Presentations for Club Officer Training

Webmaster and Past District Director (2020-21) Andrew B. Watt DTM created these presentations to help address some challenges that clubs were facing, to be used as part of club officer training in June-August 2024.

Advice for
Corporate Clubs

From Prospects to Members

Public Relations and Advertising

Due to Andrew’s own technical limitations, these are the only formats in which these presentations are available. Please contact the webmaster if you’d like to see these presented by their originator to your club or District-sanctioned club officer training.

Club Officer List Changes

Per Toastmasters Governing Documents, each year every Toastmasters club must elect new club officers for the following year. The official record of club officers is the Toastmasters International database, so this must be updated after each officer election and any time during the program year that officers change for any reason. This document explains how and why to do it.

Why do this?

Since the TI database is the official record of Toastmasters information, your new slate of officers is not “real” until you update your club’s officer information in the database.

To enable club officers to access important information about the club via the TI website, such as Pathways Basecamp and Club Central.

  • Only officers listed at Toastmasters International can get DCP4 credit for officer training.
  • To complete Distinguished Club Program (DCP) Goal #10, clubs must post their incoming officer info at TI by June 30.
  • To enable officers to be contacted for important Toastmasters business.
  • Only current club officers, as listed in the database, can access your club’s Club Central and Pathways BaseCamp management functions.

When to do it

Newly elected club officers should be posted at Toastmasters International as soon as possible, but absolutely by the June 30 deadline.  Clubs that meet weekly can optionally also elect officers in November.  In this case, the officers serve a 6-month term and the mid-term officers must be posted at Toastmasters International by December 31. Your club must also elect a member to fill any office vacated for any reason during the program year. Every club must have at least a President, a Vice-President, and a Secretary to be valid in US law and regulation.

How to do it

There are 2 ways to update your club’s officer list.

Method #1 – through Club Central on Toastmasters.org

The easiest and quickest way is for a club officer to update the list online in Club Central.This can only be done by any, existing club officer, since your club officers are the only ones with access to your club’s Club Central.

  • Go to the Toastmasters International website.
  • Log into your account. This is the same login you use to get to Pathways.
  • Go to your home page. (Hover your mouse over your name at the top and click My Home.
  • Scroll down to the Leadership Central section and click the Club Central tile. If you belong to multiple clubs, it will list your clubs and you’ll have to select the club you want to access.
  • Scroll down to the Club Management section and click the Club Officer Assignment tile. This brings you to the form where you list your club’s officers. All 7 officer positions are listed and the entry field for each provides a drop down with all your club members.
  • Select the appropriate club member for each officer role.
  • When finished, be sure to click the SAVE button at the bottom.

Video tutorials on this, and other Club Officer tutorials, are available.

Method #2 – by email

The second way is to fill out the PDF form from Toastmasters.org and email this completed form to clubofficers@toastmasters.org. There may be delays in TI processing this form for you, so be patient. You can save time as well as your time and effort by posting the information yourself in Club Central using method #1, above.

Remember to tell your bank, too

As part of your changeover of officers, one important secondary step is to register the changes in officers with the bank with which you do business. This often requires a special copy of the minutes of the meeting at which the officers were elected, on letterhead, with explicit references to which officers will have signatory access to the account (usually the Treasurer and President, but not always). You can download suitable letterhead from Toastmasters.org.

In Toastmasters service,
Norm Thibodeau, DTM
District Administrative Manager, 2023-2024

Winter 2023-24 Training Dates Announced!

Link to Registration: https://www.surveymonkey.com/r/D53COT-Registration

Club Officer Training (Winter Season) has started and will conclude at the end of February. Several sessions have been scheduled throughout the period for your convenience. District 53 has recruited a great selection of officers from high-performance clubs to facilitate and guide your workshop sessions this year. In your sessions you’ll…

  • Attend a breakout session based on your officer role.
  • Experience quality time with other officers in the same role, sharing strategies that work.
  • Work with diverse officers in many roles across the district to get proven tactics for membership, club quality, contest programs, open houses, and other club operations.
  • Attend at least 80% (120 minutes) of any 2.5 hour session to receive training credit.

