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Toastmasters UK North & Ireland

Area Director Guidance

Congratulations on stepping up to this vital leadership role. You have an exciting journey ahead of you. It will be one in which you’ll learn a lot and contribute a great deal to transforming people’s lives. There are many that say that the Area Director is the most important role in Toastmasters International. You will make a difference by serving your clubs and your fellow Toastmasters.

Area Directors connect clubs with the wider District. Throughout the year, they support club leaders, monitor club progress, organise Area activities and ensure important reports are completed on time.

What to do

Essential activities

  1. Introduce yourself to the clubs in your Area
    1. If you do not already the contact details for the club, then you can find their details using the Find A Club feature on the toastmasters.org.  You can send them a message through this system
  2. Ensure that all clubs in your Area have submitted their club officer list
    1. All clubs are expected to hold their club officer elections in early May. Refer to the Club Leadership Handbook for more information
    2. A timely submission of the club officer list is essential in order to for them to participate in training activities
    3. The officer list must be submitted on Club Central. To be valid, the club needs a President, Secretary and at least one Vice-President (VP Education, VP Membership, VP PR)
    4. You can see the list of clubs that have submitted their officer list on the daily report dashboard
  3. Introduce yourself to your incoming Division Director
    1. You can find their details here
  4. Conduct an effective handover with the current Area Director
    1. If you do not already have the contact details for your current Area Director, you can find them on the District 71 website
    2. Use this Area Director handover template.  It will help you make sure you have everything you need. You might find that the current Area Director does not have all these details, but it should help with the conversation. Use it to help you think through the information you will need for the year
    3. Use the Toastmasters Dashboards to obtain information about the clubs in your Area. If you are unfamiliar with the dashboards, this video gives guidance on how you can use these when preparing for conversations and visits to your clubs
  5. If you have not already done so, send your signed District Leader Agreement and Release Statement to the Administration Manager
  6. Register to attend the District Leader Kick-Off meeting on 30 June from 7:30 to 8:30pm

Recommended activities

  1. Arrange a call or meeting with the incoming President of each club to discuss how you can support them
  2. We like to feature our District Leaders on our website to make it easier for you to build connections with members and your peers.  You can find your profile here. You can use your profile to share your photo, preferred pronouns (such as she/her), a short biography and links to your social media profiles (LinkedIn and Facebook). If you would like to update the information on your page, please send the details to Eileen O’Neill
  3. Complete the District Leader Badge Information form. This will allow us to order an official badge for you

What not to do (yet)

  1. You do not need to start planning club officer training (COT) events yet. An enhanced COT programme is being developed and more news will be shared soon
  2. Do not start planning Area speech contests yet. Each year the District Executive Committee (of which you will be a part) makes decisions about speech contest types and dates. Wait until these decisions have been made before planning your contests

Plan to attend training

We’re still working on a training programme that helps you develop your skills in a way that is relevant and engaging. 25th Manchester and 26th July Dublin.
The October event will be a full day of workshops, practice and fun. They will focus on developing your skills in being a more effective leader, both within Toastmasters and beyond.

A month-by-month guide for District 71 Area Directors

Use this calendar to plan your year from July 2026 to June 2027.

Every Month

Area Directors should:

  • Contact every Club President and follow up on agreed actions.
  • Review each club’s membership and Distinguished Club Program progress.
  • Offer additional support to clubs experiencing membership or leadership challenges.
  • Keep the Division Director informed about Area and club progress.
  • Promote District training, events and opportunities.
  • Attend scheduled Area, Division and District meetings.
  • Monitor actions identified during previous club visits.

Area Directors must visit every club at least twice during the year. Quarterly visits are recommended where possible.

July — Establish the Area

By the end of July:

  • Introduce yourself to every Club President and Vice President Education.
  • Confirm the clubs assigned to your Area.
  • Obtain current contact details for club officers.
  • Meet your Division Director and agree communication arrangements.
  • Review each club’s membership and previous Distinguished Club Program performance.
  • Begin preparing the Area Success Plan.
  • Create an Area calendar covering training, visits, council meetings, contests and District events.
  • Schedule the first Area Council meeting.
  • Begin the first round of club visits.

Month-end outcome: Every club knows who its Area Director is, how to obtain support and what to expect during the year.

August — Agree the Plan

By the end of August:

  • Attend Area and Division Director training if not already completed.
  • Finalise the Area Success Plan.
  • Share the plan with the Area Council and Division Director.
  • Hold the first Area Council meeting.
  • Review each club’s Club Success Plan and Distinguished Club Program goals.
  • Encourage club officers to complete first-round club officer training.
  • Continue first-round club visits.
  • Identify clubs requiring additional membership or leadership support.
  • Publish the District 71 contest dates and begin recruiting contest teams.

Deadline

31 August: First-round club officer training closes.

Month-end outcome: The Area has agreed goals and a clear support strategy for every club.

September — Complete Training

By the end of September:

  • Complete Area Director training.
  • Confirm that your training attendance has been recorded.
  • Continue first-round club visits and submit reports promptly.
  • Review October membership-renewal progress with every club.
  • Identify clubs at risk of falling below the minimum membership requirement of 8 members.
  • Escalate concerns about clubs at risk of losing good standing to Division Director and Club Growth Director.
  • Support clubs preparing for their Online Speech contests.

Deadline

30 September: Area and Division Director training period 1 must be completed and reported.

Month-end outcome: Training is complete, renewal risks are understood and first-round visits are progressing.

October — Renew and Compete

By the end of October:

  • Confirm that clubs have submitted their membership renewals.
  • Follow up promptly with clubs that missed the renewal deadline.
  • Review first-round club officer training attendance.
  • Continue first-round club visits.
  • Help clubs turn visit recommendations into practical actions.
  • Support the delivery of club and Area Online Speech contests.

