the district treasurer. Checks
made payable to the district governor or district
treasurer must be signed or approved in writing by
a lt. governor.
4All district expenses must be supported by receipts
or documentation. Each check issued by the district must be assigned to a budget line item at the
time the check is written.
4All expense reimbursement claims must be
approved by the district governor.
4A single expenditure in excess of $500 must be
authorized verbally or in writing in advance by the
district governor and at least one lt. governor, in
consultation with the district treasurer. Failure to
obtain proper authorization could be cause for
non-reimbursement by the district.
4Receipts are required for all reimbursements. If a
receipt is lost, a detailed explanation of the
expenditure is required. Mileage reimbursements
authorized as part of the district budget require an
explanation detailing the date, miles traveled, and
reason for the trip(s).
4Reimbursement by a district should be made
within 60 days after receipt of an authorized
reimbursement request based on the availability
of funds. Reimbursement claims should be made
within 60 days of incurring the expense or by July
31 for expenses incurred in June. If a district officer
or other member fails to submit a reimbursement
claim within 60 days, this could be cause for nonreimbursement.
4No district, division, or area officer shall receive a
salary or other compensation except a return for
expenses incurred for the benefit of the organization and only to the extent provided for in the
district budget.
4To avoid the appearance of bias or impropriety, it
is recommended that the district treasurer not have
a significant personal or professional relationship
with the district governor.
4District treasurer’s reports, showing variances with
explanations, must be provided as follows:
• Monthly reports due to the district governor and
lieutenant governors within 45 days of the end
of the month
• A treasurer’s report presented at each District
Executive Committee meeting and District
Council meeting
• Quarterly reports must be sent to World Headquarters for the end of September and March
• All expenses are paid only on a reimbursement
basis. At no time is it acceptable to provide a
cash advance
Account Statements from World Headquarters
Each month World Headquarters sends the treasurer
and district governor a District Reserve Account statement showing available funds held by World Headquarters for the district’s use. The statement shows:
• The balance at the beginning of the month
• Credits to the district’s account allocated from
membership payments made by clubs
• Charges deducted from the account for funds
requisitioned by the district during the month
District Leadership Handbook • 57
• Charges deducted for purchases charged by the
district
• The balance at the end of the month
Charging Purchases to the District Account
The district governor must approve all orders for
supplies and materials to be charged to the District
Reserve Account at World Headquarters. Orders
submitted without the district governor’s written
approval or telephone orders from other district
officers cannot be charged to the district account.
World Headquarters will consider existing charges
on the account when processing an order or a requisition for funds. Any charges incurred during the
month will be deducted from the district reserve fund.
Division Accounts
If authorized by the district and included as part of
the district budget, a division may be allocated funds
and have its own division budget. Although a division may have its own budget, the district governor
must supervise the account activities and include it in
the quarterly treasurer’s reports, mid-year audit and
year-end audit submitted to World Headquarters. The
division treasurer must provide monthly division
treasurer’s reports, showing variances with explanations, to the district governor and lt. governors within
45 days of the end of the month. Because the funds
in division bank accounts are district and
Toastmasters International funds, these accounts
must have, in addition to division signatories, the
district governor, district treasurer, and at least one
lieutenant governor and division officer as signatories.
The administration of division funds is subject to the
funding priorities, ownership, financial controls, and
all other related provisions contained in this section
of the handbook.
Audit Committee
The Audit Committee is composed of at least three
Toastmasters members who are not members of the
District Executive Committee. The audits must
account for all district income and expenses. All district bank accounts and funds must be included in
the district audits, including any accounts held at the
division and area levels.
The purpose of the Audit Committee is to
confirm that district funds were spent appropriately.
The committee reviews the district’s financial transactions twice during the year and provides reports for
the six months ending December 31, and for the year
ending June 30. The reports must be submitted to
58 • District Leadership Handbook
World Headquarters by February 15 and August 31,
respectively. Forms and checklists to help in the
preparation and execution of the audit are available
on the Toastmasters Web site at
www.toastmasters.org/financecorner.
The committee must present the audit for the
entire year ending June 30 at the first District Council
meeting following the International Convention. The
committee must present the complete mid-year audit
for the period July 1 through December 31 to the
District Council at the district’s annual meeting. Any
amendments to the audits must be submitted to
World Headquarters within 30 days.
Conflict of Interest
Occasionally, a district may contemplate a “conflict
of interest” transaction. For instance, the district may
consider obtaining goods or services from a district
officer or from a company in which the district officer
or his or her relative is affiliated. Sometimes this can
be beneficial to the district; in other cases, the transaction can appear improper. To help districts handle
these situations appropriately, the Board of Directors
has determined that the potential for a conflict of
interest occurs when the following conditions exist:
1. The district considers a financial transaction
involving a total of more than $100 or the equivalent within the district’s annual budget year.
2. The transaction is between the district and a
district officer (district governor, lieutenant governor, public relations officer, district secretary,
district treasurer, division governor or area governor), or between the district and a person or
company with which the district officer is affiliated.
Any district officer involved in the transaction
described above must abstain from voting or otherwise participating in any district decision regarding
that transaction. The district officer may, however,
present the proposed transaction to the district and
answer questions asked by other district officers.
The district may engage in the transaction if the
following conditions are met prior to the transaction:
4Each district officer involved discloses to the
District Executive Committee all relevant facts concerning the transaction and his or her affiliation
with the parties to the transaction.
4The District Executive Committee reviews the
relevant facts. The committee may approve the
transaction only if a majority concludes that:
1. The proposed transaction is fair and reasonable
to the district and to Toastmasters International.
2. The district engages in this transaction for the
purposes and benefits of the district and
Toastmasters International, and not for the benefit of the district officer involved nor for the
benefit of the person or company affiliated with
the district officer.
3. The proposed transaction is the most beneficial
arrangement that the district could obtain
under the circumstances with reasonable effort.
If desired, the District Council instead of the
District Executive Committee can approve the
transaction following the above procedure.
4. The minutes of any meeting at which such a
decision is taken records all matters disclosed to
and considered by the body, the vote taken and
any abstentions.
whose main focus is to raise funds for community
or charitable causes. Before you start on your fundraising project, answer these questions:
1. Is the product or service rendered by individual
members donated or voluntary?
2. Is it the club or district, rather than individual
members, that is receiving monetary compensation?
3. Is at least one-third of the club’s total financial
support from member dues?
4. Is the fundraising conducted on an infrequent
or irregular basis?
5. Is the fundraising activity legal in your city, state,
province, or country?
6. Will the profits be used to further Toastmasters
International’s tax-exempt purpose, which
includes
Certain transactions may not be approved under any
circumstance. Those include:
4Building and improving clubs?
4Any loan of the district’s money
4Purchasing educational program materials?
4Any guarantee or extension of the district’s credit
4Sending a voting delegate to official district
conferences or the International Convention?
4Any funds for the personal use or benefit of the
recipient
Fundraising
From time to time, districts may conduct fundraising
activities to off-set costs for educational sessions and
to raise funds to further the purpose of Toastmasters
International. Revenue derived from fundraising can
be used for the training of club and district officers, for
seminars or clinics connected with the Toastmasters
education program, for the purchase of supplies and
educational program materials, and to defer the cost
of speakers at major events.