The schedule of available training dates is as follows:

  • Wednesday, November 29, 2023, 6-8:30pm
  • Thursday, December 7, 2023, 6-8:30pm
  • Saturday, December 9, 2023, 9-11:30am
  • Saturday, January 13, 2024, 9-11:30am
  • Wednesday, January 24, 2024, 6-8:30pm
  • Saturday, February 3, 2024, 9-11:30am
  • Monday, February 19, 2024, 6-8:30pm

To register for any District 53 Club Officer Training event, use the link below. All training sessions are online by Zoom. The Zoom link is provided at the end of the registration page and is also included in your registration confirmation email and the reminder email that will be sent two days before the event.

If you’d like to know which officers still need to attend officer training, you can view the current TI training report for District 53 at this link. The deadline to attend a Club Officer Training (COT) is the last day of February.

Register Here: https://www.surveymonkey.com/r/D53COT-Registration

If you’d like to know which officers still need to attend officer training, you can view the current TI training report for District 53 at this link. The deadline to attend a Club Officer Training (COT) is the last day of February.

Summer 2023 Club Officer Training Announced!

Program Quality Director Bettyann Peck, DTM invites you to Summer Club Officer Training (COT)!

All District 53 COT events are online!

Please see more information and register at  https://www.surveymonkey.com/r/D53COT-Registration

This year we have adjusted the training to be more flexible. There will be 3 classes that each officer must take.  The first is on your specific club officer role, the second is on Club Success Planning and the third is an elective that you can choose from available options on the day you attend.
To provide you with as much scheduling flexibility as possible, some sessions offer all classes and other sessions only have one of the three required classes.  You can take all three classes on the same day or on different days to satisfy the 3-class requirement.

DateClass 1: Officer RolesClass 2: Success PlanningClass 3: Electives
06/12/2312:00 pm
06/14/233:00 pm 4:00 pm 5:00 pm
06/15/236:00 pm7:00 pm8:00 pm
06/17/239:00 am10:00 am11:00 am
06/20/2312:00 pm
06/21/236:00 pm7:00 pm8:00 pm
06/28/236:00 pm7:00 pm8:00 pm
06/29/2312:00 pm
07/13/2312:00 pm
07/15/239:00 am10:00 am11:00 am
07/17/236:00 pm 7:00 pm8:00 pm
07/19/2312:00 pm
07/22/239:00 am10:00 am11:00 am
07/24/2312:00 pm

Register at https://www.surveymonkey.com/r/D53COT-Registration

Goal 9 of the Distinguished Club Program is to get 4 or more officers trained each 6 months. But we are asking that each club set a goal to get all officers trained. Research has shown that clubs with all officers trained are much more successful. 

Officer Roles: Help Your Club Grow & Succeed!

You signed up for Toastmasters to work on your leadership skills. Now, it’s time to lead.

Your club needs YOU to succeed.

And it doesn’t take more than an hour or two a month.

The first week of May is officer election time. We are all contributing members to our clubs. It is ALL our responsibilities to help the club succeed.

If it’s your turn to step up for your club, here are some things to think about:


Which Officer Role should you volunteer for?

If you’re at almost every meeting. If you enjoy encouraging others and leading a team to success. If you DON’T like a lot of admin type work, you will enjoy the President role.

If you have attention to detail and like numbers and data, you will enjoy the Treasurer role.

If you like taking notes and tracking action steps to keep your team on track to success, you will enjoy the Secretary role.

If you like guiding people towards growth and encouraging them to challenge themselves. If you like ensuring that those acts are rewarded and recognized, you will enjoy the Vice President of Education role.

If you like sharing socially and spreading the word about Toastmasters and your club, you will enjoy the Vice President of Public Relations role.

If you like nurturing relationships and welcoming new members, you will enjoy the Vice President of Membership role.

