Introduction[]
Before meetings[]
During meetings[]
Open the meeting:
- Welcome guests and ask them to introduce themselves
- Invite new members on stage and award them their printed name tag.
Close the meeting:
- Communicate about special events.
- Invite members who recently completed an award on stage and award them the corresponding ribbon or pin.
- Invite members who celebrate a membership anniversary (every 5 years of membership) and award them a Certificate of Achievement (the template is on Dropbox).
- Any other club business
- Address the guests and ask them for feedback.
After meetings[]
Beginning of the year[]
- Outline the calendar of the year: regular meetings, committee meetings, workshops, Christmas party, Club Contest, joint event with other clubs, etc.
- Think about what communication channel you are going to use with the officers and the members: emails, What's App messages, website, wiki, newsletter, Trello, phone, Zoom, etc.
- Organize a kick-off meeting with the officers to discuss about the goals, expectations, special events, communication channels, etc.
- Send the Club Leadership Handbook to the officers: https://www.toastmasters.org/resources/club-leadership-handbook
- Create a club success plan with the officers.
- Inform the officers about the Wiki and encourage them to maintain their corresponding page.
During the year[]
- Open and close meetings.
- Decide when the committee must gather and run officers meetings.
- Build teams to organize the special events.
- Reserve the room at Casa d'Italia. As many clubs and organizations use their room, it should be reserved at least 6 months in advance.
- Is the contact person with Casa d'Italia.
- Is the contact person with the Area Director.
- Inform the members about the officer roles and encourage them to be in the committee for the next year.
End of the year[]
- Organize the AGM, write a report about it and upload it on Dropbox.
- Update the access for Dropbox
- Give admin rights to the new president for both What's App groups (members and officers).
- Update the officers of the officesr What's App Group.
- Inform Casa d'Italia that the next president is the new contact person.
- Inform the new president until when the room is reserved at Casa d'Italia.
- Edit the contact information of the club in ClubCentral.
- Edit the clubcontact{at}toastmastersberne{dot}.ch forwarding rules on Cyon, so that it is forwarded to the president and vice-presidents. It is the responsibility of the VPE to handle the award completion request, and of the VPM to handle club contact from potential guests.
- Edit the info{at}toastmastersberne{dot}.ch forwarding rules on Cyon, so that it is forwarded to the president, VPE and VOM. It is the responsibility of the VPM to handle the incoming messages.
- Edit the officers{at}toastmastersberne{dot}.ch forwarding rules on Cyon.
- Update the Halter, Rechnungskontakt and Technischer Kontakt to the new president, treasurer, and VPPR respectively on Cyon.
- Transfer ownership or admin rights to any other tool to the new president and/or officers.