Starting a New Club
What are the requirements/fees for starting a new club?
Clubs will be required to submit various charter forms, including the Application to Organize, charter payments, charter member applications, charter club officer information, club information and Club Constitution and Bylaws. The club charter fee is $125 and new members pay a $20 New Member Fee (can be waived for dual, reinstated or transfer members not needing materials), plus $36 to cover the dues for the first six months ($27 for undistricted area clubs).
Does $125 cover both the charter kit and new member kit?
The $125 club charter fee is a processing fee that covers the cost of the charter kit and the shipping of all materials. If an Application to Organize is submitted prior to other charter documents and the club is a prospective one, 20 New Member Kits will be sent in advance. These are to be handed out to those individuals who have paid dues and will be part of the charter when the club’s membership reaches the 20-member minimum.
When and how are dues collected? Also, please explain charter dues vs. renewals and prorating.
Each charter member (except those members who have paid and transferred from another club) will pay dues for the first six months. At the next scheduled renewal (April or October), the club will pay a prorated renewal amount. For example, members of a club chartering in January would pay $36 dues for the first six months (January through June). In April, charter members would owe a prorated amount of $18 for the remaining months of the renewal cycle (July — September). From that point on, all members will pay $36 every April and October. This differs from established clubs, where new-member dues are prorated according to the month they join, and their renewal dues are the full amount. For example, new members joining in the month of January would pay $18 for dues (January — March), and in April they would pay $36 for the full six-month cycle. Either way, dues are $6 per month. The difference is in how the dues are collected.
Can you send me information or brochures about Toastmasters?
Informative promotional brochures and new club forms and can be found online here. Printed copies may be requested by emailing firstname.lastname@example.org.
What is in the charter kit/new member kit?
Charter kit and member kit contents are listed on the last page of the How to Build a Toastmasters Club manual.
How long does it take to receive a charter kit/new member kit?
Applications to Organize are normally processed within 24 hours and materials are shipped within 48 hours. All charter kits and member kits are packaged together and shipped by courier so that tracking information can be provided. Most packages should arrive within one week.
Is it necessary to send the original paperwork for a new club charter or can I send copies?
Copies are acceptable for submission. The club should keep either the original or a copy for its records, so please make copies before submitting.
How can I find out if our charter’s paperwork has been received?
We assign a club number upon the review of a club submission. That number will appear on the District Performance Reports. After selecting your district in the top left drop-down menu, choose the Prospective Club link on the menu (right side). The various charter documents will be listed and the report will include the status of each document (received complete, incomplete or missing). You can recognize your club by either the club name and/or location, or by the club contact name (president or club coordinator).
Once the club’s paperwork is received, how long will it take to process?
Processing times for Applications to Organize are 24 hours. The review process for full club charter is two days, and processing will be completed within two additional days.
Can you tell me the status of our charter kit?
Please email email@example.com to request your order’s status and obtain tracking details.
Are you able to send me a receipt/invoice?
Yes. Once a charter is processed, we can send a receipt for any transaction, showing the order as paid. If your company requires an invoice to provide payment, please submit the invoice request along with the charter paperwork and we will provide an invoice. Please include company details.
Some of our members have received charter member certificates with their names misspelled. Can I request a corrected version and have it resent?
Yes, you can. Please send an email with the correct information to firstname.lastname@example.org. We will make the corrections and mail new certificates.
All of my members have filled out regular Toastmaster applications; do they also need to fill out charter membership applications?
No, we don’t require charter member applications, but please note that charter applications list applicable charter rates, whereas regular member applications indicate prorated dues based on member join dates (which are not applicable for charter members). In addition, no individual can get credit for sponsoring a charter member, as one can with a regular member application.
Some of my members are paying with credit cards and some are paying with checks. Is this okay?
Yes, we accept multiple payment methods, but we cannot process overpayments or club dues on a credit card. Any overpayment made by check, however, will be refunded back to the club after processing.
Are we able to send a wire transfer?
Yes, wire-transfer information can be obtained by contacting email@example.com. Each wire-transfer transaction is subject to a fee charged by the issuing bank, and Toastmasters International charges $10 per transaction, as well. If you decide to send a wire transfer, please forward a copy of the confirmation by email so that we can verify the funds.
What is a club sponsor/mentor?
