Toastmasters Leadership Institute (TLI)General Planning Schedule

Revised 2/13/2013

4 to 6 months in advance by District 47 Lieutenant Governor Education and Training (LGET)1. Set the TLI date2. Book the TLI venue3. Appoint the TLI Chair

3 to 4 months in advance by TLI Chair1. Walk through the venue2. Determine the budget ­ see “Guidelines for Financial Reporting for D47 Events”3. Recruit Coordinators ­ see “D47 TLI Event Volunteer Roles”

2 to 3 months in advance by TLI Chair & Coordinators1. Recruit presenters & other volunteers ­ see “D47 TLI Event Volunteer Roles”2. Create flyers and send to club officers and members3. Set up registration on website

1 to 2 months in advance by TLI Chair & Coordinators1. Continue recruiting presenters & other volunteers2. Have planning calls with Coordinators3. Continue promoting event

2 to 4 weeks in advance by TLI Chair & Coordinators1. Finalize agenda2. Confirm volunteer schedule and have backups ready3. Pay rental fees for venue if necessary

1 to 2 weeks in advance by TLI Chair & Coordinators1. Send reminder to attendees & volunteers on upcoming event2. Prepare facilitator packets for sessions3. Prepare signs for locations of sessions

3 to 7 days in advance by TLI Chair & Coordinators1. Send reminder to attendees & volunteers on upcoming event2. Finalize online registration lists3. Confirm presenter intros

1 to 3 days in advance by TLI Chair & Coordinators1. Send final reminder to attendees & volunteers on upcoming event2. Deliver all packets, registration lists, signs to venue if possible3. Verify rooms are set up as needed

Day of event, before start1. Verify food & beverage is in place, including coffee2. Verify registration table is set up with pre­printed list and list & cash box for walk­ins3. Verify volunteers are in place

Immediately following event1. Turn in registration sheets, sign­in sheets from each session, and evaluation forms to TLI Chair2. Clean up3. Pay any remaining bills

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District 47

Toastmasters LeadershipInstitute (TLI)

Event Volunteer Roles

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Table of Contents

TLI ChairTLI CoordinatorWorkshop CoordinatorWorkshop SupportVolunteer CoordinatorVolunteer SupportPromotions CoordinatorPhotographersGreetersFacilities CoordinatorFacilities SupportRegistration CoordinatorRegistration SupportRaffle CoordinatorRaffle SupportFood & Beverage CoordinatorWelcome Presenter(s)PresentersFacilitatorsDedicated Session Evaluators (optional)Keynote SpeakerLunch & Learn Presenter (optional)Closing Presenter(s)

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TLI ChairThis position is a District­appointed position accountable for all aspects of the ToastmastersLeadership Institute (TLI) Event. This is the position that is responsible for communicating,controlling, and coordinating the TLI Event. This position must also monitor the performance of allvolunteers and identify high performers to make recommendations for future roles with TLI Eventsand possible District Level assignments.Responsibilities Include:

Reports to the District Officer sponsoring the TLI Event (usually LGET) Recruits Coordinators to assist with the TLI Event Supports the District Officer with planning the workshops Supports the District Officer with recruiting presenters Supports the District Officer with volunteer recruiting Supports the District Officer with TLI Event strategic planning Supports the District Officer with Succession Planning for future events Assign tasks to support team as required Arrive at TLI Event early to ensure proper coverage Monitor all aspects of the TLI Event Must be accessible at all times during the Event

TLI CoordinatorThis position must work with the TLI Chair to coordinate the efforts of the various coordinators toensure all anticipated tasks are assigned to the various volunteers. This position must also monitorthe performance of all volunteers and identify high performers to make recommendations for futureroles with TLI Events and possible District Level assignments.Responsibilities Include:

Reports to the Toastmasters District­Appointed TLI Chair Recruits Volunteers to assist with the TLI Event Prepare the TLI Event Program/Agenda from provided templates Coordinate work schedules with all coordinators Assign tasks to support team as required Arrive at TLI Event early to ensure proper coverage Monitor all aspects of the TLI Event Must be accessible at all times during the Event

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Workshop CoordinatorThis position works with the TLI Coordinator to ensure all the workshop related activities arecompleted. Must also coordinate efforts with the Presenters and the Technical Coordinator toensure all Presenter needs are addressed and satisfied, all sessions have Facilitators andDedicated Evaluators (if used) assigned, and the attendee evaluation forms, and sign­in sheets areaccounted for and delivered to the TLI Chair after the workshops are completed.Responsibilities Include:

Reports directly to the TLI Coordinator Recruits Volunteers to assist with the Workshops for the TLI Event Assist with the preparation of the TLI Event Program/Agenda from provided

templates Coordinate schedules with all Presenters to ensure adequate coverage Coordinate schedules with all Facilitators to ensure they are prepared with the

needed Evaluation Forms and Presenter Introductions PRIOR TO THE DAY OF THEEVENT

Prepare the Dedicated Session Evaluation Forms to be used by the DedicatedSession Evaluators the day of the TLI Event

Coordinate schedules with all Dedicated Session Evaluators to ensure they areprepared with the needed dedicated session evaluation forms PRIOR TO THE DAYOF THE EVENT

Collect all workshop session sign­in sheets and evaluation forms and deliver themto the TLI Chair. Must make sure all session sign­in sheets are accounted for ­VERY IMPORTANT

Arrive at TLI Event early to ensure proper coverage Monitor all presentations to make sure events are coordinated Must be accessible at all times during the Event

Workshop SupportThis role supports the efforts of the Workshop Coordinator to ensure the event workshops arestaffed with the appropriate Presenter, Facilitator, and Dedicated Evaluator (if used). Also ensuresthe Presenter, Facilitator and Dedicated Evaluator have all the required forms, introductions, andsign­in sheets.Responsibilities Include:

Reports directly to the Workshop Coordinator Maintains the Workshop Schedule to ensure adequate coverage for all workshops Maintains the list of Facilitators and Dedicated Evaluators to ensure all workshops

have adequate coverage Maintains copies of all workshop presenter introductions and ensure all workshop

facilitators have the correct introduction for their respective presenter. Maintains copies of all forms to ensure all workshops have the correct forms and an

adequate supply of forms Arrive at TLI Event early to ensure proper coverage Must be accessible at all times during the Event

