Club Leadership

This page describes the Toastmasters club executive committee.  These people are the leaders in the club and are responsible for the running of the club.  

Club Officers’ Roles

Here’s a short description of the club officers and their roles.

President: Responsible for general supervision and operation of the club.  Presides at Club and Executive Committee meetings.  Conducts General Business at club meetings.  Hosts the Area Director visits.  Attends Area Council meetings. Acts as a mentor and cheerleader for the club and as a reward learns how to motivate members to work as a team for the good of the club.

Vice President Education: Responsible for promoting the Toastmasters Educational program to club members, and prepares the meeting program.  Attends Area Council meetings. Acts as a mentor and coach for members who do not have a formal assignment for that role. A great role to explore the Toastmasters world beyond the club.

Vice President Membership: Responsible for marketing and promoting the club, and maintains membership records. Motivates themselves and others to help in converting guests into members.

Vice President Public Relations: Responsible for developing, implementing and administering a publicity programme for the club. Motivates themselves and others to help in getting guests into meetings.

Secretary: Responsible for keeping all the club records and correspondence, submitting membership and officer records to Toastmasters International. Ensures that copies of records reach the correct people, and that record retention policies are followed.

Treasurer: Responsible for controlling the club’s finances. In corporate clubs, may also manage the sponsorship relationship with the company.

Sergeant at Arms: Serves as the master host/hostess, and looks after all the club equipment and resources, including refreshment supplies. Team lead in organising social functions, and in opening every meeting with a call to order has a speaking role at every meeting. A great role for developing your own style.

Immediate Past President: Provides guidance and serves as a resource to current club officers and members. An active member of the Executive, acts as either a mentor or coach as required. A great role to learn the difference between mentoring and coaching.

A club must have a minimum of three officers: the president, a vice president, and the secretary, or secretary-treasurer.  Each office must be held by a different person.

Training is provided

All club officers should attend the two Club Leadership Training sessions organised by the Division and Area Directors during their term of office.  This training is usually 2-3 hours and can be held on a weekday evening or at weekends.  New members of a club executive find the training invaluable for finding out what their role is, and meeting Toastmasters performing the same role in other clubs.

Training is open to all members, not just the Executive. Members attending training who see the Toastmasters “world beyond the club” tend to be longer-term than those who do not.

If you wish to have a strong club, you need to work at forming a strong Executive.

Electing a new Club Executive

All Toastmaster clubs are required to hold their Annual Business Meeting at the first meeting in May, and elect a new club executive. The new executive takes office on 1 July.

For clubs which elect their club leaders every six months, the new executive takes office on 1 July and 1 January each year. One of the critical roles of each Executive member is to act as a mentor to their successor.

Outgoing Officer Duties

There are a number of duties the outgoing executive needs to perform, and these are briefly outlined below.


  1. Plan a transition meeting between outgoing and incoming officers.
  2. Prepare the annual report.
  3. Install new club officers at the first meeting in July.
  4. Ensure the new club officer list is updated on the Toastmasters International website.
  5. Ensure smooth transition of leadership to their successor.

Vice President Education

  1. Prepare the club forward speaking programme to the end July.
  2. Update members’ manuals and progress charts.
  3. Lodge member achievement awards for recognition with Toastmasters International.
  4. Pass education programme information to their successor.

Vice President Membership

  1. Check membership records are up to date.
  2. Pass membership program information to their successor.

Vice President Public Relations

  1. Prepare a news release about the newly elected officers.
  2. Publish transition information in the club newsletter or on the club website.
  3. Pass public relations program information to their successor.


  1. Update the club profile on the Toastmasters International website.
  2. Prepare annual financial report for presentation at the Annual Business Meeting.
  3. Change bank account signatories.
  4. Pass club records to their successors.

Sergeant at Arms

  1. Audit club supplies and resources.
  2. Replenish club supplies.
  3. Transfer club supplies, keys and information to their successor.

Immediate Past President

  1. Provide guidance and resources to support current President and executive.
  2. Act as Nominations committee chair for the following year’s club executive.
  3. Conduct the elections for the following year’s club executive.

Incoming Officer Duties

All incoming officers take office on 1 July and/or January.  There are a number of duties to be performed.


  1. Hold an inaugural club executive meeting.
  2. Plan club goals for the new year using the Distinguished Club Programme.
  3. Review duties with each newly elected club officer.
  4. Schedule executive committee meetings (monthly or bi-monthly).
  5. Prepare a report for club executive meetings.
  6. Attend Area Council meetings.
  7. Conduct General Business at all club meetings.

Vice President Education

  1. Review the club forward speaking program and prepare new program.
  2. Promote the educational program to club members.
  3. Plan club speech contests.
  4. Prepare a report for club executive meetings.
  5. Attend Area Council meetings.

Vice President Membership

  1. Plan the membership building program.
  2. Review and update the guest pack and resources.
  3. Prepare a report for club executive meetings.

Vice President Public Relations

  1. Plan the annual public relations programme.
  2. Review and update publicity materials.
  3. Publish a club newsletter and update the club website.


  1. Record and publish minutes of club executive meetings.
  2. Keep the club constitution and bylaws.
  3. Develop a club annual budget.
  4. Prepare a financial report for club executive meetings.
  5. Check club bank account signatories have been transferred.

Sergeant at Arms

  1. Assume custody of club property, resources, and keys.
  2. Assist with preparation of the meeting venue for meetings.
  3. Assist club members with special requirements for speech assignments.

More Resources

The Club Leadership Handbook issued to all club officers at the beginning of the Toastmasters year has a wealth of information and resources for the successful running of a club. This Handbook also contains a large number of online links to further information; having an online copy so these links are available will make you a more effective Club Officer.

Club officers also attend Club Leadership Training for role-specific information, to meet other club leaders, and to learn how Executive teams can become effective teams. The knowledge you gain from Leadership Training is invaluable in work situations – another example of Toastmasters being “a safe place to make mistakes”.