Area Council Meetings
In Toastmasters, strong clubs are built on strong connections—and the Area Council meeting is a vital link in that chain. These meetings bring together club and area leaders to plan, collaborate, and support each other in delivering quality member experiences across the Area. When conducted regularly and effectively, Area Council meetings become a powerful tool for sharing best practices, solving challenges, and achieving success in the Distinguished Club Program (DCP).
What is an Area Council Meeting?
An Area Council meeting is a structured gathering of club leaders within a Toastmasters Area, convened and facilitated by the Area Director. It serves as a forum for club collaboration, strategic planning, and progress monitoring. Typically held quarterly or at key points in the Toastmasters year, these meetings offer a space for peer learning and leadership development.
Who Should Attend?
The Area Council includes the following officers from each club in the Area:
- Club President
- Vice President Education
- Area Director (Chairperson of the Council)
Your Area might also have an Assistant Area Director for program quality, an Assistant Area Director for club growth and an Area Secretary.
Other club officers, the Division Director and the Immediate Past Area Director are encouraged to attend and participate but do not have a vote in formal decisions.
Why Area Council Meetings Matter
Area Council meetings offer several benefits:
🟦 Alignment and Goal-Setting
- Promote shared understanding of club, Area, and District goals.
- Help clubs align their Club Success Plans with DCP targets.
🟦 Peer Support and Problem Solving
- Provide a confidential and supportive space to discuss challenges.
- Share solutions and successful practices across clubs.
🟦 Training and Mentorship
- Offer leadership development opportunities for club officers.
- Reinforce learning from Club Officer Training in practical terms.
🟦 Event Coordination
- Coordinate Area-wide initiatives such as speech contests, joint meetings, and marketing campaigns.
🟦 Celebrating Success
- Recognise club and individual achievements, reinforcing motivation and morale.
Standard Agenda for an Area Council Meeting
While the agenda may vary depending on the time of year and specific needs, the following template offers a solid foundation for an effective Area Council meeting:
1. Welcome and Purpose (5 minutes)
Led by the Area Director. Set the tone and state the meeting objectives.
2. Club Updates (15–20 minutes)
Each Club President or VPE gives a brief report:
- Progress against Club Success Plan goals
- Recent successes
- Challenges and support needed
3. Area Progress and DCP Overview (10 minutes)
Area Director shares Area-wide metrics and recognises progress:
- Number of Distinguished clubs
- Member growth
- Training attendance
- Club health indicators
4. Shared Planning and Collaboration (15 minutes)
Discuss upcoming joint events, contests, or initiatives:
- Area speech contests
- Membership-building drives
- PR/social media collaboration
5. Leadership Development (10 minutes)
Short roundtable or mini-session:
- Problem-solving a common challenge (e.g., low attendance)
- Sharing a best practice (e.g., mentoring or Pathways engagement)
6. Questions, Support, and AOB (Any Other Business) (10 minutes)
Open floor for questions, concerns, or suggestions.
7. Summary and Next Steps (5 minutes)
Agree on follow-up actions, assign responsibilities, and set date for next meeting.
Final Thoughts
Area Council meetings are not just administrative tasks—they are a leadership forum that builds community, accelerates club success, and supports the Toastmasters mission. By meeting regularly and purposefully, Area leaders can transform a group of clubs into a supportive, high-performing team.
Whether you’re an Area Director looking to engage your clubs or a club officer eager to connect and grow, the Area Council meeting is your platform for progress. Make the most of it.