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Volunteer CoordinatorThis position supports the TLI Coordinator to ensure all volunteers are assigned responsibilitiesand that all open volunteer positions are adequately staffed. It is critical that this position workclosely with volunteers to ensure proper coverage for all TLI Event activities.Responsibilities Include:

Reports directly to the TLI Coordinator Recruits Volunteers to assist with the TLI Event Prepares the volunteer schedules to ensure adequate coverage Distribute the volunteer schedule with all coordinators to ensure they are prepared

and have adequate coverage for their respective roles and duties PRIOR TO THEDAY OF THE EVENT

Responsible for securing volunteers to serve in the various Coordinator andSupport Roles as needed

Arrive at TLI Event early to ensure proper coverage Monitor all activities and volunteers to make sure events are coordinated Must be accessible at all times during the Event

Volunteer SupportThis role requires supporting the efforts of the Volunteer Coordinator to ensure all volunteers areassigned roles and responsibilities and that all open volunteer positions are adequately staffed.This role requires very close collaboration with volunteers to ensure proper coverage for all TLIEvent activities.Responsibilities Include:

Reports directly to the Volunteer Coordinator Maintains the volunteer schedules to ensure adequate coverage Distribute the volunteer schedule with all coordinators to ensure they are prepared

and have adequate coverage for their respective roles and duties PRIOR TO THEDAY OF THE EVENT

Arrive at TLI Event early to ensure proper coverage Monitor all activities and volunteers to make sure events are coordinated Must be accessible at all times during the Event

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Promotions CoordinatorThis position supports the TLI Coordinator in promoting the TLI Event.Responsibilities Include:

Reports directly to the TLI Coordinator Prepares flyers for the TLI Event Prepares email messages for the TLI Event Sends flyers and email messages to TLI Coordinator for distribution to club officers

and members

PhotographersThis role involves taking photographs during the TLI Event.Responsibilities Include:

Reports directly to the TLI Coordinator Takes photographs during the TLI Event Sends photographs or access to photographs to TLI Coordinator

GreetersThis position supports the TLI Coordinator by directing the flow of traffic at the TLI Event.Responsibilities Include:

Reports directly to the TLI Coordinator Meet with the Facilities Coordinator to ensure adequate knowledge of the location

of all meeting rooms and restrooms Directs the flow of traffic at the TLI Event Must be accessible at all times during the Event

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Facilities CoordinatorThis position works closely with TLI Coordinator to ensure event facilities are set­up and availablefor use as required. An insider or individual familiar with the location or host club that is providingthe event facilities best fills this role.Responsibilities Include:

Reports directly to the TLI Coordinator Recruits Volunteers to assist with the Facility set­up for the TLI Event Communicates volunteer needs to the Volunteer Coordinator to ensure proper

staffing levels Communicate with TLI Coordinator to ensure Facility set­up needs are addressed Prepare Signage and ensure adequate posting of signs to direct all attendees to

proper meeting rooms and restrooms. Places signs on the exterior of the facility toensure all attendees know where to enter and park

Support the Food & Beverage Coordinator and Support Staff to ensure the facilityis ready during the breakfast/lunch set up

Support the Food & Beverage Coordinator and Support Staff to ensure the facilityis clean and in the same or better condition after breakfast/lunch

Arrive at TLI Event early to ensure proper coverage Must remain after event to make sure the facilities are in as good or better condition

than when we arrived Monitor all activities and volunteers to make sure events are coordinated Must be accessible at all times during the Event

Facilities SupportThis role requires supporting the efforts of the Facilities Coordinator to ensure the event facilitiesare available for use as required.Responsibilities Include:

Reports directly to the Facilities Coordinator Support the Facilities Coordinator to ensure the facility is prepared for the event. Must be able to prepare signage for the facility to ensure attendees can easily locate

meeting rooms and restrooms through the facility Support the Food & Beverage Coordinator and Support Staff to ensure the facility

is ready during the breakfast/lunch set up Support the Food & Beverage Coordinator and Support Staff to ensure the facility

is clean and in the same or better condition after breakfast/lunch Arrive at TLI Event early to ensure proper coverage Must remain after event to make sure the facilities are in as good or better condition

than when we arrived Monitor all activities and volunteers to make sure events are coordinated Must be accessible at all times during the Event

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Registration CoordinatorThis position is responsible for all activities related to the registering and processing of attendeesthe day of the TLI Event. Must work closely with the TLI Coordinator to ensure there is sufficientknowledge transfer prior to the event so that any attendee questions can be addressed effectivelyduring the sign in process. Must ensure there is adequate coverage for all registration activities.Responsibilities Include:

Reports directly to the TLI Coordinator Ensures the attendee sign­in / registration process is as effortless as possible Recruits Volunteers to assist with the sign­in / registration efforts the day of the

event Communicates volunteer needs to the Volunteer Coordinator to ensure proper

staffing levels Collects, accounts and safeguards all monies collected from attendees Meet with the Facilities Coordinator to ensure adequate knowledge of the location

of all meeting rooms and restrooms Ensure adequate copies of event programs and agenda are available to distribute

to attendees upon sign­in Arrive at TLI Event early to ensure proper set­up of area and coverage Monitor all activities and volunteers to make sure events are coordinated Must be accessible at all times during the Event

Registration SupportSupports the Registration Coordinator for all activities related to the registering and processing ofattendees the day of the TLI Event.Responsibilities Include:

Reports directly to the Registration Coordinator Support the Registration Coordinator to ensure the attendee sign­in / registration

process is as effortless as possible Meet with the Facilities Coordinator to ensure adequate knowledge of the location

of all meeting rooms and restrooms Ensure adequate copies of event programs and agenda are available to distribute

to attendees upon sign­in Arrive at TLI Event early to ensure proper set­up of area and coverage

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Raffle CoordinatorThis key position is responsible for coordinating the raffle activities the day of the TLI Event.Responsibilities Include:

Reports directly to the TLI Coordinator Recruits Volunteers to assist with the Raffle Communicates volunteer needs to the Volunteer Coordinator to ensure proper

staffing levels Collects, accounts and safeguards all monies collected from sale of raffle tickets Ensure the TLI Coordinator receives all proceeds from the raffle sale Must generate interest in the raffle and sell as many tickets as possible Must select someone to pull the winning raffle tickets

Raffle SupportThis role is responsible for supporting the Raffle Coordinator with all raffle activities the day of theTLI Event.Responsibilities Include:

Reports directly to the Raffle Coordinator Support the Raffle Coordinator to ensure the raffle process is as effortless as

possible Arrive at TLI Event early to ensure proper coverage

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Food & Beverage CoordinatorThis role is responsible for coordinating the food and catering activities the day of the TLI Event.Responsibilities Include:

Reports directly to the TLI Coordinator Recruits Volunteers to assist with the set­up and breakdown of the food and dining

area Must identify caterers for the event’s needs (breakfast/lunch/snacks/water) Must be available early to set up the coffee station and breakfast area Must be available before the lunch and learn session to set up the lunch area Must be available to early to set up the snacks/water Must be available after the breakfast, lunch and learn, and snacks/water, to help

breakdown and clean Arrive at TLI Event early to ensure proper coverage Meet with the Facilities Coordinator to ensure adequate knowledge of the location

of all meeting rooms dining area and restrooms

Food & Beverage SupportThis role must support the Food & Beverage Coordinator with all Food related activities the day ofthe TLI Event.Responsibilities Include:

Reports directly to the Food & Beverage Coordinator Support the Food & Beverage Coordinator to ensure the setup and breakdown of

the food and dining area Must be available early to set up the coffee station and breakfast area Must be available before the lunch and learn session to set up the lunch area Must be available to early to set up the snacks/water Must be available after the breakfast, lunch and learn, and snacks/water, to help

breakdown and clean Arrive at TLI Event early to ensure proper coverage Meet with the Facilities Coordinator to ensure adequate knowledge of the location

of all meeting rooms dining area and restrooms

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Technical CoordinatorThis position is responsible for ensuring all technical / audio / video needs for all Presenters areidentified, addressed, and satisfied. This role is best undertaken by individuals with some technicalexperience and with access to the event facilities, usually a member of the host club.Responsibilities Include:

Reports directly to the TLI Coordinator Recruits Volunteers to assist with the Technical / Audio / Video needs of the

presenters Deliver training to presenters using equipment Provide support in the event of equipment malfunction during the event Arrive at TLI Event early to ensure proper coverage Meet with the Facilities Coordinator to ensure adequate knowledge of the location

of all meeting rooms

Technical SupportThis position is responsible for supporting the Technical Coordinator with all related activities theday of the TLI Event.Responsibilities Include:

Reports directly to the Technical Coordinator Support the Technical Coordinator to ensure presenter needs are addressed and

satisfied Support the training of presenters using equipment Provide support in the event of equipment malfunction during the event Arrive at TLI Event early to ensure proper coverage Meet with the Facilities Coordinator to ensure adequate knowledge of the location

of all meeting rooms

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Welcome Presenter(s)Opens the TLI Event and sets the tone for the event by enthusiastically summarizing the event andreviewing the meeting schedules. May be performed by the official District Trio representative, thehost Division Governor, and/or the TLI Chair.Responsibilities Include:

Reviewing the TLI Event schedule for the attendees Informing the attendees of any event specific information General review of logistics and location of workshop rooms and restrooms Reminder of meeting requirements and attendance requirements Reminder of the importance of the workshop sign­in sheets Maintain high level of enthusiasm throughout the event opening and ensure the

attendees have the right mindset throughout the day

PresentersDeliver a 45­minute presentation on a specific, designated topic with the explicit goal of education,entertaining and inspiring the audience. For basic officer training presentations, the main goal isthat your presentation caters to the attendee who is serving in that club officer role for the FIRSTTIME. Ideally, when your session is over, they will have the basic knowledge and awareness to fulfillthe needs of their role for their club.Responsibilities Include:

Preparing copies of session materials for all session attendees if appropriate Providing laptop and projector if required for workshop session; if presenter does

not have the required equipment, notifying the Workshop Coordinator to determinewhat arrangements can be made to accommodate the Workshop Presenter

Prepare presentation based on Toastmaster Officer Training Materials Bring a Toastmaster Manual to receive credit for presentation Contact assigned Dedicated Evaluator to review evaluation points PRIOR TO THE

EVENT Instill in the attendees the desire to challenge themselves and their clubs to achieve

success

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FacilitatorsIntroduces Presenters before each session and is responsible for distributing and collecting thesign­in sheets to ensure attendees receive credit for attending the session. Responsible fordistributing and collecting the session evaluation sheets. It is imperative the Facilitators collect thesign­in sheets and the evaluation sheets at the end of each session and return the sheets to the TLICoordinator. These sheets are of utmost importance and must be delivered to the TLI Coordinatorimmediately after the session.Responsibilities Include:

Identify the workshop sessions they are responsible to facilitate Secure the presenter introduction PRIOR TO THE EVENT Secure the workshop session attendee sign­in sheets Secure the attendee evaluation sheets Distribute the sign­in sheets at the beginning of the session and ensure all

attendees sign in to receive credit for attending the workshop session Distribute the attendee evaluation sheets to ensure all attendees provide feedback

on their session Secure the sign­in sheets and the session evaluation forms and deliver them to the

Workshop Coordinator

Dedicated Session Evaluators (optional)This position prepares a written evaluation of the session with the specific goal of identifyingopportunities for improvement as well as recognition of successful accomplishments for thepresenter, the facilities and the presentation content. This written evaluation is delivered to theWorkshop Coordinator. Must also evaluate the Workshop Presenter and complete the evaluationforms in the Presenter’s Toastmaster manualResponsibilities Include:

Identify the workshop sessions they are responsible to evaluate Contact the presenter PRIOR TO THE EVENT to identify and evaluation

requirements the Presenter may have. This should be treated like a standardToastmasters Evaluation

Secure the workshop session Dedicated Evaluator evaluation sheet Complete the evaluation sheet Deliver the evaluation sheet to the Workshop Coordinator Complete the presenter evaluation in the Toastmaster Manual Deliver an oral evaluation to the Presenter

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Keynote SpeakerDeliver 45­minute presentation with the explicit goal of educating, entertaining and inspiring theaudience.Responsibilities Include:

Preparing copies of session materials for all session attendees if appropriate Providing laptop and projector if required for keynote session; if presenter does not

have the required equipment, notifying the Workshop Coordinator to determinewhat arrangements can be made to accommodate the Keynote Speaker

Prepare presentation based on the explicit goal of educating, entertaining, andinspiring the audience

