FAQ

1. My club can no longer meet in person due to travel restrictions. What should we do?

We encourage all clubs that cannot continue holding club meetings in person to meet online. For help transitioning your club to meet online, visit this webpage.

2. Will the International Convention still take place this year?

The Board of Directors has voted to cancel the 2020 Toastmasters International Convention that was to be held in Paris, France. While the convention has been cancelled, there are several events that will still be conducted. We are currently working on alternative methods to conduct District Leader Training, Candidates’ Showcase, the Annual Business Meeting, and the World Championship of Public Speaking®. The Board has voted to hold the 2021 International Convention in Paris, France, thereby moving the 2022 International Convention to Nashville, Tennessee.

3. What is being done to support members during the COVID-19 pandemic?

The Board of Directors has extended the April dues renewal to April 30, 2020. Area, Division, and District events need to be cancelled, moved to an online format, or altered to conform to local policies. We will continue to monitor the situation and evaluate if further changes are necessary.

4. When will I lose access to Base Camp?

Members who have not paid by April 1 and are concerned that they will lose access to Base Camp, please know that your access will continue until April 30. Please note that members are not receiving a free month of membership, but rather an option to delay payment of their six-month renewal dues until the end of April without an interruption of benefits.

1. Will Toastmasters create a training for how to conduct an online meeting and online contest?

Yes, more information on how to conduct online elections and the District-level speech contest will be forthcoming. On the Virtual Meeting and Vote page of the Toastmasters website, there is information related to conducting the District council meeting online.

2. Can club sponsors, mentors, and coaches stay remote after we return to normal operation?

It is not required for sponsors, mentors, or coaches to attend the club meetings in person, so they are welcome to continue assisting the clubs in the format that is best for all.

1. Why is it a requirement to be conduct the annual District Council meeting and International Speech contest on or prior to June 1? According to the by-laws, the Business Meeting has to be done prior to June 1, but there is nothing for the Contests. Is that not the case?

The purpose of the District conference is to hold the annual District Council Meeting and for the International Speech Contest. Therefore, both events need to be conducted on or prior to June 1. This is also extremely important because of region quarterfinals; this will give judges enough time to review the speeches.

2. Our conference is so close to the June 1st date. If possible, can we still go ahead and have the conference in-person as scheduled?

At this time, no. The Board established the date, and we must abide by it. Also, due to the ever-changing environment, if things do not get better, there will not be any time left to conduct the meeting and contest. The business meeting is the only required event; the contest may be decided by the DEC if it should continue or not.

3. How is quorum calculated for the business meeting?

This will be similar to the first District council meeting that was held online. It will be based on the members of the District Council, and how many members register and/or attend the meeting.

4. Are proxies allowed?

Like the first council meeting, proxies are not allowed.

5. How do we handle secret ballots for voting during an online contest?

Both ElectionBuddy and Election Runner have the option to keep voters anonymous. If you like, you can find more information here on virtual meeting and voting.

6. Have the rules reference voting at the Business meeting (max 3 votes per individual and definition of a quorum) changed as a result of the District choosing to conduct the meeting online?

No. When the voting process is conducted online, no proxies will be permitted. Each District Council member must cast their own vote. District Executive Committee members are entitled to one (1) vote and may cast up to two (2) additional votes as a Club President or Vice President Education. All other members of the District Council shall be limited to a maximum of two (2) votes.

1. My club has stopped meeting. What should we do?

All clubs should continue to hold meetings, but should do so online to protect the health and well-being of its members. If your club is not currently meeting, gather your fellow club officers and discuss what can be done to continue holding club meetings. If you feel you need extra help, reach out to your Area Director.

2. When will my club lose access to Club Central?

With the Board’s decision to extend the dues renewal deadline to April 30, 2020, all clubs will retain access to Club Central until April 30.

3. If my club submits payments after April 1 but before April 30, will we receive Distinguished Club Program credit?

Yes. Any club who meets the renewal requirement by April 30 will receive their Distinguished Club Program credit.

1. The current situation with COVID-19 will have an effect on the District results on the District Success Plan. Will the current criteria in the District Recognition Program be changed to take the new situation in consideration?