Any residual funds raised in connection with a
district event or activity (such as a conference) sponsored by a club, area, or division, belong to the district. If the event or activity results in a loss, that also
is assumed by the district.
Fundraising Activities
From time to time, clubs, areas, divisions, or districts
conduct fundraising activities to off-set costs for educational sessions and to raise funds to further the
purpose of Toastmasters International. Toastmasters
International is an educational organization and not
a service club such as Lions, Kiwanis, or Rotary,
4Training club and district officers?
4Covering general administrative expenses connected with the operation of the club or district.
If you answered “no” to any of these questions, you
are not operating within the policies of Toastmasters
International, and the fundraising activity is prohibited.
Acceptable fundraising activities include:
4Conducting Speechcraft, Success/Communication, or
Success/Leadership programs and charging a fee to
the participants. The revenue should be used to
buy the program material. Any excess funds are to
be used to further the purpose of Toastmasters
International as stated above. Toastmasters
International’s purpose is providing education to
its members. Members may not market seminars
so as to compete with for-profit enterprises. Fees
charged should be reasonable.
4Holding a raffle, auction, white elephant sale, or
bazaar of donated goods at a club, area, division or
district functions, where permitted under local law.
4Accepting advertising in club and district newsletters or Web sites. The revenue should be used
to offset the cost of producing and/or mailing the
publication. Any excess funds are to be used to
further the purpose of Toastmasters International
as stated above.
District Leadership Handbook • 59
4Accepting sponsorship opportunities at the district
level as outlined in the District Leadership
Handbook (See District Speaker and Sponsor
Guidelines on page 35).
4Selling entertainment books or diner’s books.
Unacceptable fundraising activities are:
4Buying items and then selling them, other than
entertainment or diner’s books.
4Raising funds for social events.
4Raising funds to donate to a worthy cause.
4Raising money to set up a fund, such as a scholarship or educational fund.
4Raising money to support a campaign for a candidate at any level of Toastmasters International, or
outside the organization.
4Holding or participating in sporting or other physical events, such as tennis or golf tournaments,
walk-a-thons, or races of any kind.
4Holding pancake breakfasts, fireworks displays,
or picnics.
Liability. Fundraising activities – including those
listed above – that have a high risk of injury are not
permitted. Toastmasters International is covered by
liability insurance for injury occurring in a
Toastmasters meeting in a district.
Filing Requirements with the IRS. The Internal
Revenue Service has certain requirements that must
be met by clubs within the United States if revenue
(from all sources of income, including fundraising)
exceeds established amounts. These requirements are:
4A Federal Form 990N must be filed with the IRS if
gross income, including revenue from fundraising,
exceeds $25,000 within one year.
4A Federal Form 990T must be filed with the IRS
if gross annual income exceeds $1,000 from
unrelated business activities, such as advertising in
club or district newsletters. This income could be
subject to tax.
Failure to file the required forms by a club can result
in revocation of a club’s charter. It is up to the individual clubs to determine their state’s filing requirement and to file proper form(s) when appropriate.
Clubs outside the United States should consult a tax
advisor to ascertain their governing regulations.
Districts are not required to file Form 990T and
should not do so. Districts are part of Toastmasters
60 • District Leadership Handbook
International and are consolidated with World
Headquarters for tax reporting purposes.
It is important that fundraising activities be conducted within the above guidelines and not occur on
a continuing basis. Toastmasters International is a
501(c)(3) nonprofit corporation, which means that
its clubs and districts are allowed to raise funds now
and then but not on a regular basis. To do so would
jeopardize the organization’s tax status. This could
lead to a substantial dues increase to the membership.
For additional information:
www.toastmasters.org/policies. If you have any
questions on fundraising activities, please contact
World Headquarters at finance@toastmasters.org.
District Travel Reimbursement
Any reimbursement for travel to district officers must
be included in the district budget and approved by
the District Council. In the event a district officer
moves out of the geographic boundaries of the district from which he or she was elected, reimbursement must be based on either the residence of the
officer at the time of election or the officer’s current
residence, whichever is less.
If included as part of the district budget and
approved by the District Council, a district may make
reimbursements for travel expenses outside the district as follows:
4Official Mid-Year Training: Registration and
lodging expenses for the district governor, lt.
governor education and training, and lt. governor
marketing.
4International Convention: If not provided by
Toastmasters International, a district may reimburse
registration and lodging expenses for the district
governor, lt. governor education and training,
lt. governor marketing, and immediate past
district governor.
Travel expense may include round-trip transportation
between home and the event location. Travel expense
excludes car rentals, gasoline, incidentals and meals.
Registration may include conference/convention registration and any ticketed events/meals that are part
of the conference/convention. Lodging may include
only the cost of a hotel guestroom and related taxes
and excludes personal telephone or other incidental
expenses.
Tax Deductions
There are generally two classifications under which
club dues and other membership expenses may or
may not be deductible if you itemize your deductions
on your tax return. Please see the corresponding chart
on page 79.
Charitable Contributions
Toastmasters International is a nonprofit organization under Section 501(c)(3), so some items may be
deductible as charitable contributions. Deductions
for charitable contributions may not exceed 50% of a
member’s adjusted gross income.
Category 1: If, as an ordinary member, you give your
club a check as a gift and for no other reason, it’s
deductible as a charitable contribution.
Category 2: If you are a duly appointed delegate
representing your club at a conference or the International Convention, attend all the meetings as the
delegate and report back to your club. Many of your
out-of-pocket expenses are deductible as charitable
contributions if your club does not reimburse you.
Education/Business Expense
Because Toastmasters International is educational in
nature, some expenditures may be deductible as educational expenses considered ordinary and necessary
in your trade, business or profession.
Category 3: Your income-producing activity (business or job) may require the skills Toastmasters
International is organized to develop. The expense
may be an ordinary and necessary expense you incur
for education, which is reasonable in amount and
a) Meets the express requirements of your employer
for keeping your salary, status or employment
(if the requirements serve a bona fide purpose)
b) Maintains or improves skills required in performing the duties of your present employment or
other trade or business
The third category could include a commissioned
sales person, a supervisor, or manager, a lawyer or
instructor, but would not generally include work
where effective public speaking is not considered a
prerequisite.
There are now limits on the amounts that are
deductible as ordinary and necessary business
expenses. Only 50 percent of the cost of meals is
deductible. All education/business expenses
(including 50 percent of the cost of meals) are only
deductible to the extent that they exceed two percent
of adjusted gross income. Finally, these expenses may
only be taken as miscellaneous itemized deductions.
Two things to keep in mind:
1. Any of the above items for which you are
reimbursed are not deductible unless the reimbursement is included in income.
2. Records must be kept to substantiate the
amounts deducted as well as to show that you
actually attended sessions and workshops of the
meetings and International Convention
Ralph C. Smedley Memorial Fund
This fund was established to accept contributions
from both Toastmasters and non-Toastmasters.
The funds are used solely for educational purposes.