Bring a Toastmaster Manual to receive credit for presentation Contact assigned Dedicated Evaluator to review evaluation points PRIOR TO THE

EVENT Instill in the attendees the desire to challenge themselves and their clubs to achieve

success

Lunch & Learn Presenter (optional)Deliver 45­minute presentation with the explicit goal of educating, entertaining and inspiring theaudienceResponsibilities Include:

Preparing copies of session materials for all session attendees if appropriate Providing laptop and projector if required for Lunch & Learn session; if presenter

does not have the required equipment, notifying the Workshop Coordinator todetermine what arrangements can be made to accommodate the Lunch & Learnsession Presenter

Prepare presentation based on the explicit goal of educating, entertaining, andinspiring the audience

Bring a Toastmaster Manual to receive credit for presentation Contact assigned Dedicated Evaluator to review evaluation points PRIOR TO THE

EVENT Instill in the attendees the desire to challenge themselves and their clubs to achieve

success

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Closing Presenter(s)Closes the TLI Event and reinforces the tone for the event by enthusiastically summarizing the eventand reviewing accomplishments. May be performed by the official District Trio representative, thehost Division Governor, and/or the TLI Chair.Responsibilities Include:

Reviewing the TLI Event accomplishments Congratulate / Recognize attendees for their achievements (club goals, awards,

recognition) Announce future events or other items of interest Recognize Volunteers and Presenters Conduct raffle Maintain high level of enthusiasm throughout the Event closing and ensure the

attendees have the right mindset and carry it with them into the coming days Close the event

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Details on TLI ContinuingOfficer Sessions

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Details on TLI Continuing Officer Sessions

Table of ContentsGeneral InfoSetupProceduresPast PanelistsQuestions

General InfoPurpose ­ To provide an alternative method of training for continuing club officers who haveattended training previously.

Eligibility ­ Club officers are eligible to get credit for attending the Continuing Officer Sessions if: they have been trained in their officer position previously.

If eligible, club officers may attend the Continuing Officer Sessions instead of the basic officersessions and get credit for training (they will get credit for all offices held). By signing the sign­insheet, they are certifying their eligibility (we are relying on the honor system for this).

Note that continuing officers may attend the basic officer sessions and get credit as usual.Continuing officers will not get credit for only attending the elective sessions (Speech Topics,Humor, Evaluation, etc) ­ they must attend a session for club officers or the continuing officerssessions to get credit.

The Continuing Officer Sessions will consist of two parts:Session 1 ­ Group (Round Table) DiscussionsSession 2 ­ Panel Discussions

Each session will be 45 minutes (the length of a typical officer session). By attending bothsessions, the club officers will get credit for attending training.

The first part is the Group (Round Table) Discussions. The audience will be broken up intogroups of about five to seven. Each group will have a topic. The topics are:

Educational Program Membership Drives Community Outreach Corporate Outreach

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Speech ContestsThis session will consist of choosing 3 of the topics for 15­minute discussions within the smallergroups.

The second part is the Panel Discussions. The audience will get to ask the panelists questions.The panelists are experienced Toastmasters.

SetupGroup Discussions

In the general audience area/auditorium if space allows Or in breakout rooms, with a facilitator in each one signs denoting the topics for discussion sheets of paper with questions on them facilitator to handle timing and control of audience movements

Note that physical round tables are not necessary. We could have the smaller groups sittingtogether.

If the schedule allows, two separate Group Discussion sessions may give more opportunities forcontinuing club officers to attend (they will get credit for attending either one).

Panel Discussions In the general audience area/auditorium Personnel

Moderator (should be District Trio rep unless another member is appropriate) 3 or 4 Panelists (invited in advance)

another Trio member a past/current Area/Division Governor/District officer a past/current Club President of a long­running successful club

1 or 2 Runners to go to audience members with questions Lectern for moderator Table for 3 or 4 panelists Microphones for moderator, panelists, and runners

If the schedule allows, the Panel Discussions should be set up as a general session whereeveryone is invited to attend (all officers and non­officers). By setting up the Panel Discussionas a general session, this allows continuing officers to attend both Continuing Officer Sessionsas well as give new officers a glimpse into “advanced” topics. Also, setting up the PanelDiscussion at the end allows members to ask questions that may have come up during theGroup Discussions/”basic” officer sessions.

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ProceduresGroup Discussions (45 minutes)

1. Facilitator explains Group Discussionsa. Club officers will get credit if they have been trained previously in their positionb. ask that attendees not sit with others that they already knowc. may use prepared questions or talk about other matters related to topic (purpose

is to have a verbal discussion in the group)d. change groups or allow option to stay in same group after 15 minutes

2. Facilitator gets everyone into their 1st group3. After 13 minutes, facilitator gives 2­minute warning4. Facilitator gets everyone into their 2nd group5. After 13 minutes, facilitator gives 2­minute warning6. Facilitator gets everyone into their 3rd group7. After 13 minutes, facilitator gives 2­minute warning8. Facilitator concludes with gathering evaluation forms and sign­in sheets It is very important that officers sign in to get credit.

Panel Discussion (45 minutes) Before day of event, District Trio member confirms Panelists; TLI Chair confirms this has

been done (Panelists are aware of the expectations for them)1. SAA/Facilitator introduces Moderator2. Moderator makes opening comments3. Moderator introduces Panelists4. Moderator asks pre­planned questions unless audience already has questions (may be

useful to hand out pre­printed questions to a few audience members in advance)5. For audience questions, runner brings microphone to audience member6. Moderator calls on a panelist to answer question7. Moderator decides which panelist answers the question or if all panelists will answer8. Moderator concludes with info on how to contact panelists for further questions

Past Panelists1/5/2013 ­ Miramar ­ Hieu Huynh (Moderator), Francis Molina, Lynda Hammond, Chim Francisco1/12/2013 ­ Homestead ­ Matt Kinsey (Moderator), Samantha O’Neil, Mitch McInnis, ChimFrancisco1/26/2013 ­ Boca Raton ­ Francis Molina (Moderator), Lou Brown, Beverly Cordner, DavidPaltanavich

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QuestionsPotential Questions for Panel Discussions (questions on any topic in Toastmasters)