A club sponsor is an individual who supports a club by marketing it to prospective members. The sponsor also helps with meetings, assists with charter form submissions and plans charter presentations. A club mentor is an experienced Toastmaster who provides guidance to a new club for up to one year after its charter date. For more on club mentoring visit Mentor a Club.
How do I get a sponsor/mentor?
Sponsors and mentors are either appointed or approved by the district governor or lieutenant governor marketing.
How do we appoint a sponsor/mentor (before vs. after chartering)?
Each club can name up to two sponsors, two mentors and two sponsoring (founder) clubs. Sponsors and mentors can be listed on the club’s Application to Organize. Changes prior to chartering can be submitted by anyone (subject to DG or LGM approval). Additions, removals or substitutions after the club has chartered can be submitted within 60 days by the DG or LGM, who must send an email to firstname.lastname@example.org.
Does a mentor/sponsor have to join the newly chartered club?
Mentors and sponsors of a newly chartered club are not required to join that club, although they often do. However, in order to be listed and obtain credit, sponsors and mentors must be members of Toastmasters. Sponsors can be new members joining the new club; however, mentors should be experienced Toastmasters.
What kind of credit do mentors/sponsors get, and how do they obtain it?
Sponsoring and mentoring a club fulfills one of the requirements for the Advanced Leader Silver (ALS) award. Sponsors and mentors are sent an acknowledgment form shortly after the charter is issued. Each form should be signed by the charter president and by the sponsor or mentor, and returned for credit (by mail, fax or email). Once awarded, we send a certificate to that sponsor or mentor.
What can we do if we have misplaced our sponsor/mentor acknowledgment form?
If the acknowledgment form cannot be located, the charter president may send an email confirming the person’s completion of duties to email@example.com.
Why does my sponsorship/mentorship show as pending on the District Performance Report?
If you have been appointed as a sponsor or mentor, but have not yet been awarded, the award will show as pending on the New Club Sponsor and Mentor report in the District Performance Reports, and on the My Sponsorship History page under My Profile. To be awarded, please return your signed acknowledgment form or have the new club charter president confirm your completion of duties by sending an email to firstname.lastname@example.org.
Can I be appointed as club mentor after the 60-day grace period?
All sponsors and mentors must be approved and communicated by the district governor or the lieutenant governor marketing within 60 days of the club charter, and club mentors are to be in place for the first six months following the charter. For special considerations, please contact email@example.com.
I was a sponsor/mentor of a club chartered 20 years ago. Why don’t I see this online in My Profile?
If you served as a sponsor or mentor of a club which chartered prior to August 2003, you will not see your sponsorship on the My Profile/My Sponsorship History page. If your sponsor or mentor term is not listed on the My Sponsorship History page, you may still apply for an ALS by contacting firstname.lastname@example.org. If the club is still active, we can confirm this service. If you have a certificate, this will serve as proof of your completion.
What is the difference between a Toastmasters club and a Gavel club, and what are the charter requirements?
Key differences and other facts are provided on the Gavel Clubs web page. To request charter forms, or for additional information, contact email@example.com.
What is the process for changing a club’s name?
After voting on a club name change, any officer can log onto the Toastmasters Web site to access Club Central. Click on the club name/number and choose the menu option: Update my club meeting information. The club name, as well as several other club details, can be updated via the resulting page.
Can I order a new charter certificate?
A replacement charter certificate (bearing the club’s current name) can be purchased for $7 plus shipping through our Online Store (item 9015): www.toastmasters.org/9015. For additional information on ordering, contact firstname.lastname@example.org.
Does our club need an EIN number to open a bank account?
Many banks in the United States require an EIN (Employer Identification Number) to open a bank account for a new club. Toastmasters International will file a request with the IRS upon chartering a new club. A designated club officer can hold payments until the club has opened an account or until the payments are sent to World Headquarters. The club may also temporarily deposit payments into another club’s account.
We are not going to charter our prospective club. What should we do with the materials?
Materials may either be donated to another club or sent back to the district.
We are close to chartering, but we need more member kits (some may have been lost), can we order more?
At the time your club submitted the Application to Organize, we sent 20 New Member Kits to be distributed to the first 20 new members who signed up as charter members. Kits should only be given to members who commit and pay for membership (including the $20 New Member Fee). If those members withdraw, the funds collected can be used to replace the kits. If your club charters with more than 20 members paying the New Member Fee, we will send additional kits at the time of charter.
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