Tasks and Checklists

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
Attend District Council Business Meeting
Send Semi-Annual Membership Report and member dues to Toastmasters International before October 1
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

EventRequired 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
  • Attend district-sponsored club officer training if you did not attend in June. (Training Schedule)
  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review last year’s Distinguished Club Program (DCP) results for your club.
  • Review the Product Guide and order educational materials.
  • Establish the club’s goals for the current year’s Distinguished Club Program.
  • Read your When You Are the... manual.

President
  • If not done by predecessor, designate club's proxy-holder for Annual Business Meeting conducted during International Convention. (Proxy FAQ)

VP Education
  • Meet with each member to discuss his or her educational goals and determine which award(s) he/she will achieve in the coming year.

VP Membership
  • Report on the results of Beat the Clock! and annual membership programs at the club meeting and in club newsletter/website. (Results available on Membership Building Contests page.)
  • Promote TI’s membership programs, including the Smedley Award (Aug 1 – Sept 30), during meetings and in club newsletter/website.

VP Public Relations
  • Review and refresh any existing publicity kit for the media. If none exists, consider creating one.
  • Begin to form a regular presence on at least one social networking site.

President, VP Education and VP Membership
  • Attend the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)
August Checklist

All Officers
  • Attend district-sponsored club officer training if you did not attend in June or July. (Training Schedule)
  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review the club’s goals for the current year Distinguished Club Program (DCP).

VP Membership
  • Promote the Smedley Award membership campaign (Aug 1 – Sept 30) during meetings and in club newsletter/website.

VP Public Relations
    Ensure that the club’s meeting location and time are listed correctly with World Headquarters.

Treasurer
  • Begin collecting member dues to meet October 1 deadline for submission.

President or VP Education
  • Cast club's votes at Annual Business Meeting conducted during International Convention or if not done yet, designate proxy-holder. (Proxy FAQ)

President, VP Education and VP Membership
  • Attend the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)
September Checklist

All Officers
  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review the club’s goals for the current year Distinguished Club Program (DCP).

President
  • Confirm that district submitted officer training reports to World Headquarters. (Check Club Performance Report for number of officers trained and Club Officer Training report for officers credited.)
  • Attend and vote at District Council Business Meeting (online)

VP Education
  • Attend and vote at District Council Business Meeting (online)

VP Membership
  • Continue promoting the Smedley Award membership campaign (ends Sept 30) during meetings and in club newsletter/website.

Treasurer
  • Complete collecting member dues and submit membership list with payment to Toastmasters International before October 1 deadline.

President, VP Education and VP Membership
  • Attend the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)
October Checklist

All Officers
  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review the club’s goals for the current year Distinguished Club Program (DCP).

President
  • Ensure your club’s dues renewal (membership list with payment) is at World Headquarters by October 1.

VP Membership
  • Report on the results of the Smedley Award membership campaign during meetings and in club newsletter/website.

President, VP Education and VP Membership
  • Attend the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)
November Checklist

All Officers
  • Attend district-sponsored club officer training. (Training Schedule) Note that officers annually and semiannually must attend for DCP credit.
  • If your club elects semiannually, conduct club officer elections.
  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review the club’s goals for the current year Distinguished Club Program (DCP).

Secretary
  • If your club elects semiannually, submit new club officer list through the Club Business section of the Toastmasters International website before December 31 deadline (login required).

President and VP Education
  • Attend District Council Meeting (online/virtual meeting). 

 Membership
  • Attend the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)
December Checklist

All Officers
  • Attend district-sponsored club officer training. (Training Schedule) Note that officers annually and semiannually must attend for DCP credit.
  • If your club elects semiannually, current officers meet with incoming officers to help prepare them for their roles.
  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review the club’s goals for the current year Distinguished Club Program (DCP).

Secretary
  • If your club elects semiannually, submit new club officer list through the Club Business section of the Toastmasters International website before December 31 deadline (login required).