Deadlines

  • 1 October: October membership renewals due.
  • 10 October: Online club contests completed.
  • 24 October: Online Area contests completed.

Month-end outcome: Renewal issues are being addressed and the Online Speech contest has progressed to Division level.

November — Complete First-Round Reports

By the end of November:

  • Complete all outstanding first-round club visits.
  • Submit Club Visit Reports through District Central for at least 75% of the Area’s club base.
  • Check that each report is complete and constructive.
  • Review progress against the Area Success Plan.
  • Begin promoting second-round club officer training.
  • Identify clubs requiring additional visits or more intensive support.

Deadlines

  • 15 November: Online Division contests completed.
  • 28 November: District Online Final.
  • 30 November: First-round Club Visit Reports due.

Month-end outcome: First-round reporting is complete and the Area remains eligible for Distinguished recognition.

December — Begin the Second Round

By the end of December:

  • Begin the second round of club visits.
  • Review first-half performance with every Club President.
  • Update the Area Success Plan to reflect current club needs.
  • Promote second-round club officer training.
  • Schedule the second Area Council meeting.
  • Begin detailed planning and volunteer recruitment for the in-person contests.

Deadline

1 December: Second-round club visits begin.

Month-end outcome: The Area begins the second half of the year with updated priorities and an active support plan.

January — Reset and Re-engage

By the end of January:

  • Hold the second Area Council meeting or confirm its date.
  • Review every club’s Distinguished Club Program progress.
  • Identify the goals each club must complete before 30 June.
  • Continue second-round club visits.
  • Encourage club officers to attend second-round training.
  • Agree recovery plans with clubs experiencing membership or leadership difficulties.
  • Support club contests for International, Humorous and Evaluation.
  • Encourage members who may be interested in future Area or District leadership.

Month-end outcome: Each club understands what it needs to achieve during the remaining five months.

February — Deliver the Area Contests

By the end of February:

  • Follow up with clubs that have not completed second-round officer training.
  • Continue second-round club visits and submit reports promptly.
  • Review preparation for the April membership-renewal period.
  • Support the delivery of club and Area in-person contests.
  • Ensure Area contest responsibilities are completed by the District deadline.
  • Review progress towards Distinguished Area recognition.

Deadlines

  • 7 February: In-person club contests completed.
  • 21 February: In-person Area contests completed.
  • 28 February: Second-round club officer training closes.

Month-end outcome: Officer training is complete and the in-person contests have progressed to Division level.

March — Prepare for Renewals

By the end of March:

  • Contact every Club President about the April renewal deadline.
  • Identify clubs at risk of falling below the minimum membership requirement.
  • Help vulnerable clubs develop a focused membership-building plan.
  • Continue second-round visits, prioritising clubs needing the most support.
  • Check progress against education, membership and training goals.
  • Begin planning year-end recognition and leadership transition.

Deadline

1 March: In-person Division contests completed.

Month-end outcome: Clubs are prepared for renewals and significant membership risks are being addressed.

April — Close the Gaps

By the end of April:

  • Confirm that clubs submitted their membership renewals.
  • Follow up immediately with clubs that missed the deadline.
  • Complete any outstanding second-round club visits.
  • Submit visit reports promptly rather than waiting until the final deadline.
  • Review each club’s remaining Distinguished Club Program goals.
  • Help clubs schedule any outstanding education, membership or administrative activity.
  • Encourage clubs to begin officer nominations and elections.
  • Support preparations for the District Conference.

Deadline

1 April: April membership renewals due.

Month-end outcome: Renewal issues are being resolved and every club has a practical year-end action plan.

May — Complete Reporting

By the end of May:

  • Submit second-round Club Visit Reports for at least 75% of the Area’s club base.
  • Confirm that both rounds of visit reports have been recorded correctly.
  • Review the Area’s Distinguished recognition position.
  • Help clubs close any remaining membership or programme gaps.
  • Confirm that clubs are preparing to elect and report their next officer teams.
  • Recognise the club leaders and volunteers who supported the Area.
  • Prepare transition notes for the incoming Area Director.

Deadlines

  • 8–9 May: District Conference and in-person contest finals.
  • 31 May: Second-round Club Visit Reports due.

Month-end outcome: Area recognition reporting is complete before the deadline.

June — Finish and Hand Over

By the end of June:

  • Support clubs in completing their remaining Distinguished Club Program goals.
  • Confirm that clubs have held officer elections.
  • Confirm that new club officer lists have been submitted.
  • Review final membership and club-status risks with the Division Director.
  • Complete a final review of the Area Success Plan.
  • Record useful contacts, unresolved issues and recommendations.
  • Meet the incoming Area Director and provide a structured handover.
  • Thank Club Presidents, Vice Presidents Education and Area volunteers.

Deadline

30 June: The Toastmasters programme year ends.

Month-end outcome: The Area finishes the year with supported clubs, accurate records and a smooth leadership transition.

Key Deadlines

Date Requirement
31 August 2026 First-round club officer training closes
30 September 2026 Area and Division Director training deadline
1 October 2026 October membership renewals due
10 October 2026 Online club contests completed
24 October 2026 Online Area contests completed
15 November 2026 Online Division contests completed
28 November 2026 District Online Final
30 November 2026 First-round Club Visit Reports due
1 December 2026 Second-round club visits begin
7 February 2027 In-person club contests completed
21 February 2027 In-person Area contests completed
28 February 2027 Second-round club officer training closes
1 March 2027 In-person Division contests completed
1 April 2027 April membership renewals due
8–9 May 2027 District Conference and in-person finals
31 May 2027 Second-round Club Visit Reports due
30 June 2027 Toastmasters programme year ends

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