1. What was the biggest lesson you have learned in your leadership position?2. How much time do you spend doing your role?3. How much money do you get from doing your role?4. How can you become a professional speaker?5. What is the Accredited Speaker program?6. What has been your favorite leadership position in Toastmasters?7. What you say to someone considering future leadership roles for the District?8. How do you become an Area Governor?9. For those who have been or are a District Officer, what is the biggest difference between

being a Club Officer and being a District Officer?10. What can I do so that I’m not the only one running my club?11. How do I motivate other members in my club to participate?12. How many District Conferences have you been to? What was your favorite Conference

theme?13. Why should I go to a District Conference?14. What was the most unique event you have seen in Toastmasters?15. What was your favorite or most unusual accomplishment in Toastmasters?16. How do you get a Triple Crown?17. After completing the Competent Communicator manual, which advanced manuals do

you recommend? What was your favorite?18. What are your experiences with speech contests?19. What tips do you have for winning a speech contest?20. What are your experiences with membership drives or open houses?21. How do you start a new club?22. How do you help a struggling club?23. What is the difference between a Club Sponsor, a Club Mentor, and a Club Coach?24. What is a Gavel Club?25. What programs are available for the youth?26. How do you get help with a website (club, district, or International)?27. What are the differences between all the websites?28. How many clubs do you belong to? What are the advantages of being in more than one

club?

Potential Questions for Group Discussions (questions may also be used for Panel Discussions):

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Educational Program1. How do you handle the scheduling forfuture meeting roles?

2. How do you get members to givespeeches?

3. How do you get members tocomplete the Competent Leadershipmanual?

4. How do you keep track of theprogress of members (such as howmany speeches they have done)?

5. How do you recognize memberachievement?

6. What makes a quality club meeting?7. How do you make meetings exciting?

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Membership Drives1. How do you conduct an OpenHouse?

2. What makes a successfulmembership drive?

3. How do you sign up new members?What is the process involved?

4. How do you recognize newmembers?

5. How do you use the Toastmastersmembership contests (Open HouseShowcase, Smedley Award, Talk UpToastmasters, Beat the Clock, 1+1)?

6. How do you bring back formermembers or members no longerattending?

7. What special events do your clubhave during the year? What location doyou use for these events?

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Community Outreach1. How do you use your clubnewsletter?

2. How do you use your club website?3. How do you use social media(Facebook, Twitter, LinkedIn)?

4. How do you use local media(newspapers, radio, television)?

5. What locations could you use besidesyour regular meeting location? Wheredo you usually meet?

6. What groups/organizations in thecommunity could you reach out to?

7. What incentives could you provide forjoining your club?

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Corporate Outreach1. How do your company leaderssupport Toastmasters?

2. How do you reach other employees atyour company?

3. How could you communicateinternally within your company?

4. How can you convince yoursupervisors or your staff of the value ofToastmasters?

5. What are ways that Toastmasters isincorporated into your company culture?

6. If your company has multipleToastmaster clubs at different locations,how do they share info or best practiceswith each other?

7. What incentives could you provide forjoining your club?

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Speech Contests1. How do you get members toparticipate in the speech contests?

2. How do you find judges andvolunteers for other contest roles?

3. How do you find answers toquestions about the speech contests orcontest rules?

4. What topics have you heard used forTable Topics Contest questions?

5. What tips do you have for competingin a speech contest?

6. What tips do you have for organizinga speech contest?

7. How do you recognize the winners?

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Script“How All 7 Club Officers Are

Involved”

How all 7 club officers are involved with new members (in 5 to 7minutes).

1. A potential guest finds out about the club through the websiteand flyers handled by VPPR.2. The guest visits the club and is greeted by the SAA. (ChiefGreeter)3. The guest is recognized during the meeting by the Pres.(Chief Motivator/Encourager)4. The guest gets info about dues and membership details fromthe VPM.5. The VPM follows up with the guest.The guest comes again and decides to join!6. The Pres leads a vote to add the new member to the club.(Chief Executive Officer)There is an Affirmative vote.7. The new member gives the application and dues to VPM.8. VPM adds new member online.9. Treas deposits dues and pays for new member online.10. Sec adds new member to club roster and verifies correctinfo. (Chief Record Keeper)11. VPPR adds new member to club website and allowsappropriate access.12. SAA verifies adequate supplies for new member (Icebreakerribbon, pins, etc).13. VPE assigns mentor to new member.14. VPE goes over goals and schedules new member for futuremeetings.15. VPM holds induction ceremony for new member.16. VPPR writes up article on new member in club newsletter.

Sample TLI Welcome

Email Message

Toastmasters Leadership Institute

Date Saturday, June 18th 2011

Time

Event Check­in 8:00 amWelcome 8:30 am – 8:50 amFirst session 9:00 – 9:50 amSecond session 10:00 – 10:50 amThird session 11:00 – 11:50 amKeynote Address 12:00 – 12:50 pm50/50 drawing & close 12:50 – 1:00 pm

Location Office Depot Headquarters600 North Military TrailBoca Raton, FL 33496South entrance (right side of the building as you face it from Military Trail)

Directions From I95, take the Yamato Road West exit.Go west on Yamato about 2.1 milesTurn right onto Military Trail, go about .7 milesOffice Depot will be on your right (there is a traffic light in front)Make a right into the parking lot and either use surface parking or the garageEnter via the south entrance

For Officers When you attend an officer training session, you MUST sign­in on the sheet in the room and stay for theentire session in order to receive credit for the training.

When signing in, please print your name and club information clearly. These have to be read by aperson and matched up one at a time with the club officer information on the Toastmasters Internationalwebsite.

If you are attending club officer training, please go here to read about your role(s) and then downloadthe manual for the role(s) you will be filling:

http://www.toastmasters.org/Members/OfficerResources/ClubOfficerResources/ClubOfficerRoles.aspx

You can get additional officer resources here:

http://www.toastmasters.org/Members/OfficerResources/ClubOfficerResources.aspx

You may want to print and bring them with you. We will NOT be giving you a copy.

Fornon­Officers

Non­officers are welcome to attend any sessions you choose; including officer sessions. Attending anofficer session is a great way to find out more about Toastmasters and opportunities available to officers.We also have sessions on speaking, leadership, and applying what you learn in Toastmasters to lifeoutside your club.

What toexpect in thesessions

Sign in sheets – officers must sign in and attend the entire session to get credit Evaluation sheets will be in each session. Please fill one out in each session to help us improve. Presenters have been encouraged to have minimal or no handouts. Plan to take notes. Participate. If you have prior officer experience, share it. Ask questions.

