New Clubs FAQ
What are the requirements/fees for starting a new club?Back to Top
Clubs will be required to submit various charter forms and fees. The minimum requirement for the issuance of a charter is 20 members (17 of whom cannot belong to another club, except in the case of advanced clubs where dual membership is a prerequisite). Please click here for additional information.
Does $125 cover both the charter kit and new member fee?Back to Top
No. The $125 club charter fee is a processing fee and it covers the cost of the charter kit and the shipping of all materials. At the time of charter, all new members pay a new member fee of $20 each.
When and how are dues collected?Back to TopEach charter member (except paid transfer members) will pay dues for the first six months. At the next scheduled renewal (April or October), the club will pay a prorated renewal amount.
What is the OFAC?Back to Top
The Office of Foreign Assets Control (OFAC) of the U.S. Department of the Treasury administers and enforces economic and trade sanctions against foreign countries and regimes that threaten U.S. national security, foreign policy or economy. Non-comprehensive U.S. sanctions have been placed on Western Balkans, Belarus, Burundi, Central African Republic, Democratic Republic of the Congo, Iraq, Lebanon, Libya, Somalia, South Sudan, Ukraine, Yemen, Venezuela, and Zimbabwe.
What does it mean if I live in a non-comprehensive sanctioned country?Back to Top
Non-comprehensive U.S. sanctions forbid Toastmasters International from engaging in any business or activity with Specially Designated Nationals (SDNs) or Blocked Persons. Because World Headquarters does not have the capacity and resources to properly validate and identify whether a potential club member is on the SDN or Blocked Persons list or not, clubs bear the responsibility of checking the SDN and Blocked Persons lists and ensuring that no one on these lists is accepted as a member. More information and the list of SDNs and Blocked Persons can be viewed at http://www.treas.gov/ofac under the Resources section.
What is the difference between charter dues vs. renewals and prorating?Back to Top
Charter members are required to pay 6 months’ dues at the time their new club is chartered. At the next dues collection, either April 1 or October 1, the renewing charter members will pay a prorated amount (depending on the month of charter) to renew through the end of the regular renewal cycle.
Can you send me the New Club Information Kit?Back to Top
Members are eligible to receive one New Club Information Kit (Item 123) per order. Although this item is free, shipping must be paid by the member. The Orders team suggest you add this item to a future order to save on shipping cost. You can also download the contents here.
What is in the charter kit?Back to Top
The contents of the Charter Kit include key materials for club leaders, members, meeting and membership growth to help a newly chartered club get underway.
How long does it take to receive a charter kit?Back to TopMost packages should arrive within five to seven business days after processing the application to organize and/or the completed charter documents.
Is it necessary to send the original paperwork for a new club charter or can I send copies?Back to Top
Copies are acceptable for submission. The club should keep either the original or a copy for its records. Click here for information regarding retention of club records.
How can I find out if our charter’s paperwork has been received?Back to Top
Prospective Clubs update report can be found in the Distinguished Performance Reports Dashboard.
- At the top of the page, use the drop down menu to select your district.
- Click on Daily Reports on the left side of the page.
- Click on the Prospective Clubs link.
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?Back to Top
- The processing time for an Application to Organize is two business days.
- The review process for completed charter documents is two business days.
- Charter documents will be processed within five additional business days.
Can you tell me the status of our charter kit?Back to Top
Please contact us by email to request your charter kit shipping status and obtain tracking details.
Are you able to send me an invoice/receipt?Back to Top
If your company requires an invoice to provide payment, please submit the invoice request along with the charter paperwork and company details via email.
Once a charter is processed, any current club officer may login to Club Central to obtain the receipt(s).
Some of our members have received charter member certificates with their names misspelled. Can I request a corrected version and have it resent?Back to TopYes, you can. Please send an email with the correct information.
All of my members have filled out regular Toastmaster applications; do they also need to fill out charter membership applications?Back to Top
No, we don’t require charter member applications; however, please note that charter applications list applicable charter rates, whereas regular member applications indicate prorated dues based on member join dates.
