Note that the items shown here are consolidated from other pages on the District 4 website. They have been consolidated to provide a quick view of the Toastmaster year for Club and District officers.
Listed below is a list of administrative tasks that will help your club operate efficiently and effectively. Some of these tasks are ongoing activities, while others occur on a calendar basis. The Club Officer Checklist tab provides a detailled month-by-month list for each of the club officers.
Note: A club officer can add and update basic club information such as new members,semi-annual dues, educational awards, club information, etc. online. See the Club Central page for information (only available to club officers; login required).
Calendar Activities
First Half of Toastmasters Year | |
---|---|
July-August | Attend Club Officer Training |
August | Start collecting dues from club members |
September |
Finish collecting dues from club members |
November-December | Attend Club Officer Training (continues through February) |
November | Hold club officer elections (if your club elects officers in six-month terms) |
December | Submit Club Officer Information to Toastmasters International before December 31 |
Second Half of Toastmasters Year | |
January-February | Attend Club Officer Training Invite your Area Director for a visit |
February | Hold internal Club Speech Evaluation and International Speech contest Notify your Area Director of the winners |
February | Start collecting dues from club members |
March | Attend Area Speech Evaluation and International Speech contest Send Semi-Annual Membership Report and member dues to Toastmasters International before April 1 |
April | Attend Division Speech Evaluation and International Speech contest Send entries for Diamond Director, Golden Quill and Platinum Presence awards to District Public Relations Officer. |
May | Hold club officer elections (all clubs) Attend District Conference • District Council Business Meeting • District officer elections • District Speech Evaluation and International Speech contest |
June | Attend Club Officer Training Submit club proxy for Annual Business Meeting held at the August International Convention Submit Club Officer Information to Toastmasters International before June 30 |
Ongoing Activities
Event | Required Task |
---|---|
New member joins club | Send Membership Application form and member dues to Toastmasters International |
Member completes legacy education requiremnt | Submit award to Toastmasters International |
Member completes Pathways Level | Verify completion through Base Camp Manager |
Club changes meeting location and/or time | Submit club Change information to Toastmasters International |
The following calendar/checklist shows by month the activities and events club officers should be addressing. Officers should refer to the checklist in the Appendix of their When You Are the... manual for a more detailed listing.
Officers may also want to use the Club Officer Calendar handout from the prior TLI. It is a single page grid showing important events and deadlines for the Toastmaster year.
July Checklist | |
---|---|
All Officers |
|
President |
|
VP Education |
|
VP Membership |
|
VP Public Relations |
|
President, VP Education and VP Membership |
|
August Checklist | |
All Officers |
|
VP Membership |
|
VP Public Relations |
|
Treasurer |
|
President or VP Education |
|
President, VP Education and VP Membership |
|
September Checklist | |
All Officers |
|
President |
|
VP Education |
|
VP Membership |
|
Treasurer |
|
President, VP Education and VP Membership |
|
October Checklist | |
All Officers |
|
President |
|
VP Membership |
|
President, VP Education and VP Membership |
|
November Checklist | |
All Officers |
|
Secretary |
|
President and VP Education |
|
Membership |
|
December Checklist | |
All Officers |
|
Secretary |
|
President, VP Education and VP Membership |
|
January Checklist | |
All Officers |
|
VP Education |
|
VP Membership |
|
VP Public Relations |
|
President, VP Education and VP Membership |
|
February Checklist | |
All Officers |
|
VP Education |
|
VP Membership |
|
VP Public Relations |
|
Treasurer |
|
President, VP Education and VP Membership |
|
March Checklist | |
All Officers |
|
President |
|
VP Membership |
|
Treasurer |
|
President, VP Education and VP Membership |
|
April Checklist | |
All Officers |
|
President |
|
VP Education |
|
VP Membership |
|
VP Public Relations |
|
President, VP Education and VP Membership |
|
May Checklist | |
All Officers |
|
VP Education |
|
VP Membership |
|
Secretary |
|
President and VP Education |
|
President, VP Education and VP Membership |
|
June Checklist | |
All Officers |
|
President |
|
Secretary |
|
President, VP Education and VP Membership |
|
Throughout the Toastmasters year, officers representing Clubs, Areas, Divisions and the District all work together to achieve many goals and milestones. To succeed in their elected or assigned role, each officer must develop a plan to help manage their time, set priorities, and accomplish their goals.
This calendar has been developed to help officers with their planning efforts. It shows, by month, the activities and events they should be addressing. Club members may also want to review the calendar for key events within their Club, Area, Division and the District.
Please send updates, changes and corrections to webmaster@d4tm.org.