President, VP Education and VP Membership
  • Attend the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)
January Checklist

All Officers
  • Attend district-sponsored club officer training if you did not attend in December. (Training Schedule)
  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review current year’s Distinguished Club Program (DCP) results for your club.
  • Review the Product Guide and order educational materials.
  • (New officers) Read your When You Are the... manual.

VP Education
  • Meet with each member to discuss his or her educational goals and determine which award(s) he/she will achieve in the next six months.
  • Plan and schedule club's Speech Evaluation and International Speech contests for February meeting.

VP Membership
  • Promote TI’s membership programs, including Talk Up Toastmasters! (Feb 1 – Mar 31), during meetings and in club newsletter/website.

VP Public Relations
(newly elected)
  • Review and refresh any existing publicity kit for the media. If none exists, consider creating one.
  • Begin to form a regular presence on at least one social networking site.

President, VP Education and VP Membership
  • Attend the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)
February Checklist

All Officers
  • Attend district-sponsored club officer training if you did not attend in December or January (Training Schedule). Note that training ends in February.
  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review the club’s goals for the current year Distinguished Club Program (DCP).

VP Education
  • Conduct club's Speech Evaluation and International Speech contests.
  • Send club contest winners names to Area Director as contestants in March area contest.

VP Membership
  • Promote the Talk Up Toastmasters membership campaign (Feb 1 – Mar 31) during meetings and in club newsletter/website.

VP Public Relations
    Ensure that the club’s meeting location and time are listed correctly with World Headquarters.

Treasurer
  • Begin collecting member dues to meet April 1 deadline for submission.

President, VP Education and VP Membership
  • Attend the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)
March Checklist

All Officers
  • Promote Area Speech Evaluation and International Speech Contest (contest schedule) and encourage all members to attend in support of club's contestants.
  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review the club’s goals for the current year Distinguished Club Program (DCP).

President

VP Membership
  • Continue promoting the Talk Up Toastmasters! membership campaign (ends March 31) during meetings and in club newsletter/website.

Treasurer
  • Complete collecting member dues and submit membership list with payment to Toastmasters International before April 1 deadline.

President, VP Education and VP Membership
  • Attend the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)
April Checklist

All Officers
  • Promote Division Speech Evaluation and International Speech Contest (contest schedule) and encourage all members to attend in support of area's contestants.
  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review the club’s goals for the current year Distinguished Club Program (DCP).

President
  • Ensure your club’s dues renewal (membership list with payment) is at World Headquarters by April 1.

VP Education
  • Review members' progress and ensure that all have received credit for completed educationals. Encourage those who are close to completion to set a June 30 goal.

VP Membership
  • Report on the results of the Talk Up Toastmasters! membership campaign during meetings and in club newsletter/website.
  • Begin promoting Beat the Clock membership campaign which runs from May 1st through June 30th.

VP Public Relations

President, VP Education and VP Membership
  • Attend the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)
May Checklist

All Officers

VP Education
  • Review members' progress and ensure that all have received credit for completed educationals. Encourage those who are one or two speeches from completion to speak at a May or June meeting.

VP Membership
  • Promote the Beat the Clock membership campaign (May 1 – Jun 30) during meetings and in club newsletter/website.

Secretary
  • Submit new club officer list through the Club Business section of the Toastmasters International website before June 30 deadline (login required).

President and VP Education
  • Attend District Council Meeting at Annual Conference. If unable to attend, assign vote to another club member using Proxy.

President, VP Education and VP Membership
  • Attend the area council meeting. (Area Director contact information available through local division on Areas and Divisions page.)
June Checklist

All Officers
  • Attend district-sponsored club officer training. (Training Schedule)
  • Current officers meet with incoming officers to help prepare them for their roles.
  • Conduct executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review the club’s goals for the current year Distinguished Club Program (DCP). Ensure that all educationals completions and new member applications have been credited with Toastmasters International.

President
  • Invite Area Director to install newly elected officers.

Secretary
  • Submit new club officer list through the Club Business section of the Toastmasters International website before June 30 deadline (login required).

President, VP Education and VP Membership
  • Attend the area council meeting. (Area Director contact information available through the list on Areas and Divisions page.)

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.