What to bringwith you

I suggest bringing something to take notes.

What to wear A smile! I know it’s early and a Saturday. It’s the same day and time for me too. A smile from you willmake me feel a lot better. I promise to give one back to you.

If you are presenting a session, you already got this information from me, its business attire for you.

If you are not presenting, dress appropriately for a business meeting in a professional setting within anair conditioned office building. I don’t know if it will be warm or cold. I do know we all have differentpreferences. Bring a sweater or jacket if you think you might need it.

Wear comfortable shoes. There are some long walks to get between sessions.

Volunteers If you have volunteered to help at this event, thank you very much. This would be impossible to puttogether without you.

If you haven’t volunteered and would like to, it’s not too late. There are many ways to help that don’trequire a lot of time or effort. We can also use volunteers Friday afternoon so, if you can’t attendSaturday but would like to help on Friday, let me know.

Bring yourfriends

Please tell your Toastmaster friends and anyone who might be considering joining to come. The more,the better. They can register at http://www.ToastmastersD47.org

Food The food consists of muffins, nutri­bars, Danish, bananas, and grapes.

We will have bottled water, some orange and apple juice.

If you need a hot meal to get started in the morning, I ask you to handle that before arriving. We are notsupplying lunch. Please plan accordingly.

Coffee & Tea We have been lucky enough to have a volunteer step up to make sure we have coffee day.

I expect the coffee will come from Dunkin Donuts but, I don’t guarantee it will.

If you have a personal preference or would like tea, I suggest you pick it up on the way.

Sample Flyers &Agendas

Toastmasters

Leadership

Institute

DISTRICT 47

January 5, 2013

10 a.m. – 2 p.m. Pre-Flight Check-in begins at 9am

What is The TLI? A day where Club Officers attend

training and get inspired to create a

“stellar” club experience for all their

members. It is a time when

Toastmasters gather, network, share

ideas and learn from each other!

Who should attend?

YOU!!!

Current/Past TOASTMASTERS

All 7 Club Officers in EVERY Club

Distinguished Toastmasters

Past and Current Area/Division

Governors

For more info contact Chief Flight Officer: Division A Governor Lydia Harris, DTM

Phone: (954) 414-6144 Email: lharris@toastmastersd47.org

Your flight will depart from: Ana G Mendez University System

Miramar Park of Commerce- 3520 Enterprise Way, Miramar, FL 33025

Get your boarding passes at www.toastmastersd47.org & pay $5 at gate

Fly District 47 Airlines ~ DESTINATION: Planet Toastmasters!

We will begin the new year “Taking Flight to an Out of This World

Member Experience”. The TLI leadership development journey will

“blast off” with special workshops to inspire and empower YOU to

aim high, reach and exceed your self development goals in 2013.

Rooms

109 110 111 112 113 114 115 117

11:00 - 11:50 Making Club

Meetings Exciting and

FUN!

Writing and Delivering an Out of

This World Speech

VP Public

Relations

VP Membership

President Secretary Contest & Special Event

Planning

DTMs Only

12:00 - 12:50

Using the Web & Social

Media to Engage Your

Club

Member Experience: You Want Me to Do What?

Evaluations

Sergeant at Arms

VP Education

Treasurer Table Topics DTM: Ph.D. of

Toastmasters

1:00 - 1:55 Advanced Discussion for All in Coach. (Annual officers will earn officer credit for attendance)

2:30 - 3:30 Speed Networking in Rooms 109 and 110

~ Airport Map ~

No Entry: LIBRARY

No Entry: COMPUTER

LAB

THE PIT STOP

GATE ENTRY D47 Airlines

Boarding Passes Here

(REGISTRATION) RAFFLE TICKET SALES

FLIGHT COACH SEATING: Take Off at 10:00am

No Entry: Administrative Offices/Labs

First Class (DTM Only)

117

107 The COCKPIT

Biz Cards ~ Fun Photos Conference ~ Surveys

109 110 111 112 113 114 No Entry Also Specialty Tables,

Conni Gordon & more!

115 No Entry

8:00 AM - 8:30 AM REGISTRATION

8:30 AM - 8:45 AM WELCOME AND OPENING REMARKS

8:45 AM - 9:15 AM KEYNOTE SPEECH BY KEN WEST, CTM "GET WHAT YOU WANT"

9:15 AM - 9:30 AM BREAK

Time Cafeteria Room 8-201 Room 8-202 Room 8-203 Room 8-214 Room 8-215

9:30 AM - 10:15 AM

Panel for Advanced Officers

Speakers: Francis Molina, Lou

Brown, David Paltanovich,

Jennifer Passino

Facilitators: Michael Brown, Jill

Divens, Harry Lorthe

President

(New and Aspiring Officers Only)

Learn the basics of the role.

Speaker: Kingsley Grant

Facilitator: Michelle Balaun

How to Leverage Cloud

Technology

Make your agenda in just a few

minutes and keep track of what

role each member performs in

each meeting,

Speaker: Joe Souza

Facilitator: Jerry Fernandez

VP Education

(New and Aspiring Officers Only)

Learn the basics of the role.

Speaker: George A. Burns

Facilitator:Kevin Zhu

Overcoming Adversity

Speaker: Paulo Schneider

Facilitator: Leah Von Leu

Treasurer

(New and Aspiring Officers Only)

Learn the basics of the role.

Speaker: Sherry Meltzer

Facilitator: Rosie Freeley

10:15 AM - 10:30 AM BREAK BREAK BREAK BREAK BREAK BREAK

10:30 AM - 11:15 AM

Group Discussion for Advanced

Officers

Facilitators: Gisselle Hassan,

Ana Illsen, Pooja Sawat

Moderators: TBA

VP Public Relations

(New and Aspiring Officers Only)

Learn the basics of the role.

Speakers: Jared Easley and

Edward Patience

Facilitator:Eugene Lehenbauer

Club Dynamics

How to leverage the meeting

roles to generate a team

dynamic that in turn creates an

outstanding club environment.

Speaker: Rebecca Stone

Facilitator: Pam Lehr

Sergeant At Arms

(New and Aspiring Officers Only)

Learn the basics of the role.

Speaker: Marshall Isaacson

Facilitator: Douglas Shachnow

High Performance Leadership

How to create a team and

delegate, to accomplish goals.

