PROXY ASSIGNMENT FAQ

The club’s proxy is assigned by either the Club President or the Club Secretary, who will designate the club’s proxyholder online through the Toastmasters International website.

If one officer has already assigned the club’s proxy, no action is necessary from the other officer.

Yes. The proxy system does not automatically assign the club’s proxy to anyone. If the Club President or Secretary does not assign the proxy to themself, the system will show it as unassigned.

A club can designate an individual member in any of the following three categories as proxyholder:

• An active member from the club
• The 2024–2025 District Director
• Another active Toastmasters member

Yes, clubs will have the same options for assigning their proxies as in previous years. Those three options are to designate an active member from the club, designate the 2024–2025 District Director, or designate another active Toastmasters member.

To assign the club’s proxy, the Club President or Secretary can follow the steps below:

1. Log into toastmasters.org with your email and password.
2. Scroll to the Annual Business Meeting section on My Home (directly below the My Education and Achievements section).
3. Click on “Club Proxy & Voting Instructions.”
   a. If you are an officer in multiple clubs, select the club(s) for which you are assigning the proxy.
4. Click on the Start button next to “Designate Proxyholder.”
5. Select from the three options for designating a proxyholder: A member of the club, the 2024-2025 District Director, or another active Toastmaster.
6. Follow the prompts to complete the process. To submit your proxyholder designation, enter your name into the Signature box at the bottom of the page, click the checkbox, and press “Confirm proxyholder.”
7. If your club wants to use the option to provide instructions to the proxyholder, click on Go to “Designate Voting Instructions”. Voting instructions can also be provided at a later time from “Club Proxy & Voting Instructions.”

If a club wants to change its proxy assignment, the Club President or Secretary can follow the steps below:

1. Log into toastmasters.org with your email and password.
2. Scroll to the Annual Business Meeting section on My Home (directly below the My Education and Achievements section).
3. Click on “Club Proxy & Voting Instructions.”
   a. If you are an officer in multiple clubs, select the club(s) for which you are assigning the proxy.
4. Click on the Edit button next to “Designate Proxyholder” to start the reassignment process.
   a. Click on the Edit button under “Proxyholder.”
   b. Select one of the three categories for the new proxyholder and input the required information.
   c. To submit your updated proxyholder designation, enter your name into the Signature box at the bottom of the page, click the checkbox, and press “Confirm proxyholder.”

For 2024, clubs are only able to make changes to the club proxy assignment until August 9, 2024, at 11:59 p.m. Pacific Daylight Time (PDT)/Universal Coordinated Time (UTC) -7.

As provided in the Bylaws of Toastmasters International, Article X, Section 1, each Member Club in good standing is entitled to two votes on each item presented for a vote.

Per Policy 2.0, Section 4.C., a club is considered in good standing when its dues have been received for the current dues period for a minimum of eight members—at least three of whom were members of the club during the previous renewal period.

Instructed Proxy
The club has indicated a choice(s) for particular International Officer and Director candidates and/or proposal(s); therefore, the proxyholder must vote as instructed. If a club has indicated “Abstain,” the proxyholder must not cast that club’s votes in that election or for that proposal.

Uninstructed Proxy
The club has not indicated a choice for particular candidates and/or proposal(s). The proxyholder must vote as they believe is in the best interest of the organization, and their vote must not be governed by any other person, group, or caucus.

As with any club business decision, the club should vote at a business meeting, with a quorum present, to decide whom to select as proxyholder and whether or how to instruct that proxyholder to cast their votes.

All members can find their member ID number on My Home by logging in to the Toastmasters International website. Their member ID can also be found in their Profile. Club Presidents and Club Secretaries can obtain member ID numbers of members in their club by accessing the club’s membership roster in Club Central.

While the Vice President Education is one of the club’s potential representatives to the District Council, the club’s proxyholder at the Annual Business Meeting must be designated by the Club President or Club Secretary. To ensure your club is represented, please speak with one of those two officers.

If there is no email address on file for the Club President and Club Secretary, a letter will be sent by postal mail to both the Club President and Club Secretary with instructions for accessing the proxy information on the Toastmasters International website.

World Headquarters mails proxy letters to those Club Presidents and Club Secretaries who do not have an active email address on file.

To order a duplicate copy, please contact us by email. Be sure to include the current Club President’s or Club Secretary's name, email address, and your club number.

All communications will be in English.

The deadline for assigning a club’s proxy is August 9, 2024, at 11:59 p.m. Pacific Daylight Time (PDT)/Universal Coordinated Time (UTC) -7.

District Directors will be able to see which clubs have assigned their proxies and which clubs have not. This information is accessed by following the steps below:

1. Log in to toastmasters.org with your email and password.
2. Scroll to the Annual Business Meeting section on My Home (directly below the My Education and Achievements section).
3. Click on “Club Proxy Designations.”

District Directors are provided with the Club Presidents' names and contact information to follow up.

Each undistricted club has been pre-assigned a District Director to whom their proxy will be assigned if the club chooses the “Designate District Director” option.

Voting delegates should follow the steps below during Credentials/the acceptance period, starting on August 10, 2024:

1. Log in to toastmasters.org with your email and password.
2. Scroll to the Annual Business Meeting section on My Home (directly below the My Education and Achievements section).
3. Click on “My Votes & Instructions.”
4. Under My Proxies, click on Accept all votes at the bottom of the page.
5. Watch the voter training video and confirm your intent to vote by checking the boxes and clicking “Accept all votes.”
6. Press “Ok.”
7. Click on “Download Proxy Summary Report” and select the desired paper size.

If you have already accepted all your votes, skip steps 4–6 and click on “Download Proxy Summary Report.”

You may be designated as the proxyholder for any number of clubs and carry any number of votes.

Credentials closes on August 13, 2024. More information about the Credentials process can be found in the Credentials FAQ.