Some of my members are paying with credit cards and some are paying with checks. Is this okay?Back to Top
Yes, we accept multiple payment methods:
- Credit Card: Visa, MasterCard, American Express, Discover
- Cashier’s Check/Money Order
- Wire Transfer
What is a club sponsor/mentor?Back to Top
A club sponsor is an individual who assists in the formation of the club before charter is granted. Sponsors support new clubs in the following ways:
- Market the new club idea to prospective members
- Help with meetings
- Assist with forms
- Plan the charter presentation
A club mentor is an experienced Toastmaster who provides guidance to a new club for a minimum of six months after its charter date. Each new club may have up to two sponsors and mentors as appointed by the district director or club growth director.
How do we appoint a sponsor/mentor after chartering?Back to Top
Additions, removals or substitutions after the club has chartered can be submitted within 60 days by the district director or club growth director by email.
Can I be appointed as club mentor after the 60-day grace period?Back to Top
District directors or club growth directors can submit mentors’ names no later than 60 days from the charter date.
Does a mentor/sponsor have to join the newly chartered club?Back to Top
No, 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 International.
What type of credit do sponsors and mentors receive, and how is credit obtained?Back to Top
Sponsoring a new club fulfills the “Club Sponsor, Speechcraft, or Youth Leadership” requirement for the Distinguished Toastmaster (DTM) award. Mentoring a new club fulfills the “Club Mentor or Club Coach Role Completion” requirement for the DTM award. To receive sponsor or mentor credit, any charter club officer can email firstname.lastname@example.org and confirm the role of a sponsor or a mentor has been fulfilled.
What can we do if we have misplaced our sponsor/mentor acknowledgment form?Back to Top
A sponsor/mentor can receive credit by having any charter officer email us and confirm the role has been completed.
Why does my sponsor/mentor code show as pending on the District Performance Report?Back to Top
This role is pending confirmation of completion. To receive sponsor or mentor credit, any charter officer can email email@example.com and confirm the role of a sponsor or mentor has been fulfilled.
I was a sponsor/mentor of a club chartered 20 years ago. Why don’t I see this online in My Toastmasters?Back to Top
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 Toastmasters/My Sponsorship History page. If your sponsor or mentor term is not listed on the My Sponsorship History page, contact us by email.
What is the difference between a Toastmasters club and a Gavel club, and what are the charter requirements?Back to Top
There are key differences between Gavel Clubs and Toastmasters Clubs. To request charter forms, or for additional information, contact us by email.
Can a new group take over an existing chartered club?Back to TopNo, please see the Articles of Incorporation and Bylaws of Toastmasters International bylaws, section 4.
Does a club in the United States need an EIN number to open a bank account?Back to Top
Yes, Toastmasters International will file a request with the IRS upon chartering a new club.
What is the process for changing a club’s name?Back to Top
Any registered officer can change the club’s name online at Club Central. If the officer does not have internet access, he or she can email the information, contact us by phone at +1 720-439-5050 or send a fax to +1 303-799-7753.
Please note: A club name change is an addendum change and requires an affirmative vote of at least a simple majority of the members present and voting at a club business meeting where a quorum is present. For additional information on the requirements and methods to make this change, please refer to the Club Constitution for Clubs of Toastmasters International, Article X, Section 7 Addendum of Standard Club Options.
Can I order a new charter certificate?Back to Top
A replacement charter certificate (bearing the club’s current name) can be purchased for $7 plus shipping through our Online Store. For additional information on ordering, contact us by email.
We are not going to charter our prospective club. What should we do with the materials?Back to TopMaterials may either be donated to another club or sent back to the district.
We received a charter kit with 20 fundamentals of public speaking, will we receive a supplemental order when we charter?Back to Top
No, these booklets contain three projects for charter members to complete until the club has officially chartered. Once the club is chartered, they can access Base Camp online and take advantage of the full Pathways experience.