If you like creating a positive, focused, welcoming environment, you will enjoy the Sergeant-At-Arms role.


Time Commitments for each Officer Roles

President: commit to showing up to as many meetings as possible to lead

VP of Education: connect briefly with members at meetings or outside of the meetings about their Pathways progress. Update Basecamp and TI as needed.

VP of Membership: Check-in with members when their attendance is lagging and communicate with inquiries and guests

VP of Public Relations: find opportunities to promote the club in your area and online

Treasurer: main duties happen twice a year in renewal periods

Secretary: attend as many meetings as possible to take appropriate notes. Update TI as needed.

Sergeant-At-Arms:  commit to showing up to as many meetings as possible to ensure the room (virtual or in-person) is set up


Key tasks for success:

President (Role Overview):

  • Provide positive leadership to all officers and members
  • Build a cohesive team and ensure all tasks are completed
  • Oversee and facilitate club meetings
  • Lead by example and treat all members fairly and equally

VP of Education (Role Overview):

  • Set club agenda and assign meeting roles
  • Manage member progress in Pathways and act as the primary Base Camp Manager
  • Encourage member engagement in the Pathways learning experience
  • Plan speech contests (with help from your officer team)

VP of Membership (Role Overview):

  • Initiate contact with guests and help them feel welcome
  • Provide hospitality and membership information for guests
  • Reply to all communications from prospective members in a timely manner
  • Manage the process of converting guests to members

VP of Public Relations (Role Overview):

  • Promote the club to eligible guests and notify the media regarding the club’s existence and benefits
  • Develop and maintain club social media pages and website
  • Create club publicity campaigns
  • Ensure the Club Contact and Meeting Information is up to date in Club Central

Treasurer (Role Overview):

  • Record and maintain accurate and up-to-date financial club records
  • Manage club bank account, make deposits, and write checks as approved
  • Collect and submit membership and renewal dues
  • Create a budget and lead an annual audit

Secretary (Role Overview):

  • Take minutes at club and executive committee meetings
  • Organize and maintain club records and files
  • Update and distribute membership rosters
  • Update the club and officer list at Toastmasters International

Sergeant-At-Arms (Role Overview):

  • Store club equipment and materials
  • Manage meeting facilities (virtual and/or in-person)
  • Provide hospitality and membership information for guests
  • Distribute club materials

Important final note: YOU ARE NOT ALONE! There is a team of District Leaders that have your back. Find out who your Area and Division Directors are. Attend Officer Training in the spring and fall and ASK QUESTIONS! We are here to help you and your club succeed AND have fun doing it 🙂


Essential Resources from Toastmasters International:

Club Officer Forums

Each year the District holds officer training sessions in summer and winter to better equip our club officers with the information they need to perform their positions to the best of their ability.

Wouldn’t it be nice to:

  • Build a network of others that are doing the same tasks as you?
  • Discuss what’s working and what’s not?
  • Let the district know how they can assist.

We are doing just that.

These forums are scheduled by officer position to be held quarterly from 7:00 pm to 8:00 pm.  Their goals are to allow you to build connections within the organization to help you and your clubs grow.  You set the agenda.  Want to learn more about Pathways? We will get someone in there to do a training.  Having trouble with the Moments of Truth?  Don’t worry we got you covered.  You decide what to talk about.  

See the dates below for your scheduled sessions.  

These forums are open to all members. This is a great way to introduce others to leadership positions and build strength within our clubs.

PresidentVPEVPMVPPRSecTreasSAA
7/27/20227/26/2022*8/23/20228/24/20229/13/20229/14/20229/15/2022
10/20/202210/19/202211/16/202211/17/202212/13/202212/14/202212/15/2022
1/20/20231/19/20232/16/20232/17/20233/13/20233/14/20233/15/2023
4/20/20234/19/20235/16/20235/17/20236/13/20236/14/20236/15/2023

N.B., the VPE forum on 7/26 will have a guest speaker to assist first time VPE with navigation Base Camp and approving levels and paths.