Club Officer Tasks and Checklists

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 detailed 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 Complete and submit Club Success Plan by September 30 deadline (new prerequisite for Distinguished Club Program)
Finish collecting dues from club members
Attend District Council Business Meeting
Send Semi-Annual member dues to Toastmasters International before October 1
November-December Attend Club Officer Training (continues through February)
November Hold club officer elections (clubs that elect six-month terms)
December Submit Club Officer Information to Toastmasters International before December 31 (clubs that elect six-month terms)
Second Half of Toastmasters Year
January-February Attend Club Officer Training
Invite your Area Director for a visit
February Hold Club Speech Contest (late January/early February)
Notify your Area Director of the winners
February Start collecting dues from club members
March Attend Area Speech Contest
Send Semi-Annual member dues to Toastmasters International before April 1
April Attend Division Speech Contest
May Hold club officer elections (all clubs)
Attend District Conference
  • District Council Business Meeting
  • Keynote and Education Sessions
  • District 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 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.

July Checklist
All Officers
  • Attend district-sponsored club officer training if you did not attend in June.
  • 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 the 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 District Leadership page.)
August Checklist
All Officers
  • Attend district-sponsored club officer training if you did not attend in June or July.
  • 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 District Leadership page.)
September Checklist
All Officers

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 District Leadership 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 District Leadership page.)
November Checklist
All Officers
  • Attend district-sponsored club officer training. 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 Central 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 District Leadership page.)
December Checklist
All Officers
  • Attend district-sponsored club officer training. 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 Central 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 District Leadership page.)
January Checklist
All Officers
  • Attend district-sponsored club officer training if you did not attend in December.
  • 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 Contests for late January or 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 District Leadership page.)
February Checklist
All Officers
  • Attend district-sponsored club officer training if you did not attend in December or January. 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 Contests (late January or February).
  • 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 District Leadership page.)
March Checklist
All Officers
  • Promote Area Speech Contest 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
  • 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.)
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 District Leadership page.)
April Checklist
All Officers
  • Promote Division Speech Contest 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.
President, VP Education and VP Membership
  • Attend the area council meeting. (Area Director contact information available through local division on District Leadership page.)
May Checklist
All Officers
  • Conduct club officer elections.
  • Promote Annual District Conference.
  • 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
  • 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 Central 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 (proxies not allowed with online meetings).
President, VP Education and VP Membership
  • Attend the area council meeting. (Area Director contact information available through local division on District Leadership page.)
June Checklist
All Officers
  • Attend district-sponsored club officer training.
  • 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 Central 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 District Leadership page.)

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.

July Checklist
All Officers
  • Attend district-sponsored club officer training if you did not attend in June.
  • 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 the 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 Toastmaster membership programs, including the Smedley Award (Aug 1 – Sept 30), during meetings and in the 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. 
August Checklist
All Officers
  • Attend district-sponsored club officer training if you did not attend in June or July.
  • Conduct an executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review the club’s goals for the current year’s Distinguished Club Program (DCP).
VP Membership
  • Promote the Smedley Award membership campaign (Aug 1 – Sept 30) during meetings and in the 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 the October 1 deadline for submission.
  • If Self Pay is enabled on the Toastmasters International website, remind members to submit payments online.
President or VP Education
  • Cast the club’s votes at the Annual Business Meeting conducted during the International Convention or if not done yet, designate proxy-holder. (Proxy FAQ)
President, VP Education and VP Membership
  • Attend the Area Council meeting.
September Checklist
All Officers

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 the club newsletter/website.
Treasurer
  • Finish collecting dues from club members or, if self-pay is enabled, remind unpaid members to pay online.
  • Submit or ensure members submit semi-annual member dues to Toastmasters International before October 1.
President, VP Education and VP Membership
  • Attend the area council meeting. 
October Checklist
All Officers
  • Conduct an 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 member dues renewals are at World Headquarters by October 1.
VP Membership
  • Report on the results of the Smedley Award membership campaign during meetings and in the club newsletter/website.
President, VP Education and VP Membership
  • Attend the area council meeting. 
November Checklist
All Officers
  • Attend district-sponsored club officer training. Note that officers annually and semiannually must attend for DCP credit.
  • If your club elects semiannually, conduct club officer elections.
  • Conduct an 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 a new club officer list through the Club Central section of the Toastmasters International website before the December 31 deadline (login required).
President and VP Education
  • Attend District Council Meeting (online/virtual meeting).
 Membership
  • Attend the area council meeting. 
December Checklist
All Officers
  • Attend district-sponsored club officer training. 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 an executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review the club’s goals for the current year’s Distinguished Club Program (DCP).
Secretary
  • If your club elects semiannually, submit a new club officer list through the Club Central section of the Toastmasters International website before the December 31 deadline (login required).
President, VP Education and VP Membership
  • Attend the area council meeting. 
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 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 Contests for January or early 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. 
February Checklist
All Officers
  • Attend district-sponsored club officer training if you did not attend in December or January. Note that training ends in February.
  • Conduct an executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review the club’s goals for the current year’s Distinguished Club Program (DCP).
VP Education
  • Conduct club’s Speech Contests (January or early February).
  • Send club contest winners’ names to the Area Director as contestants in the March area contest.
VP Membership
  • Promote the Talk Up Toastmasters membership campaign (Feb 1 – Mar 31) during meetings and in the 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 the April 1 deadline for submission.
  • If Self Pay is enabled on the Toastmasters International website, remind members to submit payments online.
President, VP Education and VP Membership
  • Attend the area council meeting.
March Checklist
All Officers
  • Promote Area Speech Contests and encourage all members to attend in support of the club’s contestants.
  • Conduct an executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review the club’s goals for the current year’s 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.)
VP Membership
  • Continue promoting the Talk Up Toastmasters! membership campaign (ends March 31) during meetings and in club newsletter/website.
Treasurer
  • Finish collecting dues from club members or, if self-pay is enabled, remind unpaid members to pay online.
  • Submit or ensure members submit Semi-Annual member dues to Toastmasters International before April 1.
President, VP Education and VP Membership
  • Attend the area council meeting. 
April Checklist
All Officers
  • Promote Division Speech Contests and encourage all members to attend in support of area’s contestants.
  • Promote Annual District Conference.
  • 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).
  • Promote Presidents Club. See Club Success Awards for details.
President
  • Ensure your club member dues renewals are submitted to 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.
President, VP Education and VP Membership
  • Attend the area council meeting. 
May Checklist
All Officers
  • Conduct club officer elections.
  • Promote Annual District Conference.
  • 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
  • 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 Central section of the Toastmasters International website before June 30 deadline (login required).
President and VP Education
  • Attend the District Council Meeting online or at the Annual Conference. If unable to attend, assign vote to the other officer (President or VPE)
President, VP Education and VP Membership
  • Attend the area council meeting.
June Checklist
All Officers
  • Attend district-sponsored club officer training.
  • Current officers meet with incoming officers to help prepare them for their roles.
  • Conduct an executive committee meeting with each officer reporting on activities/accomplishments/plans.
  • Review the club’s goals for the current year’s Distinguished Club Program (DCP). Ensure that all educationals completions and new member applications have been credited to Toastmasters International.
President
  • Invite the Area Director to install newly elected officers.
Secretary
  • Submit the new club officer list through the Club Central section of the Toastmasters International website before June 30 deadline (login required).
President, VP Education and VP Membership
  • Attend the area council meeting.