Speaker: Maryam Khosravi

Facilitator: Nadine Gross

Introductions

Speaker: Elizabeth Rando

Facilitator:James Van Patten

11:15 AM - 11:30 AM BREAK BREAK BREAK BREAK BREAK BREAK

11:30 AM - 12:15 PM

Group Discussion for Advanced

Officers

Facilitators: Sid Uppu

Moderators: TBA

Acting Skills

Focus on skills and exercises

(vocal and breathing) that actors

are taught; equally useful for

public speakers.

Speaker: Phyllis Sydersky

Facilitator: Nina Fernandez

Evaluations

Speaker: Mike Kelly

Facilitator: Jessica Min

Secretary

(New and Aspiring Officers Only)

Lean the basics of the role

Speaker: Diana Loy

Facilitator:Joanne Butcher

Speech Topics

Speaker: John Schneyer

Facilitator: Yolanda Minus

VP Membership

(New and Aspiring Officers Only)

Lean the basics of the role.

Speaker: Mary Mayrosh

Facilitator: Ruth Field Beck

12:15 PM - 12:30 PM

NOTE: If you would like to volunteer for any upcoming TM events, please go to the volunteer booth and sign up.

Toastmasters Leadership Institute

20101 Lyons Road, Boca Raton, FL 33434Olympic Heights High School

Saturday, January 26, 2013

Ken West is the author of Get What You Want, available worldwide on Amazon and Barnes & Noble.com. He writes and speaks to help Individuals, associations, and businesses achieve better results. Ken is a

former U.S. Army paratrooper, and past president of the New England chapter of the National Speakers Association. He is the founder and president of Better Grip Media LLC. Come and hear directly from him

how you can explore new frontiers in your life!

RECOGNITIONS AND CLOSING REMARKS

Sample Forms

District 47 TLI Facilitator Checklist

Session Time:

Room:

Facilitator Name:

Presenter Name:

Workshop Title:

Facilitator Duties:

Arrive early.

Go to the COMMAND CENTER (CR N195) to get your folder. KK is the contact person.

Check the room and get familiar with the equipment (if used).

Introduce yourself to the presenter

Get manual from presenter for speech credit (if available).

As people enter the room, welcome them.

Make sure EVERYONE signs the Sign In Sheet - Officer Sessions only

Pass out evaluation forms. (You may place on chairs prior to the session)Pass out evaluation forms. (You may place on chairs prior to the session)

Introduce the speaker with the introduction in the Facilitator Packet.

Evaluate presenter for speech credit (if available).

Time the session … timing cards included in the packet.

Thank speaker and present with the "Certificate of Appreciation".

Collect evaluation forms and place in Facilitator Packet.

Turn in Facilitator Packet (eval. forms, Sign-in sheet, timing cards) to Command Center CR N195

Thank you for volunteering and providing this valuable service to District 47!

You are most appreciated!

Session: President Presenter:

First Name Last Name Club Name Club # Div/Area Officer Role

Session: VP Education Presenter:

First Name Last Name Club Name Club # Div/Area Officer Role

Session: VP Membership Presenter:

First Name Last Name Club Name Club # Div/Area Officer Role

Session: VP PR Presenter:

First Name Last Name Club Name Club # Div/Area Officer Role

Session: Secretary Presenter:

First Name Last Name Club Name Club # Div/Area Officer Role

Session: Treasurer Presenter:

First Name Last Name Club Name Club # Div/Area Officer Role

Session: SAA Presenter:

First Name Last Name Club Name Club # Div/Area Officer Role

Session: Advanced Presenter/s:

First Name Last Name Club Name Club # Div/Area Officer Role

Date: _________________________Workshop: ________________________________________

Presenter: _________________________________________________________________

Poor Good Excellent

1 Are you serving as an Officer this coming term? Yes No

2 How relevant was this session to your job in Toastmasters?

1 2 3 4 5 N/A

3 Please rate the following:

Content 1 2 3 4 5 N/A

Hand outs 1 2 3 4 5 N/A

Presenter 1 2 3 4 5 N/A

On a scale of 1 to 5, five being the HIGHEST rating, please rate the course and

presenter on the following items by circling the number you find most appropriate:

Toastmasters Leadership Institute-Evaluation Form

Activities/exercises 1 2 3 4 5 N/A

Audience interaction 1 2 3 4 5 N/A

4 Were the objectives clearly stated?

1 2 3 4 5 N/A

5 Was the program presented in an organized manner?

1 2 3 4 5 N/A

6 Did the presenter summarize the material in the end?

1 2 3 4 5 N/A

7

8 What, if anything, can the presenter do better?

What are two things that you learned that will make you a more effective Club

Officer/member?

Revised 2/13/2013

Guidelines for FinancialReporting for District 47

Events

Page 1 of 4

Revised 2/13/2013

Guidelines for Financial Reporting for District 47 Events(reference Governing Documents of Toastmasters International ­ Policies and Protocolamended November 2012)

Table of ContentsApplicable District 47 EventsProcedures for Financial ReportingNote on RafflesAttachments

Applicable District 47 Events

District 47 events include All training for club officers including TLIs and makeup training District Executive Committee (DEC) meetings including training of Area & Division

Governors District conferences Area & Division­level speech contests

Districts (which include Areas and Divisions) may not sponsor the following events (only clubsare allowed to do so)

Speakathons (ref. 2012 District Leadership Handbook ­ page 47) For example, there cannot be an “Area 35 Speakathon” However, there can be a “Speakathon Hosted by the Coral Springs TM Club”

Any TI educational program ­ Speechcraft, the Success/Communication Series, theSuccess/Leadership Series, The Better Speaker Series, The Successful Club Series,and the Leadership Excellence Series (ref. Protocol 8.2 ­ Fundraising)

Neither Districts nor clubs may sponsor the following events (ref. Protocol 8.2 ­ Fundraising): Fundraising for social events or charitable causes Competitive events not related to the Toastmasters purpose, such as golf tournaments

or walkathons Campaigning inside or outside of Toastmasters

Page 2 of 4

Revised 2/13/2013

Procedures for Financial Reporting1. Draft budget well in advance of event (at least 2 weeks for smaller events and 1 month

for larger events)a. Estimate expenses

i. rental of location (room, security, janitors, etc)ii. supplies (folders, frames, trophies, raffle tickets, etc)iii. printing (agendas, certificates, flyers, signs, etc)iv. food & beverages (bagels, doughnuts, fruit, sandwiches, coffee, soda,

water, etc)v. miscellaneous expenses (credit card fees, etc)

b. Estimate income, including how funds will be collected (D47 website, cash, etc)i. registration (rates for online and at door)ii. rafflesiii. donations/other income

c. Subtract expenses from income to get net profiti. should be zero or slight profit (less than 10 percent of total income ­ e.g.

