Create A Club In 12 Weeks

12-Week Community Toastmasters Club Chartering Checklist

Objective:

To guide the successful launch and chartering of a new Toastmasters community club within 12 weeks, reaching at least 20 paid members.

Pre-Launch (Weeks -4 to 0)

District & RISE Team Support

Assign two experienced sponsors and two mentors.
Guide completion and submission of the Application to Organize (ATO Form).
Provide the New Club Starter Kit, which includes:
- Flyers, leaflets, and posters for promotion.
- Meeting ribbons (Best Speaker, Best Evaluator, etc.).
- 30 Charter Membership Application forms.
- Guest book for visitors.

Club Sponsor & Leadership Tasks

Confirm meeting location (or online platform setup).
Decide on name of the club. (The format is Toastmasters [club name])
Check availability of email address and social media addresses under the club name.
Set up official club email address for correspondence, same as club name.
Create social media pages (Facebook, Instagram, LinkedIn) same as club name.
Engage local community organisations and post in online groups, via the new club social media page.
Reach out to nearby clubs for support at early meetings.
Start a club bank account (priority item).
Plan your club finances for the first 12 months (to set club dues level appropriately)

30-Day Social Media Challenge (Weeks -4 to 0)

Week 1: Awareness posts (introducing the new club, Toastmasters benefits, a video from outside the building of how a potential guest can walk in and find the meeting (pin this to the top of your social media pages along with the location address and the meeting times and frequency) and meeting countdown).
Week 2: Engagement posts (testimonials, polls, introductions of sponsors and mentors).
Week 3: Excitement posts (behind-the-scenes, team introductions, reminders to RSVP).
Week 4: Call-to-action posts (final reminders, success stories, live kick-off coverage).

Week 1 – Kick-off Meeting

Weeks 2–4 – Building Momentum

Conduct regular weekly meetings with support from sponsors and visiting members.
Assign and elect your President, VP Education and Treasurer.
Introduce officers on social media to build credibility.
Create a shared communication channel (e.g., WhatsApp, Slack, or email list).

Weeks 5–7 – Formalisation Phase

Decide membership pricing structure (include TI dues, joining fees, and any club fees).
Determine frequency and method of payments (monthly, quarterly, semi-annual).
Complete charter paperwork (Officer Information, Club Constitution, etc.).
Continue sharing meeting recaps and testimonials online.
Assign and elect the Magnificent 7 (President, VP Education, VP Membership, VP Public Relations, Secretary, Treasurer, Sergeant at Arms).

Weeks 8–10 – Drive to Charter

Submit all required charter forms:
- Charter Payments Form (Form 2)
- Charter Membership Applications (Form 3)
- Club Officer Information (Form 4)
- Club Information (Form 5)
- Club Constitution (Form 6A/B)
Maintain engagement through the “Countdown to Charter” social media campaign.
Confirm a minimum of 20 paid members. (17 new members and at least 3 existing members)

Weeks 11–12 – Celebration & Sustainability

Announce charter success online and via club communication channels.
Host the official Charter Party or Open House celebration.
Present and celebrate your club’s Magnificent 7 committee.
Ensure the club’s online presence is consistent and professional (update bios, contact info, and meeting schedule). At least a post a week showing smiling happy faces.
Confirm mentor support for the next 6–24 months.
Club Success Plan

Ongoing District Support

Provide continuous PR and social media guidance.
Maintain mentor check-ins for club health and progress.
Schedule quarterly reviews with the RISE Team and District Club Growth Director.

Resources and Forms

All official Toastmasters International resources and forms can be accessed via the Toastmasters website:

Key Forms

Related Resources