Contributions are tax- deductible, financially beneficial, and provide a vehicle for planned giving.
District and Club Assets
It is not within the scope of districts and clubs to
own assets beyond what is necessary to deliver the
Toastmasters program. Any assets are held for the
benefit of the respective districts and clubs.
Acceptable assets include, but are not limited to,
bank accounts and incidental items that are used in
the conduct of a meeting or conference, such as,
lecterns, banners, stationery, mailing supplies, timing
lights, recognition award including trophies, audiovisual equipment, sound systems, coffee makers,
and similar equipment, and educational materials.
Districts may also own other assets such as computers, copy machines, fax machines, and answering
machines, with advance permission from World
Headquarters.
Assets not acceptable at the district and club levels
include, but are not limited to motor vehicles, office
space, real property, furniture, telephones and telephone systems, whether rented, leased, purchased,
or donated.
Each district and club must maintain a written list
of its assets and a written procedure to ensure that
the assets are accounted for and transferred smoothly
to the next administration. It is assumed that the
administration of the districts and clubs will occur
on a volunteer basis by officers and members using
their own personal equipment.
District Leadership Handbook • 61
Section Six–The Distinguished Programs
districts with the highest total of points are named
President’s Distinguished. The next six districts are
named Select Distinguished.
The distinguished programs are a recognition and
management system for the district, division, area,
and club. Each program year, Toastmasters
International recognizes districts, divisions, areas,
and clubs in the achievement of distinguished program goals. One of your duties as a district officer is
to promote these programs. Following are brief
explanations of each program and the recognition
received.
4One International Convention registration (base)
for the district governor
Distinguished District Program
4Ticket to the Golden Gavel dinner for the district
governor (and spouse, if attending)
The Distinguished District Program helps the district
achieve goals in membership growth, club growth,
and educational accomplishments and encourages
achievement in the Distinguished Club, Area and
Division programs. The program year begins on July
1 and ends on June 30. Consult the Distinguished
District Program (Item 1470) for details.
To become a Distinguished District, a district must
achieve the following goals set by Toastmasters
International:
Districts must submit a District Success Plan and a
Division and Area Governor Training Report with 85
percent of division and area governors trained to
World Headquarters.
The number of membership payments must grow by
2% or more over the previous year.
Districts must have a net club growth of at least 3%.
The number of CCs awarded must equal or exceed
3.5% of the district’s membership dues payments
total for the previous year.
The number of ACs awarded must equal or exceed
1% of the district’s membership dues payments for
the previous year.
Districts that meet these goals are Distinguished
Districts.
Districts that achieved Distinguished District goals
earn points. Districts that exceed these goals accumulate additional points. The additional accumulation
of points is calculated by the percentage of
Distinguished Clubs, Distinguished Areas/Divisions
for the number of Competent Leader, Advanced
Leader, and Distinguished Toastmaster awards
achieved in the district. Based on the total accumulation of points, per district, at year end, the six
62 • District Leadership Handbook
President’s and Select Distinguished
receive the following:
Distinguished Districts:
4Distinguished District plaque
4Patch for the district banner
4Awards for lt. governor education and training and
lt. governor marketing, and other certificates to
recognize those in the district who contributed to
the district’s success
Select Distinguished Districts:
4Single-room accommodation at the International
Convention for two nights for the district governor
4One convention registration (base)
4Ticket to the Golden Gavel dinner for the district
governor (and spouse, if attending).
4Select Distinguished District plaque
4Patch for the district banner
4Awards for lt. governor education and training
and lt. governor marketing, and other certificates
to recognize those in the district who contributed
to the district’s success
President’s Distinguished Districts:
4One round-trip air fare (coach) to the
International Convention for the district governor
4One convention registration (base)
4Single-room accommodation for two nights for
the district governor
4Ticket to the Golden Gavel dinner for the district
governor (and spouse, if attending)
4President’s Distinguished District plaque
4Patch for the district banner
4Awards for lt. governor education and training and
lt. governor marketing, and other certificates to
recognize those in the district who contributed to
the district’s success
Excellence Awards
If a district achieves its Distinguished District goals in
training, CC awards, and AC awards, the lt. governor
education and training receives the Excellence in
Education and Training Award. If a district achieves
its Distinguished District goals in club and membership growth, the lt. governor marketing receives the
Excellence in Marketing Award. Districts that are distinguished for three or more consecutive years are
recognized with an Excellence in Leadership Award.
These awards are presented to recipients at the
International Convention.
Distinguished Area/Division Program
The Distinguished Area/Division Program recognizes
those areas and divisions that plan, set goals, and
achieve success. It maximizes leadership opportunities while providing the tools you need to be a
successful leader.
The Distinguished Area/Division Program goals
complement the goals districts set as part of the
Distinguished District Program. Detailed information
about this program can be found in the Distinguished
Area and Division Programs brochure (Item 1481).
An Area and Division Performance Plan is included
in the program brochure. The plan is a simple, easyto-use tool that helps in goal-setting.
Distinguished Division Program
The Distinguished Division Program recognizes
divisions for achieving goals as follows:
Distinguished Division Award
4No net club loss (paid clubs June 30 = club base)
Distinguished Area Award
Achieve four of the following:
475% of October dues renewals received at World
Headquarters by November 15
475% of April dues renewals received at World
Headquarters by May 15
4Average of 1.75 CCs per club by June 30
4Average of .5 ACs per club by June 30
460% of area clubs become Distinguished Clubs
Select Distinguished Area Award
Achieve all five Distinguished Area goals AND
480% of Area Report of Club Visit forms for first
round of visits received at World Headquarters by
November 30
480% of Area Report of Club Visit forms for second
round of visits received at World Headquarters by
May 31
460% of clubs at 20-plus membership by June 30
President’s Distinguished Area Award
Achieve all Select Distinguished Area goals plus
4Net growth of one club or more.
Distinguished Areas and Divisions Receive:
Distinguished, Select Distinguished and President’s
Distinguished areas and divisions receive certificates
corresponding to the Distinguished level from the
district. Remember, your district’s role is to promote
these programs.
To eliminate confusion, districts cannot create,
administer or promote any other club, area, division,
or district recognition programs that compete with
the Distinguished Club, Area, Division, or District
recognition programs established by Toastmasters
International.
450% of its areas are distinguished
Select Distinguished Division Award
The Distinguished Club Program
4No net club loss
The Distinguished Club Program is an annual program, running from July 1 through June 30. The
program consists of 10 goals a club should strive to
achieve during this time. World Headquarters tracks
the progress of the club toward these goals throughout the year, sending quarterly progress reports to
the club president. At year-end, World Headquarters
calculates the number of goals the club achieved
and recognizes it as a Distinguished Club, Select
Distinguished Club, or President’s Distinguished
475% of its areas are distinguished
President’s Distinguished Division Award
4Achieve goals for select distinguished division
4Net growth of one club or more
Distinguished Area Program
The Distinguished Area Program recognizes areas
that plan, set goals and achieve. Areas are recognized
as follows:
District Leadership Handbook • 63
Club based on the number of goals achieved and the
number of members it has.
