Proxy Assignment FAQ

Each club in good standing is entitled to two votes at the Annual Business Meeting (ABM). For these votes to be cast at the ABM, a club must first assign its proxy by designating a member (in good standing) as the club’s proxyholder. The process of assigning a proxy, known as “proxy assignment,” is completed on the Toastmasters International website by either the Club President or Club Secretary before the deadline.

If a club’s proxy is not assigned by the deadline, the club’s two votes cannot be cast at the Annual Business Meeting.

No. The proxy system does not automatically assign the club’s proxy to anyone; a proxyholder must be designated. The Club President and Club Secretary are the two club officers who are responsible for designating the proxyholder. If the Club President or Club Secretary intend to act as proxyholder for the club, they must assign the proxy to themself.

The Club President or Club Secretary can designate an individual member in any of the following three categories as proxyholder:

• An active member from the club
• The District Director in office at the time of the Annual Business Meeting
• Another active Toastmasters member

No. The Club President or Club Secretary designates a single individual member to act as proxyholder and carry the club’s two votes. The club’s two votes cannot be split between multiple proxyholders.

Per Policy 2.0, Section 4.C., a club is considered in good standing when the following criteria have been met:

• A minimum of eight members have submitted their dues for the current dues period
• At least three of these members must have been club members during the previous renewal period.

Clubs have the option to provide voting instructions to their designated proxyholder. If voting instructions are provided, those votes are considered “instructed”; if no instructions are provided, those votes are considered “uninstructed.”

Instructed Votes
The club has indicated a choice(s) for 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 for any candidate in that election or for/against that proposal.
If subsequent ballots are needed for an election, and the candidate(s) the club indicated is removed from consideration, the proxyholder will vote as they believe is in the best interest of the organization.

Uninstructed Votes
Uninstructed Votes The club has not indicated a particular choice for 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.

No, an individual member can act as proxyholder for any number of clubs and may cast each of those clubs’ two votes at the Annual Business Meeting.

Per Policy 9.1, Section 12, proxy assignment is available to Member Clubs no later than July 10 each year.

To assign the club’s proxy, starting in July, the Club President or Club Secretary (not both) can follow the steps below:

1. Log in to toastmasters.org/myhome 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.”
   1. If you are an officer in multiple clubs, select the club for which you want to assign the proxy.
4. Click the “Start” button next to “Designate Proxyholder.”
5. Select from the three options for designating a proxyholder: A member of the club, the District Director, or other Toastmasters member.
6. Follow the prompts to complete the process. To submit your proxyholder designation, on the “Review, edit, and submit” page enter your name into the signature box at the bottom, 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 submitted at a later time from “Club Proxy & Voting Instructions.”

Yes. If a club wants to change its proxy assignment, the Club President or Secretary can follow the steps below before August 12, 2026, at 11:59 p.m. Pacific Daylight Time (PDT)/Universal Coordinated Time (UTC) -7:

1. Log in to toastmasters.org/myhome 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.”
   1. If you are an officer in multiple clubs, select the club for which you want to assign the proxy.
4. Click the “Edit” button next to “Designate Proxyholder” to start the reassignment process.
   1. Click the “Edit” button under “Proxyholder.”
   2. Select one of the three categories for the new proxyholder and input the required information.
   3. 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.”

Clubs are only able to make changes to the club proxy assignment until August 12, 2026, 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 (2) votes, cast by the club’s single proxyholder, on each item (election or proposal) presented for a vote.

Per Policy 2.0, Section 4.C., a club is considered in good standing when the following criteria have been met:

• A minimum of eight members have submitted their dues for the current dues period
• At least three of those members must have been club members during the previous renewal period.

Clubs have the option to provide voting instructions to their designated proxyholder. If voting instructions are provided, those votes are considered “instructed”; if no instructions are provided, those votes are considered “uninstructed.”

Instructed Votes
The club has indicated a choice(s) for 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 for any candidate in that election or for/against that proposal.
If subsequent ballots are needed for an election, and the candidate(s) the club indicated is removed from consideration, the proxyholder will vote as they believe is in the best interest of the organization.

Uninstructed Votes
The club has not indicated a particular choice for 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.

Though the Vice President Education is one of the club’s potential representatives on the District Council, the club’s proxyholder at the Annual Business Meeting can only be designated by the Club President or Club Secretary. To ensure your club is represented, please ask one of those two officers to assign the club’s proxy on toastmasters.org.

Even if a member has selected “No” for email under “My Privacy and Consents,” that member will still receive communications related to their membership and the organization’s business, such as voting and proxy assignment.

The emails regarding club proxies are sent to both the Club President and Club Secretary.

All communications will be in English.

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/myhome 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.

No, an individual member can act as proxyholder for any number of clubs and may cast each of those clubs’ two votes at the Annual Business Meeting.

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.

The deadline for proxy assignment will be in Pacific Daylight Time (PDT)/Universal Coordinated Time (UTC) -7.

To ensure a club’s votes can be cast at the Annual Business Meeting, proxyholders must complete the Credentials process. More information about the Credentials process can be found in the Credentials FAQ.

More information about the Annual Business Meeting can be found in the Annual Business Meeting FAQ.

If you have additional questions, please contact proxyinfo@toastmasters.org.