$1,000 in income should have less than $100 profit)ii. budgets will not be approved that show a net loss

2. Send budget to District Trio (DG, LGET, LGM) for approval well in advance of event3. Get approval from District Trio member ­ decision to be based on D47 budget and if cost

estimates are reasonable4. Pay rent and vendors if necessary

a. If budget was pre­approved well in advance, District 47 can prepare a check(inform District Treasurer and Trio member that a check is needed ­ list name,location, and amount; use the reimbursement voucher form)

b. If check cannot be prepared in time, then go through reimbursement process5. Collect fees

a. Recommend using D47 website for registration and collection of fees (for easierrecord­keeping) ­ contact D47 Webmaster for any help on setting up registration

b. Keep track of all funds collectedi. funds must be kept separate from any personal or TM club accountsii. records to be turned in to District Treasurer and Trio

6. After event, prepare final financial reporta. Use District 47 Event Accounting formb. Include invoices, receipts, and reconciliation checklists

7. Send financial report to District Treasurer and Trio8. Send all profits (write a check payable to District 47 Toastmasters) to District Treasurer

within 2 weeks following event9. Send reimbursement request for items spent for event

a. Use Voucher for Reimbursement formb. Follow directions on voucher

Page 3 of 4

Revised 2/13/2013

c. Allow time for processing of reimbursement request10. If the event had no income or expenses, email the District Treasurer and Trio of this case

Note for budget: All registration fees should be waived for all District Trio members inattendance. It is up to the Event Chair to decide on waiving the fees for other attendees such aspresenters/other volunteers (using the budget as a guide). Only the official District Triorepresentative will be reimbursed for travel to the event ­ this reimbursement is handledseparately from the event.

Note on RafflesRaffles may be held to offset expenses.

A common raffle type is the 50/50 raffle. Raffle tickets are bought throughout the event and atthe end, a drawing is held for the winning ticket. Half of the money collected for the raffle goes tothe holder of the winning ticket and the other half is typically used for covering event costs.

Note that “All revenue and residual funds raised in connection with a district event or activity(such as a contest, conference or training) sponsored by a club, area or division, belong to thedistrict.” (ref. Protocol 8.2 ­ Fundraising) This means that the raffle proceeds cannot go to acontest winner or be kept by the Area or Division Governor as profit. All profits must be turned into the District.

For speech contests, if event organizers wish to help with the costs of the contest winners beingat the next level, a special arrangement could be made with the LGET. Such an arrangementcould include providing a discount conference registration based on the amount of profit from theevent. For example, if a Division contest made $100 profit, the LGET may allow a discount of$100 off the full conference registration package. These arrangements must be communicatedwell in advance between the parties involved.

AttachmentsSample Budget

District 47 Event Accounting Form

Voucher for Reimbursement (form downloaded from TI website)

Page 4 of 4

Sample FinancialForms

2013 TLI Miramar Budget

Budget Available Count

Estimated

Amount Notes:

Raffle sales anticipated $300.00 After 50/50 payout and $50 survey raffle

Registration Fees Anticipated from RSVP 150 $750.00 $5 each collected at the door

Walk-in Registration Fees Collected 50 $500.00 $10 each collected at the door

Total Budgeted Amount $1,550.00

Expenses Count

Estimated

Amount Notes:

Venue Rental including Security $250.00

Documents Printing $250.00

250 multipage programs, 500 evaluation forms, 400

surveys, etc

Misc $50.00

Food and Beverage - ($4 pp x 250) 250 $1,000.00

Total $1,550.00

Under/(Over) Budget $0.00

Event Name:Event Date:

Event ChairDistrict Officer Responsible (Division Governor, Area Governor, etc.)

Income Credit Card Receipts # Payees Rate Early Bird Rate On Time Rate Late Rate Total Credit Card Income -$ Attach Report from Website

Cash Receipts Early Bird Rate On Time Rate Late Rate Total Cash Income -$ Attach Roster

Check Receipts Early Bird Rate On Time Rate Late Rate Total Check Income -$ Attach Roster

Raffle Income

Donations/Other Income

Total Donations/Other Income -$

Total Income -$ Cost per attendee #DIV/0!

Expenses Food Rent Supplies Printing Credit Card Processing Fees -$ (3% of total Credit Card Income)

Total Expenses -$ Attach all Receipts

Net Income/Loss -$ Profit is to be turned into the District Unless preapproved in writing by the District Governor, losses are not reimburesable

Signature of Event Chair Date:

Signature of District Officer Date:

Reveived by District Treasurer Date:

District 47 Event Accounting FormThis form, all supporting material, and any money is to be mailed to the District Treasurer

within 10 business days of the event.If there is no money to hand in, it can be emailed to treasurer@toastmastersd47.org.

District number:Date of request: Check payable to (full name):

Position held: Mailing address:

1.2.

3.4.5.

Line Amount1

2

3

4

5

6

7

8

9

10

- Approvals

District governor's name (print): District governor's signature:

Address: Date:

If a single expenditure is more than $500 or a check is payable to the district governor or treasurer, a lieutenant governor's approval is required.

Lieutenant governor's name (print): Lieutenant governor's signature: LGET or LGM (circle one)

Treasurer's name (print): Check number:

Treasurer's signature: Date: Date cleared:

Total:

Complete this form.Attach organized receipts. Tape receipts smaller than this piece of paper to a piece of plain white paper. Multiple receipts may be taped to one page. Clearly indicate which amount on the receipt is being requested for reimbursement and note the corresponding number as listed below.Return to the district governor (address below).The district governor reviews, approves, and forwards to the treasurer for payment.Receipts submitted more than 60 days from the date of the expense may be considered unreimbursable.

Month of Expense

Treasurer's Use OnlyBudget Account

Number

Currency

Expense Description(If travel, indicate mileage and rate used in calculation.)