Clubs with at least 20 members OR with a net
growth of a least five new members at June 30, which
also do the following, are eligible for Toastmasters
International recognition at year-end:
Achieve
Recognition earned
Five of 10 goals
Distinguished Club
Seven of 10 goals
Select Distinguished Club
Nine of 10 goals
President’s Distinguished Club
Following are the goals a club should strive to
achieve during the year:
1. Two CCs
2. Two more CCs
3. One AC
4. One more AC
5. One CL, ALB, ALS or DTM
6. One more CL, ALB, ALS or DTM
7. Four new members
8. Four more new members
9. Minimum of four club officers trained during
each of two training periods
10. One club membership dues renewal report and
one club officer list submitted on time
If the club earns recognition as a Distinguished, Select
Distinguished, or President’s Distinguished Club, a
handsome ribbon for display on the club banner will
be included with the year-end report sent to the club
president along with a congratulatory letter.
Recognition reports are updated weekly on the
Toastmasters Web site. Encourage clubs to visit
www.toastmasters.org/dcp to see their progress.
Help them understand the reports so they can take
advantage of this information.
64 • District Leadership Handbook
Quarterly DCP Reports. In October, January, and
April, the club president will receive a progress report
from World Headquarters. The report will show the
club’s membership base, current membership and
progress toward the 10 goals. Following the June 30
close date, and after all the data received has been
processed, the club president will be sent a final,
year-end report showing how the club did and any
recognition it earned.
Be sure to read the Distinguished Club
Program/Club Success Plan brochure (Item 1111) for
rules, recognition levels and additional information.
Included in the brochure is a simple planning tool
called the Club Success Plan, designed to help clubs
achieve in the Distinguished Club Program. The plan
outlines the criteria on which a club should focus
and includes strategies and resources clubs can use
to achieve goals. It has space to write in assignments,
develop a timetable, and track accomplishments.
Urge clubs in your area to achieve the goals necessary to become a Distinguished Club. Assist them in
developing a Club Success Plan. Encouraging clubs to
become a Distinguished Club supports your area’s
efforts to become a Distinguished Area.
Distinguished Clubs Receive:
If the club earns recognition as a Distinguished,
Select Distinguished, or President’s Distinguished
Club, World Headquarters will send the president an
attractive ribbon for display on the club banner and a
congratulatory letter. The ribbon and letter will be
included with the year-end report.
Other Recognition
In addition to the Distinguished Area, Division, and
District awards, Toastmasters International offers the
following recognition to district and clubs:
From
WHQ
From
Districts
From
Clubs
(optional)
• Distinguished District Program. See
pages 18–20 for details.
• Distinguished Area/Division Program.
See pages 18–20 for details.
• President’s Extension Award. Given annually at the International Convention to the
three districts which achieved the highest
net growth in clubs for the year.
• President’s 20+ Award. Given annually at
the International Convention to the three
districts which had the highest standing
with 20 members or more at June 30.
To Districts
To Clubs
• Club Coach Award. A club with 12 or
fewer members is eligible to have up to
two club coaches appointed to help the
club. The coach(es) may not be a member
of the club at the time of appointment
(the coach sometimes joins after having
been assigned.) The assignment lasts to
the end of the current club year if the club
reaches Distinguished Club status or better, or the end of the following club year if
distinguished club status is not reached in
the first year. Club coaches will receive a
pin upon assignment. Credit toward
Advanced Leader Sliver is awarded upon
successful completion. A certificate will be
sent to the club coach(es) upon successful
completion.
To Members
• District Outstanding Toastmaster of the
Year. Typically awarded to a Toastmaster
who is not a district officer, division governor, or area governor, but who makes a
significant contribution to the goals and
mission of the district.
• Distinguished Club Program. See pages
18–20 for details.
• Founder’s Award. A banner ribbon for
“building onto the foundation” begun
by Toastmasters International Founder,
Dr. Ralph C. Smedley, is given to each club
that sponsors a new club.
• Smedley Award. Given to clubs that add
five new, dual or reinstated members with
join dates in the months of August or
September.
• Talk up Toastmasters! Given to clubs that
add five new, dual or reinstated members
with join dates in the months of February
or March.
• Beat the Clock! Given to clubs that add
five new, dual or reinstated members with
join dates in the months of May and June.
• Division Governor of the Year. Given
annually to the division governor with the
most outstanding performance in membership building and retention, club extension, education/training, leadership and
other areas critical to district success.
• Area Governor of the Year. Awarded to the
area governor who makes the most outstanding contributions to district goal
achievement.
• Length of Service. Clubs may purchase
length of service tags which can be attached
to Toastmasters member pins. This program is optional for clubs, but districts
should encourage use of this important
membership-retention tool.
• Outstanding Toastmaster. One of the highest honors in the organization is “Outstanding Toastmaster.” Details on the club
programs can be found in the Outstanding
Toastmaster Guidelines (Item 1113).
District Leadership Handbook • 65
Appendix
66 • District Leadership Handbook
TOASTMASTERS
®
INTERNATIONAL
Recommended District Executive Committee Meeting Agenda
Call to order
Inspirational opening
Reading of district mission*
Welcome/introductory remarks
Roll call and certification of quorum* (A majority of the District Executive Committee constitutes a quorum.
Voting members of the Executive Committee are the district governor, lt. governor education and training,
lt. governor marketing, immediate past district governor, secretary, treasurer, public relations officer, division
governors and area governors.)
Adoption of agenda
Secretary’s report – reading of minutes, matters arising, approval
Approval of district governor recommendations to fill vacancies* (if any)
Report of Audit Committee* (The District Executive Committee should review the midyear and year-end
audits before these are submitted to the District Council. Copies of audits should be provided to committee
members at or before the meeting.)
Approval of district budget* (The District Executive Committee must approve the budget before it is sub mitted to the District Council. A copy of the budget should be provided to committee members at or before
the meeting.)
Treasurer’s report* (The most recent treasurer’s report must be presented at every Executive Committee
meeting. A copy of the report should be provided to committee members at or before the meeting.)
Approval of recommendations for alignment of clubs within divisions/areas* (Must be completed and
approved at an Executive Committee meeting before the District Council’s annual meeting.)
Reports by senior district officers* (Each report should cover district goals in the District Success Plan,
progress to date and plans for achieving the factors critical to district success: club growth/rescue, membership,
educational completions.)
4 District governor
4 Lt. governor education and training
4 Lt. governor marketing
Division/area governor reports* (Each report should restate division/area goals, progress to date and plans for
achieving goals. For example, area governors should report on progress toward achieving their goals for dues
renewals on time, education awards and clubs at charter strength.)
Other committee reports
Unfinished business
New business
Announcements
Time and place of next meeting
Adjournment**
**Required by District Administrative Bylaws or Toastmasters International policy. The report of Audit
Committee, approval of district budget and approval of recommendations for alignment of clubs within
divisions/areas would be included only at the appropriate time of the district year.
**After the meeting, training should be conducted that focuses on achieving the critical success factors of club
building, club rescue, membership building in clubs and educational achievements.
