New Clubs FAQ
What are the requirements 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. Please click here for additional information.
Does $125 cover both the charter fee and new member fee?Back to Top
No. The $125 club charter fee is a processing fee. At the time of charter, all new members pay a new member fee of $20 each. Tax may be applicable for the new member fee in some states as a digital product and can be reviewed here.
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 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
Are any resources included with the $125 charter fee?Back to Top
Yes. Once the charter fee has been received and processed the club will be provided with a link to digital files which include new club resources.
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.
Are you able to send me an invoice/receipt?Back to Top
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.
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
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.
What are the requirements for an advanced charter?Back to Top
Advanced Toastmasters clubs are clubs with a requirement that its members have already achieved an advanced Toastmasters education award, have progressed to a certain level within the Toastmasters program, or have held a certain level of a Toastmaster leadership role. In these clubs, members focus on developing advanced skills, listening to advanced-level presenters, and receiving evaluations and feedback from other experienced members. Please email firstname.lastname@example.org for additional information.