July 2020 | |
---|---|
July 1-31 | Club Officer training continues (Training Schedule) |
July 1-31 | Area Directors: Install Club Officers for all clubs |
July 1 | Toastmasters Year and Distinguished Club Program begin |
July 1 | Area Directors begin Club visits |
July 15 | District: Officers List, Signature form, District Calendar, Assignment of Clubs, and list of Clubs by Division and Area due at World Headquarters |
July 18 | District Officer Installation, Distinguished Club Recognition and IPDD Kitzzy Avilés Roast (online event). |
July 11 | District Executive Committee meeting |
August 2020 | |
August 1-31 | Club Officer training continues. Ends on August 31 (see Training Schedule) |
August 1 | Smedley Award program begins |
August 15 | All Clubs: Start collecting dues (Submit Deadline: October 1) |
August 22 | Toastmasters Leadership Institute (conducted online) |
August 24 - 29 | Toastmasters International Convention (conducted online) |
August 15 | District Operating Committee meeting |
August 31 | End of Club Officer Training District: End of Last Year's Audit due at World Headquarters |
September 2020 | |
September 1-30 | All Clubs: Finish collecting dues (Submit Deadline: October 1) |
September 12 | District Executive Committee meeting |
September | District Council Business Meeting (virtual online event) Council made up of club presidents and vice presidents of education plus district executive committee (DEC) members. Business includes adoption of annual budget and ratification of appointed officers. |
September 30 | Smedley Award program ends |
September 30 | District: Budget, District Success Plan, Officer Training Report due to Toastmasters International |
October 2020 | |
October 1 | Club Presidents/Club Treasurers: Deadline to submit Semiannual Membership Reports and Dues to World Headquarters (Club Business login required) |
October 1 | District Director appoints District Leadership Committee (DLC) chair |
October 3 | District Operating Committee meeting |
October 31 | Area Directors: Deadline to submit Club Visit Report online |
November 2020 | |
November 1-30 | Club Officer elections (clubs that elect semiannually) |
November 1-30 | Clubs: Submit Club Officer Lists to World Headquarters (Instructions) |
November 1 | Club Officer training begins (Training Schedule). Note that training is for both semiannually and annually elected officers |
November 1 | District Leadership Committee (DLC) members are recommended by the DLC chair and approved by the District Director. |
November 7 | District Executive Committee meeting |
November 14 | Toastmasters Leadership Institute |
November 30 | Previous Year’s District Financial records due at World Headquarters |
November 30 | Call for candidate declarations deadline |
December 2020 | |
December 1 | Club Officer training continues (Training Schedule). Note that training is for both semiannually and annually elected officers |
December 5 | District Operating Committee meeting |
December 15 | Deadline for district officer candidates to declare intent to run |
December 31 | Clubs that elect officers semiannually: Deadline to submit Club Officer Lists to World Headquarters (Instructions). |
January 2021 | |
January 1-31 | Club Officer training continues (Training Schedule). Note that training is for both semiannually and annually elected officers |
January 1 | Area Directors: Begin second round of club visits |
January 1-31 | Area Directors: Install Club Officers (clubs that elect semiannually) |
January 4 | District Executive Committee meeting |
January TBD | District: "Top 3" Officers Mid-Year Training |
January 10 | District: Financial Report for July-Nov due to World Headquarters |
January TBD | District Officers Mid-Year Training |
January 9 | District Executive Committee meeting Mid-Year Review (should be at 50% of Goals) Mid-Year Training for Division and Area Directors |
February 2021 | |
February 1-28 | Club Officer training continues (Training Schedule). All club officers attend twice a year, whether elected for 6 months or 1 year. |
February 1 | Talk-Up Toastmasters program begins |
February 1-28 | Club Contests - Speech Evaluation & International Speech (Contest Materials) |
February 6 | District Operating Committee meeting Division Directors recommend realignment to District Executive Committee |
February 10 | District: Midyear Audit Report to World Headquarters |
February 15 | All Clubs: Begin collecting dues (Submit Deadline: April 1) |
February 27 | Toastmasters Leadership Institute |
February 28 | End of Club Officer Training |
March 2021 | |
March 1-31 | All Clubs: Finish collecting dues (Submit Deadline: April 1) |
March 1-31 | Area Contests - Speech Evaluation & International Speech (Contest Schedule) |
March 10 | District: Financial Report for July-Jan due to World Headquarters |
March 6 | District Executive Committee meeting District: Approval of recommendations for the alignment of clubs Area Directors: Bring completed Club Visit Report |
March 31 | District: Officer Training Reports due to World Headquarters |
March 31 | Talk-Up Toastmasters program ends |
April 2021 | |
April 1-30 | Division Contests - Speech Evaluation & International Speech (Schedule) |
April 1 | Club Presidents/Club Treasurers: Deadline to submit Semiannual Membership Reports and Dues to World Headquarters (Club Business login required) |
April 10 | District Operating Committee meeting |
April 20 | District Leadership Committee (DLC) publishes district officer nominations on District website (four weeks before election). Floor candidates may declare their intent to run after the DLC results have been announced |
April | Club VP Membership: Deadline for Golden Quill, Platinum Presence, and Diamond Director entries to District Public Relations Manager. |
May 2021 | |
May 1-31 | Club Officer Elections |
May 1-31 | All Clubs: Submit Club Officer Lists to World Headquarters (Club Business login required) |
May 1 | Beat the Clock Award program begins |
May 10 | District: Financial Report for July-Mar due to World Headquarters |
May 13 | District Conference, including the Speech Evaluation and International Speech Contests. |
May 15 | Club Presidents & VPs Education: At the Conference, attend the District Council Meeting, which includes the vote on District alignment and the vote for District officers for 2021-2022. If unable to attend, then assign your vote to another member of your club by using the Proxy Form. |
June 2021 | |
June 1 | Club Officer training begins (Training Schedule) |
June 5 | District Executive Committee |
June TBD | District: Incoming Division and Area Director 2021-2022 Training |
June 30 | Beat the Clock Award program ends |
June 30 | All Clubs: Deadline to submit Club Officer Lists to World Headquarters (Club Business login required) |
June 30 | Toastmasters Year and Distinguished Club Program end. |