Toastmasters clubs meet at corporations, churches, colleges, community centers, libraries and even in restaurants.

Here are a few tips in finding a venue:

  1. Ask your members (and/or sponsors) if anyone can sponsor a room (a meeting room at a company, a church, a school, an HOA community room, etc)
  2. Bring the question to the Area/Division Council – Find out where the near-by clubs meets and if their venues, or another room in the building can accommodate another club.
  3. Ask the Area/Division Directors if they are aware of any possible venues they used and how they worked out.
  4. Look on the google map to identify potential venues.
  5. Go to TI Find a club to find out where near-by clubs meet and see if those venue can be available for your meeting time.

List the criteria based on the need of your members and rank the criteria based on the nature of your club.  Some criteria can be negotiable, and some could be the deal-breaker.  Discuss thoroughly with your members.  Here are a few criteria for you to consider:

  • The capacity of the room
  • Is the location available for the meeting time your members desire?
  • Is the location easy to find?
  • Are there enough parking?
  • Who’s the contact person if there are issues (light, room temperature, alarm, etc)?
  • What’s the cost?
  • May food and drink be brought in?
  • Will there be a lectern?
  • Is there a projection unit?
  • Is there electricity for use with a microphone, projector, and timing lights?
  • Are there white boards? Flip charts?
  • Are there tables on which to place food, drink, timing lights, etc.?
  • Can the room be arranged ahead of time by the venue?  If so, Who is responsible for returning the room back to the way it originally looked?
  • May we re-arrange the room? If so, must we return it to the way it looked?
  • If setting up the night before the event, can arrangements be made so that the facility staff does not re-arrange the room and janitorial services do not throw out items? (this actually happened; one club spent the evening before a meeting putting up decorations and setting up all the tables and then, overnight, the cleaning staff threw everything away and put the tables back in the closet)
  • How far are the restrooms?
  • Are there any security requirements such as having everyone sign in?

Club Mentors and Sponsors

We Need Your Help!

District 5 is growing strong and new club Mentors & Sponsors are needed.

By Building new clubs, we offer greater numbers of people the opportunity to benefit from the Toastmasters educational program.

How can you help?

  • Become a New Club Mentor or Sponsor
  • Work with club mentors and sponsors to set up and conduct demo meetings for new clubs
  • Speak or fill other roles at demonstration meetings

What’s in it for YOU as a New Club Sponsor or Mentor?

  • Achievement of Advanced Leader Silver (ALS) goals
  • Sharing, teaching, giving opportunities
  • Speaking opportunities
  • Networking opportunities

Sign Up Now

The Role of a Sponsor

The sponsor is responsible for the actual organization of the new club, including selling the new club idea to prospective members, assisting in the establishment of regular meetings, handling the paperwork and helping to plan the charter presentation. The commitment for a Sponsor varies, on average it is 3 months.

After that point, the sponsor’s responsibilities end and the mentor takes over. Each new club may have up to two sponsors. Sponsors receive a certificate when the club gets its charter and can receive credit toward the Advanced Leader award.

The Role of a Mentor

New Club Mentors are experienced Toastmasters who actually join the new club, providing guidance during its first 6-12 months. Working side by side with the new Toastmasters, the mentor shows them how to fulfill meeting roles and helps new officers perform their duties. The District Governor appoints one or two mentors for the new club. Like the sponsor, the mentor also receives a certificate when the club receives its charter. Mentors also receive Advanced Leader Silver (ALS) credit for fulfilling their roles satisfactorily.

The Demonstration Meeting

Show interested people how Toastmasters works. This special abbreviated program shows prospective members or company sponsors how a club meeting is conducted and what the Toastmasters program can do for them.

You don’t need to be an expert speaker to help run a demonstration meeting. You could always volunteer to be the timer! Actually, less-experienced Toastmasters make good speakers for demonstration meetings because they show you can benefit from Toastmasters even if you’re not a polished orator.

For more details, please contact: Club Growth Director

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