District Leadership Handbook • 67
TOASTMASTERS
®
INTERNATIONAL
Recommended District Council Business Meeting Agenda
for the First Conference of the Program Year:
This meeting is required by Article X(a) of the District Administrative Bylaws. It must be held as soon as practical after
the Toastmasters International Convention, but no later than December 1.
Call to order
Inspirational opening
Reading of district mission*
Welcome/introductory remarks
Credentials committee report*
Adoption of agenda
Secretary’s report – reading of minutes, matters arising, approval
Confirmation of appointed district officers*
Approval of district governor recommendations to fill vacancies* (if any)
Report of Audit Committee* (year-end audit; copies of the report should be provided to council members
at or before the meeting)
Adoption of district budget* (copies of the budget should be provided to council members at or before
the meeting)
Treasurer’s report* (The most recent treasurer’s report must be presented at every Executive Committee
meeting. Copies of the report should be provided at or before the meeting.)
Reports by senior district officers* (Each report should cover District Success Plan, district/division/area goals,
progress to date and plans for achieving the factors critical to success: club growth/rescue, membership,
education awards)
4 District governor
4 Lt. governor education and training
4 Lt. governor marketing
Other committee reports
Vote to endorse one international director candidate from the district (if any)
Unfinished business
New business
Announcements
Time and place of next meeting
Adjournment**
**Required by District Administrative Bylaws or Toastmasters International policy.
**After the meeting, training should be conducted that focuses on achieving the critical success factors of club
building, club rescue, membership building in clubs and educational achievements.
68 • District Leadership Handbook
TOASTMASTERS
®
INTERNATIONAL
Recommended District Council Business Meeting Agenda
for the Second Conference of the Program Year:
As required by Article X(a) of the District Administrative Bylaws, the District Council annual meeting must be held
between March 15 and June 1.
Call to order
Inspirational opening
Reading of district mission*
Welcome/introductory remarks
Credentials committee report*
Adoption of agenda
Secretary’s report – reading of minutes, matters arising, approval
Approval of district governor recommendations to fill vacancies* (if any)
Adoption of alignment of clubs within divisions/areas
Report of Nominating Committee* (report must be submitted in writing to all members of the District
Council at least two weeks prior to the election meeting)
Nominations from the floor and election of district officers
Report of Audit Committee* (midyear audit; copies of the report should be provided to council members at
or before the meeting)
Treasurer’s report* (The most recent treasurer’s report must be presented at every Executive Committee
meeting. Copies of the report should be provided at or before the meeting.)
Reports by senior district officers* (Each report should restate district/division/area goals, progress to date
and plans for achieving the factors critical to success: club growth/rescue, membership, educational
completions)
District governor
Lt. governor education and training
Lt. governor marketing
Other committee reports
Vote to endorse one international director candidate from the district (if any)
Unfinished business
New business
Announcements
Time and place of next meeting
Adjournment
*Required by District Administrative Bylaws or Toastmasters International policy.
District Leadership Handbook • 69
Division and Area Governor Training Report
Overview & Directions:
It is the responsibility of the district to see that area governors and division governors are given the appropriate
training to make it possible for them to fulfill their duties to the clubs in the most effective manner possible. The
training program(s) should be conducted as early as possible in the Toastmasters year, but no later than September 30. In order for the district to receive credit for this training in the Distinguished District Program, this form
must be submitted to World Headquarters postmarked by September 30 and received by October 10 (please retain a copy for
your district records). The training can be conducted all at one time and in one location, or it may be broken up
into several sessions by division, or any other combination that is needed. The Area and Division Governor
Training Programs must be used for this training.
This form is to be used for reporting all area governor and division governor training, whether it is conducted in
one or more multiple sessions.
District No.: ___________ No. of divisions in district: ___________
No. areas in district ___________
Date(s) of training program(s): _______________________________________________________________________
Divisions participating in training:
(list division letter, division governor and date; do not list others who may attend, such as assistant division governor).
DIVISION
NAME
DATE
DIVISION
NAME
DATE
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Areas participating in training:
(list area number, area governor and date; do not list others who may attend, such as assistant area governor).
AREA
NAME
DATE
AREA
NAME
DATE
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SIGNED: ____________________________________________________________________________________________________________________
(District Governor or Coordinating Officer)
RETURN COMPLETED FORM TO:
70 • District Leadership Handbook
Toastmasters International, Attn: District Services
P.O. Box 9052 • Mission Viejo, CA 92690 • USA
or via e-mail to Districts@toastmasters.org
TOASTMASTERS Area Governor’s Club Visit Report
INTERNATIONAL
DISTRICT
DIVISION
AREA
CLUB NO.
VISIT DATE
®
An area governor visit is an important opportunity to assist the club in its efforts to achieve the club mission and to become a Distinguished Club.
Print a copy of the club’s DCP report, as well as the district’s educational achievements and discuss the club’s Success Plan with the club leaders. The
DCP report and educational achievements are available online at members.toastmasters.org. Complete the following:
▲
1. Distinguished Club Program/Membership
Goal 1: Two CCs – Which two members will achieve CCs this year and when?
Name _________________________________________ Date ___________ Name _________________________________________ Date ___________
Goal 2: Two more CCs – Which two additional members will achieve CCs this year and when?
Name _________________________________________ Date ___________ Name _________________________________________ Date ___________
Goal 3: One AC – Which member will achieve an AC this year and when? Name______________________________________________ Date ___________
Goal 4: One additional AC – Which member will achieve an additional AC this year and when? Name ____________________________ Date ___________
Goal 5: CL, ALB, ALS or DTM – Which member will achieve one of these leadership awards this year and when? Name ______________ Date ___________
Goal 6: One additional CL, ALB, ALS or DTM – Which member will achieve one of these leadership awards this year and when?
Name _____________________________________________ Date ________________
Goal 7: Four new members – Has the club achieved this goal?
❑ Yes ❑ No If no, when will the club achieve this goal? Date ______________________
❑ Yes ❑ No If no, when will the club achieve this goal? Date ________________
Yes
❑
❑ No
Goal 8: Four more new members – Has the club achieved this goal?
Does the club have an active membership-building program?
Goal 9: Minimum four officers trained June –August and December – February
How many club officers attended training in: June –August? __________ December– February? __________
Has the club achieved this goal?
❑ Yes ❑ No
If no, describe efforts club will make to ensure officers are trained at next opportunity: _______________
________________________________________________________________________________________________________________________________
Goal 10: Dues Renewals/Officers List – Has the club achieved this goal?
Does the club have 20 or more members?
❑ Yes
❑ Yes ❑ No
If no, and the club will achieve this goal, enter date(s):_________
❑ No
Is the club working toward the DCP requirement of a net gain of 5 members or membership of at least 20 members by June 30? ❑ Yes ❑ No
If no, describe what changes the club will be making to achieve this requirement: ____________________________________________________________
List any members who will be achieving additional educational awards this year and the dates those awards will be achieved: __________________________
________________________________________________________________________________________________________________________________
▲
2. Club Quality Standards (check all that apply):
Meeting:
❑ well organized ❑ productive ❑ run on time ❑ agendas provided ❑ effective evaluations
❑ Yes ❑ No If no, please explain: __________________________________________________
Did speakers receive verbal and written evaluations?
