Traveling Gavel

After four business days, send a follow-up. If you still receive no response, contact quality@d205tm.org for help. An unanswered request does not automatically reserve or transfer the gavel.

Check the tracker to find the current holding club. Contact that club to arrange a visit by one to three members from your club. The host must confirm the visit and the guest’s speaking slot or meeting role in advance.

At least one visiting member must give a prepared speech or serve as General Evaluator, Evaluator or Table Topics Master. A speech is encouraged, but speaking slots may be limited. The hosting club may assign a qualifying role, agreed with the guest before the visit.

After the qualifying visit, submit a transfer request through the tracker. Nadine H. verifies and approves the transfer before the tracker shows the new holder.

Yes. In-person and online visits qualify under the same rules. Arrange the visit beforehand, receive the host’s confirmation, and have at least one visiting member give a prepared speech or fulfill a qualifying meeting role.

Yes. The host gives priority to the first eligible request received and works with that club to confirm a suitable meeting and speaking slot or qualifying role. Priority follows the order requests are received, not the order the host answers them.

An inquiry alone does not reserve the gavel. The reservation is confirmed when both clubs agree on the visit. Hosts must not promise the gavel to more than one club at a time.

No. Always contact the host beforehand and receive confirmation. This allows the club to plan its agenda and share meeting links, location details and any access instructions.

Please honor your commitment to attend. If you need to cancel, tell the host as soon as possible. A cancellation or unannounced no-show releases your reservation. Arrange a new visit, subject to availability; the gavel cannot be claimed for a visit that did not take place.

By participating and accepting the gavel, your club agrees to welcome visiting District 205 members by prior arrangement and provide a reasonable opportunity for a prepared speech or qualifying meeting role.

• Keep your meeting schedule, format, location and contact details current on Toastmasters International’s Find a Club listing.
• Respond to every gavel-related guest request within four business days, including requests received after another club has reserved the gavel.
• Confirm the visit, speaking slot or meeting role, attendance instructions and any restrictions beforehand.
• Help ensure that the completed handoff is submitted accurately through the tracker.

Participation does not override workplace security requirements or other venue restrictions. Explain these clearly and agree on an accessible arrangement before confirming a visit. No guest should arrive unannounced.

Reply within four business days and explain that a qualifying visit has already been scheduled. You may still welcome them as guests, but make clear that their visit will not claim the gavel from your club. Once the transfer is approved, direct them to the tracker to contact the new holder.

Suggested reply: “Thank you for reaching out! Another club has already confirmed a visit to claim the gavel. You are still welcome to arrange a guest visit with us, but the gavel is reserved. Please check the tracker after the approved handoff to contact its next holding club.”

After your club hands it over, the gavel must complete five approved transfers before your club can claim it again. This waiting period applies to the club, not individual members, and helps more clubs participate.

You are welcome to visit other clubs during the waiting period. Those visits simply do not qualify your club to reclaim the gavel.

Each participating visiting member who helps their club complete a qualifying claim may receive one Traveling Gavel pin per program year, subject to a maximum of three pins per club per program year. Repeat participation does not earn additional pins for the same person.

Clubs and members are encouraged to continue visiting after reaching the pin limit.

Share a short club statement answering this question: “What made this exchange memorable for your club, and what is one key takeaway or lesson you’ll bring into future meetings?”

Focus on ideas, connections and learning. Statements can be up to 500 characters and appear publicly with the approved handoff. Photos are disabled. Do not include personal names, email addresses or other private details, or quote someone without permission.

No. Transfer requests require a follow-up email address and confirmation that the submitted details are correct and that the requester is a District 205 member. Nadine may contact the requester to verify the handoff.

The email stays in Nadine’s private approval queue and does not appear on the public map, journey or exports. Follow-up emails are manual; submitting a request does not automatically verify an email address. Only Nadine can approve a transfer.

No. Ordinary guest visits do not require approval. A gavel claim must meet the participation requirements, and the transfer must be verified and approved before the recorded holder changes. A reservation does not move the gavel.

If the visiting member fulfilled a qualifying role rather than giving a speech, select “No” for “Speech given?” and include the role in the club statement. Nadine can verify it during approval. Do not mark a speech as given when the guest served in a meeting role instead.

Contact  quality@d205tm.org for program questions, scheduling concerns or help correcting a transfer request. Please include the clubs involved and the relevant meeting date.