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Empowering Clubs: A Guide for Area Governors on Effective Visits and Reporting

Area Governors play a crucial role in the success of Toastmasters clubs by acting as direct links to support and identify future leaders. To ensure effective club visits, prepare in advance by building rapport with club presidents, reviewing progress reports, and being informed about club achievements and challenges. It is crucial to fill out the Club Visit Report responsibly, focusing on key areas such as membership strength, communication, and recognition. Stay organized and report on time to help your clubs achieve excellence.

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Empowering Clubs: A Guide for Area Governors on Effective Visits and Reporting

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  1. Area Governor’s Visit Second Round Doris Henn, CGA, DTM

  2. Area Governors – District VIP Area Governor’s are very important to the success of the District: • Direct Link/Contact with the clubs • Identify future leaders • Support clubs & help them to achieve excellence

  3. Prepare for your Visit

  4. Contact the Club in Advance • Build a rapport with the Club President • Send an electronic copy of the report • http://www.toastmasters.org/clubvisitrpt.aspx

  5. Club Visit Preparation • Review Club Progress report/DCP • Ask to speak – update clubs on upcoming events

  6. The Area Governor Report • It is the responsibility of the Area Governor to fill in the Club Visit report • It is the Club’s responsibility to to tell you who will achieve awards and to share their Club Success Plan

  7. Club Visit Report Based on Moments of Truth • First Impressions • Membership Orientation • Fellowship, Variety & Communication • Program Planning & Meeting Organization • Membership Strength • Achievement Recognition

  8. Club Visits & Reporting Deadlines • Round 1 – July 1 to November 30 • Round 2 – December 1 to May 31 • Please Report by: • October 31 • April 30

  9. When you conduct your visit consider the following: Club • Strengths • Challenges • Support

  10. Help Your Clubs SucceedImportant Areas to Cover • Club Officer Training • Club/Area Contests • Distinguished Club Program • District 42 Incentives • Of the Year Awards

  11. District 42 Incentives Register To Receive Award Incentives Ribbons: • Discover D42 • Room 204

  12. Who Receives an Electronic Copy of the Completed Reports? • District Leaders • DG, LGET, LGM, Division & Area Governor • Club President Be respectful and professional when you complete the report

  13. Steps for Reporting • Log in to Toastmasters International • Access District Central • District 42 • Submit Area Governor’s Visit Report

  14. Important Steps • Fill in all of the blanks • Save your work as you go • Report meaningful information • Use your visit and the report as a planning tool to help your clubs

  15. Questions?

  16. Area/Division ContestRule Review Doris Henn, CGA, DTM

  17. The Basics International Speech Contest • The Contestant must be: • A Member in Good Standing of a Club in Good Standing (dues have been paid) • Completed 6 speeches in CC manual (exception – newly chartered clubs since July 1, 2013) • Can compete in all clubs there are a member of – but can compete in only 1 Area contest

  18. Candidate Eligibility Candidate Eligibility Restrictions • A member serving as Chief Judge, Voting Judge or Tie/Breaking Judge • District Officers • Presenters of education sessions at the event where the contest is held • A candidate declared ineligible at any level – disqualified from competing

  19. Judges: Chief, Judging, Tie Breaking Area, Division or District Level: • Member in good standing of a club in good standing for a minimum of 6 months • Have completed 6 speeches in the CC manual

  20. Area Contests • Equal # of judges from each club in the Area Or • Minimum of 5 voting judges • Chief Judge, tie-breaking judge, contest chair • Three ballot counters & 2 timers

  21. Division Contests • Equal # of voting judges from each Area in the Division, or • A minimum of 7 voting judges • Chief judge, tie breaking judge, voting judge (can’t be a member in a club of any contestant in the contest) • Chairman, 3 ballot counters & 2 timers

  22. Questions?

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