________________________________________________________________________________________________________________________________
Were all speeches from the manuals?
❑ Yes ❑ No
If no, please explain:________________________________________________________________
Has the club recently conducted one or more modules from The Successful Club Series?
❑ Yes ❑ No
If no, please explain: ______________________
________________________________________________________________________________________________________________________________
❑ warmly welcomed ❑ provided information ❑ invited back
❑ actively participates in the Distinguished Club Program ❑ celebrates member achievement
New Members: ❑ orients new members ❑ assigns mentors to new members
Club Officers: ❑ meet at least monthly ❑ actively promote membership growth
Guests:
Recognition:
▲
3. Area Governor Comments
List members interested in future leadership roles within the district: ________________________________________________________________________
Club strengths: __________________________________________________________________________________________________________________
Areas needing attention: __________________________________________________________________________________________________________
Recommendations for action:______________________________________________________________________________________________________
What can the district and I do to support the club? ____________________________________________________________________________________
________________________________________________________________________________________________________________________________
Area Visit – Submit forms online at members.toastmasters.org. For credit in the Distinguished Area Program, submissions must be made by
November 30 (for first visit) and May 31 (second visit).
TOASTMASTERS INTERNATIONAL P.O. Box 9052, Mission Viejo CA 92690
Rev. 9/2009
Form 1471
District Leadership Handbook • 71
TOASTMASTERS
Club Coach Appointment
®
INTERNATIONAL
Club Name ____________________ Club No. ____________________ District ___________________
Name ______________________________________
Name ______________________________________
Member No. ________________________________
Member No. ________________________________
Address ____________________________________
Address ____________________________________
City ________________________________________
City ________________________________________
State/Province ______________________________
State/Province ______________________________
Country ____________________________________
Country ____________________________________
Postal Code__________________________________
Postal Code__________________________________
Home Club No. ______________________________
Home Club No. ______________________________
Any club whose membership is 12 or less qualifies for a club coach appointment.
Up to two club coaches may be appointed per club. A club coach is recognized and receives credit if
the club to which he or she is assigned achieves Distinguished Club or better by June 30 of the current year
or by the following June 30. Coaches may not be a member of the club at the time of the appointment.
Approved by:
APPOINTMENT DATE
DISTRICT GOVERNOR OR LT. GOVERNOR MARKETING
• This form must be submitted to World Headquarters at the time of appointment.
• The club’s membership must be at 12 or less at the time of appointment.
• This form can be submitted by e-mail to clubcoach@toastmasters.org
Item 1152
72 • District Leadership Handbook
TOASTMASTERS
®
INTERNATIONAL
Club Officer Installation Ceremony
Following is just one example of an installation ceremony. You’re free to create your own.
First, ask the outgoing club officers to stand. Thank them for their work. Relieve them of their responsibilities
by saying, “You are discharged from all further duties and responsibilities as officers of club _______________.”
Next, call the new officers forward to stand together before the head of the table or lectern. Standing to the right
of the lectern, their order should be: sergeant at arms, treasurer, secretary, vice president public relations, vice
president membership, vice president education and president. Charge them with their new duties by saying:
Installing Officer:
“I am here to install the officers of club _________ and to prepare them for the challenges that lie ahead.
Their collective challenge is to make this club strong, dedicated to helping people from all walks of life to
speak in an effective manner, listen with sensitivity and think creatively.
I ask each individual officer to stand as I briefly describe the challenges he or she must meet and the responsibilities he or she must fulfill. I will ask each officer to hold the gavel as a symbol of leadership.”
Introduce the sergeant at arms and give a brief description of the goals and responsibilities of the office. Give
the gavel to him or her as a symbol of this charge. Conclude by saying, “Will you perform these duties to the
best of your ability?” then ask him or her to pass the gavel to the next person. Repeat this procedure for the
treasurer, secretary, vice president public relations, vice president membership, and vice president education.
Install the president last with the following special presentation.
Installing Officer:
“Toastmaster _______________, having been elected the president of club _________-____, you are its chief
executive officer and will be expected to preside at all club meetings and at all regular and special meetings
of your Executive Committee.
Your challenge is to see that this club enables its members to achieve their educational goals. Your challenge
is also to see that your club helps the area, division, district and Toastmasters International to meet their
goals. Please accept the gavel as a symbol of your leadership and dedication to office.
The gavel is a symbol of the power and authority given to you by the membership of this club. Use it wisely
and with restraint. You are a member of your team as well as a leader. A team is more than a collection of
people. It is an emotional force rooted in the feelings, thoughts and actions of all members with the common goal of achievement, sharing and mutual support. Work with your team members to create a healthy,
dynamic club – a club of which everyone will be proud.
Will you, as president, accept this challenge and perform your duties to the best of your abilities?”
Club President: “I will.”
Installing Officer: (addresses the club collectively)
“Will everyone please stand? The growth and development of the Toastmasters program in club _________
depends largely upon the actions of this group. On your honor, as men and women of Toastmasters, do you
pledge to individually and collectively stand by this club, live with it, and work with it throughout the
coming year?”
Club Members: “I will.”
District Leadership Handbook • 73
Installing Officer:
“Will the newly installed club president and immediate past president please join me at the lectern?
________, as immediate past president of club ____________, will you offer the president’s pin to
_______________, as a symbol of his/her dedication and service? And _____________, as president of club
__________, will you offer the past president’s pin to ______________ for his/her dedication and service?”
(They pin each other.)
The installing officer and immediate past president leave the lectern. The new president takes charge of
the meeting. The new president should next present the Past President’s Plaque (1968) to the outgoing
president. The new president should then give a three-minute speech outlining the goals for his or her term.
You may want to have the following available for the ceremony:
When You Are the President manual (Item 1310A)
When You Are the Vice President Education manual (Item 1310B)
When You Are the Vice President Membership manual (Item 1310C)
When You Are the Vice President Public Relations manual (Item 1310D)
When You Are the Secretary manual (Item 1310E)
When You Are the Treasurer manual (Item 1310F)
When You Are the Sergeant At Arms manual (Item 1310G)
OR Club Officer Manual Set (Item 1310H)
President’s Pin (Items 5801 or 5802)
Officer Pins (Items 5803-5807; 5813-5815)
Gavel (Item 375)
Club President Award Plaque (Item 1968A)
74 • District Leadership Handbook
TOASTMASTERS
®
INTERNATIONAL
District Officer Installation Ceremony
Inducting Officer: Fellow Toastmasters and guests, the district is the service arm of Toastmasters International. Our organization grows and is successful because of the hard work of our district leaders. These
leaders are dedicated to making sure that every club is a Distinguished Club, every area is a Distinguished
Area and every division is a Distinguished Division. These volunteers are committed to ensuring that the
district achieves the district mission and becomes a Distinguished District. When a district strives to achieve
the district mission and achieves Distinguished District, this means that more people are reaping the benefits of Toastmasters.
First, would all those serving as appointed or elected district officers for the ________ (current) district year
please rise?
