New Club Checklist

Club Logistics

Prior to the launch meeting, get the team members on the same page.
Meeting structure and style:
    • Meeting frequency: weekly/biweekly/monthly (clubs are required to meet at least 12 times per year).
    • Meeting day and time
    • Meeting location
    • Dress code
Dues and Charter Fees:
    • Who pays which portion of the dues:
      • Charter fee
      • New member fee
      • Membership fee
    • Submitted Form 1
    • Submitted Charter fee
    • Have their charter kit (timing cards, marketing material, and 20 new member packets)
Launch meeting logistics:
    • Location, day and time should be the same as the expected recurring club meeting date, time and location. This ensure that potential members can regularly attend the meeting without conflict.
    • 30 RSVPs
    • Invite 1-3 experienced Toastmasters. Inquire if there are previous Toastmasters participating.
    • To launch a new club, 17 out of the 20 members must be new or reinstated members.
Things to keep in mind for the launch meeting:
    • This is an abbreviated demonstration meeting, non-Toastmaster guests will be both nervous and curious.
    • Keep the atmosphere fun, engaging, positive.
    • The goal is to finish demo within 30 minutes to allow for Q&A.
      • 1 Speech (4-6 min): ideally an Ice Breaker speech given by a novice Toastmaster so as not to intimidate potential members.
      • 1 Speech Evaluation (1-2 min)
      • 3 Table Topics (30 sec – 1 min each): questions should be simple and easy to answer. Ask a current member first to provide an example to the audience. For the remaining two questions, ask for volunteers.
      • Ah and Um Counter
      • Timer
    • During the Q&A your goal is to get people to come back and signup.
      • Lightly cover club roles, meeting roles and functionaries.
      • Make a soft sell to recruit 20 members. If the charter kit is available, offer the first 20 people to sign up that day, a new member kit on the spot.
      • Get the momentum going by setting up the next meeting.
After the meeting:
    • Plan to stay for 10-15 minutes after the meeting to help with the charter member applications.
    • Take a club photo for PR and social media if permitted.
    • Charter member applications, take a photo or make copies if the company plans to keep them.
      • Applications must include first name, last name, and a signature on the back.
      • Other information is good to have, but not mandatory (for example, the address is just for receiving the TM magazine).
      • Decide who keeps the applications. Normally the company wants to keep the applications.
    • Always count applications before handing over. Update the team regarding number of applications received.
      • Our goal is to get a minimum of 20 applications.
      • It is the sponsor’s responsibility to keep track of members until club officially charters.
    • Follow-up with attendees that didn’t sign up to address any concerns and to re-invite them to the next meeting.
    • Follow-up with new members to remind them of their roles and to provide encouragement for the next meeting.
remaining forms and status tracking:
    • After getting 20+ applications, help the club with the remaining forms
    • Form 4: Club officer list. We don’t want to scare them away but we need to scout for officers. When we talk about leadership during the first meeting, someone may ask a question about officers. We can explain the roles at that time. If not in first meeting, we can bring it up at the second meeting.
    • You will need the signatures from the President and Secretary on various forms.
      Scan the forms and send to
    • Track the status of the forms on:

Sponsor and Mentor responsibilities:

    • Sponsors will be stay involved for at least 3 months or until the club is officially chartered, whichever is longer.
    • Sponsors will make sure at least 4 current Toastmasters members, including themselves) attend the first 6 meetings.
    • Sponsors and mentors should be open minded, caring and patient.
    • Bring to each meeting a list of table topic questions, word of the day, and Toastmasters Wears Many Hats, just in case they are needed.
    • Make sure the next week’s agenda is completed.
    • Make sure the club mentor and club leadership have a set time (and recurring time) to meet. Ideally, mentors get involved from the beginning, and meet with club before or after the meeting. The mentor’s term is the first 6 month after the club charters.

Tips for early meeting success:

    • For the new club to make progress, focus on one role at a time. Focus on Timer for the first meeting.
    • At the end of the meeting, call for volunteers for:
      • 3 Ice breakers, 1 Table Topics Master, also Timer, Ah Counter and Grammarian.
      • Timer, Ah Counter and Grammarian from previous week will mentor members who take on the roles at the next meeting.
    • As the club progresses, start giving more roles to the members, as the Mentors and Sponsors see fit. The goal is to help the club stand on its own feet in 3 months.
    • Develop an inter-club mentoring program.
      • Pair members to help them succeed together.
      • Be sure that they have a set meeting time and tactical activities to cover.
    • Develop club rituals for celebrating success.
    • Develop club culture through socializing activities.