The District Recognition Program is being reviewed to determine if and how modifications can be made to accommodate the impact of the coronavirus disease has had on our members and clubs.

2. Is it possible that Districts in the future will get a Zoom account from Toastmasters International, or get a discounted rate as being part of Toastmasters International?

Thank you for this suggestion. This is something we can explore with Zoom and will keep you posted on the outcome.

3. Can District contests be completed in person after June 1?

District speech contests must be held online on, or prior to, June 1, 2020. Districts are responsible to inform World Headquarters as to whether they will be conducting or canceling their contest, and the date on which their contest will be held. Districts who conduct speech contests must submit video of their International Speech Contest winner within one week of their contest date.

4. Is there a “magic number” of Districts saying they are not going to host contests that will cancel them altogether?

No, there is no number being used to cancel contests altogether.

1. Are Area Director visits still being completed?

Yes, Area Director visits are still occurring, but will need to be conducted online.

2. Will round two of Area Directors visit report be extended?

At this time, Area Director visit reports are still due May 31.

3. Since clubs are either not meeting or have switched to meeting online, should Area Directors still conduct their visits?

Yes, Area Directors should still conduct their visits, now more than ever, but should do so online. If clubs are not meeting, it is a good opportunity for the Area director to extend their support. Area Directors can get an understanding of why the club is not meeting, as well as the rest of the information required for Area Director reports. The Area Director can also help facilitate the club meeting online.

4. In some Districts, the incoming Area Director will be elected by the Area council. Is it allowed to have an online Area Council meeting to elect the new Area Director?

Yes, Area Council meeting may be conducted online, and the election for Area Director may also be conducted online.

1. If the first-place winner chooses not to compete in an online contest, can the second-place winner compete instead?

Yes.

2. How should we go about obtaining signatures for speech contest forms?

The Judge’s Certification of Eligibility and Code of Ethics and the Speaker’s Certification of Eligibility and Originality must be completed and returned to the chief judge. This can be a digital signature directly on the fillable form or a scan or photo of the printed and completed form.

3. What should we do if technology fails while a speaker is delivering their speech?

If technology fails and the chief judge determines that the contest needs to be paused, the contestant speaking will be allowed 30 seconds extra overtime and should resume their speech at the point at which the technology failed. If the technology repeatedly fails, the chief judge has the right to make the decision to reconvene the contest at a later date or time, if they feel that the contest can no longer continue.

4. What should we do if technology fails for a judge while a contestant is delivering a speech?

It is up to the chief judge to determine if technology failure on the part of one judge should pause the contest. Some Districts may choose to appoint extra voting judges in the event of a technology failure on the part of a voting judge.

5. Can a contestant ask for audience members to turn their webcams on so they can interact with the audience?

The timer should leave their camera on through the entire contest and remain visible to all contestants. All other audience members should keep their webcams off. Webcams can slow down internet traffic and distract from a clear view of contestants.

1. What are the rules for an online contest? Will the judging criteria change in any way?

The judging criteria remains the same, but judges will be instructed not to judge contestants on the quality of their video but rather to judge based on the judging items outlined in the judge’s guide and ballot (e.g., content, delivery, language for the International Speech Contest). Should technology issues occur to a degree that hinders the contest, the chief judge can make the decision to stop the contest and resume when the issues are resolved.

2. How should a judge grade the "Effectiveness, Achievement of Purpose, Interest, Reception" for a speech?

While observing audience member reactions is one way of determining how to score a contestant for Effectiveness (which includes achievement of purpose, interest, and reception), it is not the only indicator that should be considered. First, judges can consider their own reaction to the speech as an audience member. Additional questions to keep in mind when rating effectiveness include: Was the subject relevant to the audience? Was the subject presented clearly? What was the speech purpose? Did the speaker achieve their purpose?

1.Will Toastmasters International create specific guidelines for the recording of the online international speech contest?

We are currently working on guidelines and best practices for conducting the online International Speech Contest, including how to set up your recording effectively. The region quarterfinals chief judge will take into consideration the online speech contest exception and limitations of this environment when reviewing videos. The rules regarding video recordings will not change but there will be some leniency around the how the rules are enforced. Make every effort to ensure that your contestants can be easily seen and heard. Please refer to the guidelines here.