(After all have risen)
Remembering that your duties and responsibilities for the current Toastmaster year will continue until
midnight on June 30, we offer you special tribute in grateful recognition of all your hard work and
contributions so far this year.
(Inducting officer leads applause)
I remind you to keep working for the accomplishment of all district _____ (district number)’s goals until
the end of your term.
Please be seated.
The mission of the district is to enhance the performance and extend the network of clubs, thereby offering
greater numbers of people the opportunity to benefit from the Toastmasters educational program by:
Focusing on the critical success factors as specified by the district educational and membership goals.
Ensuring that each club effectively fulfills its responsibilities to its members.
Providing effective training opportunities for club and district officers.
Would all of those who have been elected/appointed area governor for __________ (upcoming district year)
please rise?
(After all have risen)
As an area governor your primary responsibility is to help ensure every club in your area is a quality club in
which members benefit from the Toastmasters International communication and leadership program. You
provide district contact, support and assistance so clubs may attract and keep members, delivery quality programming and achieve the club mission.
Will you commit to helping the district achieve its mission and will you strive to accomplish the training,
membership growth, club building and educational goals so that at the end of your year as an area governor,
every club in your area becomes a Distinguished Club and your area becomes a Distinguished Area?
If so, answer, “I will.”
(Inducting officer leads applause)
Please be seated.
The following Toastmasters have been elected division governors for __________ (upcoming district year).
Please come forward as you are introduced.
District Leadership Handbook • 75
(Inducting officer introduces each incoming officer; addresses them as a group.)
As a division governor you are a key leader. Your primary responsibility will be to achieve the mission of the
district within your division by accomplishing goals for membership building and retention, club building
and educational accomplishments. You ensure that each club realizes its mission and fulfills its responsibilities to its members. You serve division clubs by providing district support and resources through your area
governors.
Will you commit to helping the district achieve its mission and will you strive to accomplish the training,
membership growth, club building and educational goals so that at the end of your year as a division
governor, every club in your division becomes a Distinguished Club, every area a Distinguished Area and
your division becomes a Distinguished Division?
If so, answer, “I will.”
(Inducting officer leads applause)
Please be seated.
The following Toastmasters have been elected/appointed secretary, treasurer and public relations officer for
______ (upcoming district year). Please come forward as you are introduced.
(Inducting officer introduces each incoming officer; addresses them as a group)
As secretary/treasurer/public relations officer, your primary responsibilities will be to work under the
guidance of the district governor and to serve and support your fellow district officers as they strive to
achieve the mission of the district.
Will you commit to helping the district achieve its mission and will you provide assistance and support to
your fellow district officers so they can accomplish the training, membership growth, club building and
educational goals and thereby ensure the district and its divisions, areas and clubs are Distinguished?
If so, answer, “I will.”
(inducting officer leads applause)
Please be seated.
Will the following Toastmasters please come forward as they are introduced?
___________ (name) is the incoming lieutenant governor marketing for _____ (upcoming district year).
___________ (name) is the incoming lieutenant governor education and training for _____ (upcoming
district year).
___________ (name) is the incoming district governor for _____ (upcoming district year).
(inducting officer hands a gavel to incoming lieutenant governor marketing)
This gavel is a symbol of the responsibility and authority of the top leadership of district __________
(district number).
___________ (name), as lieutenant governor marketing, under the guidance of your district governor, you
will be responsible for making the benefits of Toastmasters membership available to greater numbers of
people. You will plan, develop and implement all district marketing programs including building new clubs,
club rescue efforts, club membership promotion and membership retention. You also will promote high
standards of service to the member and to the club. Will you accept these responsibilities?
If so, answer, “I will.”
76 • District Leadership Handbook
Please pass the gavel to the incoming lieutenant governor education and training.
_____________ (name), as lieutenant governor education and training, under the guidance of your district
governor, your primary responsibility will be to help every club and member reap the benefits of the
Toastmasters educational program. You provide direction and counsel to division and area governors and
club officers on the educational opportunities in Toastmasters, and you organize and conduct successful
district training programs and conferences. Will you accept these responsibilities?
If so, answer, “I will.”
Please pass the gavel to the incoming district governor.
_______ (name), as district governor you are responsible for achieving the mission of the district in a
manner which motivates volunteer leaders and promotes a standard of excellence in all district activities.
As the district chief executive officer, you direct the district in a way that fosters strong clubs, produces
maximum growth in clubs, membership and educational completions, and is consistent with the interests
of the members of Toastmasters International.
Mr./Madam district governor and district _____ (district number) officers for _____ (upcoming district year)
will you commit to helping your district achieve the district mission and will you help ensure that every
club, area and division is distinguished? Also, will you strive to achieve the training, club building, membership growth and educational goals so that at the end of your year as a district officer, the district becomes a
Distinguished District?
If so, answer, “I will.”
(inducting officer leads applause)
Please be seated.
You, the members of this district, have selected your district officers for _____ (upcoming district year). You
have placed them in leadership positions and you have a responsibility to support them. The success of this
district is the responsibility of each member. The international president’s/district governor’s theme(s) for
the upcoming year is (are) _____. (Incorporate these theme(s) with appropriate comments about the success
of the district team.) Will you be part of the district team and will you help the district team be successful?
District Leadership Handbook • 77
TOASTMASTERS
®
INTERNATIONAL
Sample District Proxy Form
District 99
Credential or Proxy Certificate
District Council Meeting – (mmddyy)
At the district council business meeting, each club president and vice president education in attendance is
entitled to one vote. However, if either or both officers cannot attend, they may designate, in writing, any
other active member of their club to act as proxy or proxies for their club. (Use form below.) No other
proxies are valid at this meeting – per Article X, Paragraph (d) of the District Administrative Bylaws.
In the event one of these officers does not attend the meeting and has not designated, in writing, an
active member of the club to act as his or her proxy, the officer or proxy holder in attendance is deemed to
hold the proxy of the other, and may therefore cast two votes at the meeting. This assures that every club is
represented by two votes.
In addition, each district officer, including area governors, in attendance is entitled to one vote. Only
district executive committee members carrying both credential or proxy certificates from their club are
allowed three votes. All other members are limited to a maximum of two votes each.
(Date) Credential or Proxy Certificate __________________________________________________________
[Must be submitted to Credentials Desk to obtain ballot(s)]
Certificate No. ______
1. Club name (print) ____________________________________________ Club No.___________________
2. Your name (print) ________________________________________________________________________
3. Your office: ______________________________________________________________________________
club president, club vice president education, area governor, other district office
4. IF YOU CANNOT ATTEND (club president and vice president education only), indicate your duly
authorized proxy below (must be an active member of your club):
Name (print) ________________________________________________ Date__________________________
_____________________________________________________________
SIGNATURE
78 • District Leadership Handbook
TOASTMASTERS
Tax Deductions for U.S. Toastmasters
E
very year, Toastmasters members in the United States ask:
“Are my Toastmasters dues and expenses tax deductible?”
We’ll attempt to answer that question in accordance with
current legislation.
Generally, two classifications cover club dues and other
membership expenses, which may or may not be deductible
if you itemize your deductions on your tax return.
A. Charitable Contributions
Toastmasters International is a nonprofit organization under
Section 501(c) (3), so some items may be deductible as charitable contributions. Deductions for charitable contributions
may not exceed 50% of a member’s adjusted gross income.
Category 1: If you give your club a check as a gift (and for
no other reason), it is deductible as a charitable
contribution.
Category 2: If you’re a duly-appointed delegate representing
your club at the international convention, and you attend all
meetings as the delegate and report back to your club, many
of your out-of-pocket expenses are deductible as charitable
contributions. However, your club cannot have reimbursed
you and no significant element of personal pleasure or
recreation can have been involved.
®
INTERNATIONAL
2% of adjusted gross income. These expenses are no longer
allowed as income adjustments; they may be taken only
as miscellaneous itemized deductions. Two things to keep
in mind:
1. Any items for which you are reimbursed aren’t deductible
unless the reimbursement is included in income.
2. Records must be kept to substantiate the amounts
deducted and to show that you actually attended sessions
and workshops of the meetings and conventions.
If you have any questions, please e-mail:
DistrictFinancialQuestions@toastmasters.org.
Below are some typical expenses and answers about their tax
deductibility under each category:
EXPENDITURES
CATEGORY 1
CATEGORY 2 CATEGORY 3
No
No
Yes
Luncheons
No
No
No
Registration Costs
No
No
Yes
No
No
Yes
Club Dues
Club Meetings:
Mileage from work to meeting
At 0.50 per mile (effective 1/1/10)
B. Educational / Business Expense
Parking at meetings
No
No
Yes
Because the organization is educational, some expenditures
may be deductible as educational expenses, provided they can
be considered ordinary and necessary in your trade, business
or profession.
Flat tire fix
No
No
No
Yes
Yes
No
Registration/Meals
No
Yes
Yes
Other meals
No
Yes
Yes
Tips
No
Yes
Yes
Hotel Room
No
Yes
Yes
At .14 per mile
No
Yes
No
At 0.50 per mile (effective 1/1/10)
No
No
Yes
100 miles, site-seeing
No
No
No
Taxi to Airport (Convention)
No
Yes
Yes
Air fare (Convention)
No
Yes
Yes
Telephone home
No
No
No
Golf, tennis, etc.
No
No
No
Night Club Entertainment
No
No
No
Tour of convention city
No
No
No
Category 3: Your income-producing activity may require the
skills you develop in Toastmasters. The expense may be an
ordinary, necessary expense for education and:
a. meet the express requirements of your employer for
keeping your salary, status or employment, or
b. maintain or improve skills required to perform the duties
of your present employment, trade or business.
This third category could include a commissioned salesperson, a supervisor or manager, a lawyer or instructor, but
would not include work where effective public speaking is
not a prerequisite.
There are now limits on the amounts that are tax
deductible as ordinary and necessary business expenses.
Only 50% of the cost of meals is deductible. Also, all
educational/business expenses (including 50% of the cost
of meals) are deductible only to the extent that they exceed
Purchased Parliamentary
law book and gave to club:
Mid-Year Training,
Conferences & Convention:
Mileage to and from conference site:
District Leadership Handbook • 79
Index
A
Alignment, Division and Area . . . . . . . . . . . . . . . . 6-8
Area Club Visits . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Area Council . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Area Governor . . . . . . . . . . . . . . . . . . . . . . . . . . 21, 41
Area Report of Club Visit . . . . . . . . . . . . . . . . . . . . 22
Attracting New Members . . . . . . . . . . . . . . . . . . . . 53
Audit Committee . . . . . . . . . . . . . . . . . . . . 28, 56, 58
B
Bank Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Budget Approval Process . . . . . . . . . . . . . . . . . . . . . 55
Budget, District . . . . . . . . . . . . . . . . . . . . . . . . . 54-55
Building New Clubs . . . . . . . . . . . . . . . . . . . . . 48-55
C
District Secretary Responsibilities . . . . . . . . . . . . . 20
District Success Plan Matrix . . . . . . . . . . . . . . . . . . 54
District Treasurer Responsibilities . . . . . . . . . . . . . 19
District Web Site . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Division and Area Governor Training . . . . . . . 42-44
Division and Area Governor Training Report . . . . 70
Division Governor Responsibilities . . . . . . . . . . . . 21
E
Education and Training Committee . . . . . . . . . . . 28
G
Gavel Clubs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
I
Income Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-13
Campaigns and Elections . . . . . . . . . . . . . . . . . 37-41
Club Officer Training . . . . . . . . . . . . . . . . . . . . . 42-44
Communications with Clubs and Districts . . . . . . 45
Conference Budget . . . . . . . . . . . . . . . . . . . . . . . . . 30
Conference Chairmen . . . . . . . . . . . . . . . . . . . . . . . 30
Conference Presenters . . . . . . . . . . . . . . . . 29, 32, 35
Conference Registration . . . . . . . . . . . . . . . . . . . . . 33
Conflict of Interest . . . . . . . . . . . . . . . . . . . . . . . . . 58
L
D
O
Distinguished Area and Division Programs . . . . . .63
Distinguished Club Program . . . . . . . . . . . . . . . . . 63
Distinguished District Program . . . . . . . . . . . . . . . 62
District Boundaries . . . . . . . . . . . . . . . . . . . . . . . . . . 8
District Budget . . . . . . . . . . . . . . . . . . . . . . . . . . 54-55
District Committees . . . . . . . . . . . . . . . . . . . . . . . . 27
District Conference . . . . . . . . . . . . . . . . . . . . . . . . . 29
District Council . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
District Council Meeting Agenda . . . . . . . . . . . 68-69
District Financial Controls . . . . . . . . . . . . . . . . . . . 57
District Financial Records . . . . . . . . . . . . . . . . . . . . 58
District Funds . . . . . . . . . . . . . . . . . . . . . . . . . . 54, 56
District Governor Responsibilities . . . . . . . . . . . . . 14
District Newsletter . . . . . . . . . . . . . . . . . . . . . . . . . . 45
District Officer Elections . . . . . . . . . . . . . . . . . . . . . 23
District Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
80 • District Leadership Handbook
Lt. Governor Education and Training
Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Lt. Governor Marketing Responsibilities . . . . . . . .17
M
Membership Retention . . . . . . . . . . . . . . . . . . . . . . 53
Mission of a Club . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Mission of the District . . . . . . . . . . . . . . . . . . . . . . . 2
Officer Training Materials . . . . . . . . . . . . . . . . . 16-17
P
Past District Governors Committee . . . . . . . . . . . . 28
Proxies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38, 47, 78
Public Relations Officer Responsibilities . . . . . . . . 18
R
Reinstating Clubs . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
S
Speakers Bureaus . . . . . . . . . . . . . . . . . . . . . . . . 29, 33
Speech Contests . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Starting a Club . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
T
Training Club Officers . . . . . . . . . . . . . . . . . . . . 16, 42
Training District Officers . . . . . . . . . . . . . . . . . . . . 16
TOASTMASTERS
®
INTERNATIONAL
Item 222
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