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District ConferencePlanning PlaybookDistrict 9 Toastmasters

A Comprehensive guide to Planning and hosting

Toastmaster Conferences in District 9, Region 1Easing the way to

ConferenceWhat you need to Know

Forming your Conference Team

Roles of Team MembersHints

TABLE OF CONTENTS >

INTRODUCTION…………………………………………3CONFERENCE CHAIR…………………………………..4PROGRAM CHAIR……………………………………….5FACILITIES CHAIR………………………………………..6EDUCATIONAL CHAIR…………………………………...8PUBLICITY CHAIR………………………………………12REGISTRATION CHAIR………………............................13CONTEST CHAIR………………………………………..14SILENT AUCTION CHAIR…………………………………15DECORATIONS CHAIR…………………………………..16VOLUNTEER COORDINATOR……………………………...18FRIDAY NIGHT SOCIAL CHAIR…………………………….20DISTRICT OFFICERS………………………………….21ORGANIZATIONAL CHART……………………….ATTACHMENT

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Team Members:Tom Durant, John Klingele, Debra Kroon Yates, Dale

Mundell, Doug Partlow, Dan Plouse, and Cathy Simons

Designed and Edited byTom Durant and Debra Kroon Yates

A High Performance Leadership Project 2011-2012

Introduction

Hello,

A funny thing happened on the way to the Forum….Oh, wait a minute – different venue. In the Spring of 2011, Division A Toastmasters found they would be responsible for hosting the 2011 Fall Conference in Yakima. For many of us, we did not have a clue as how to proceed. Some of us had served on previous conference committees, but none recently. While we did have the bones of an organizational chart to work with, we felt it could be enlarged and enhanced to make the process flow easier. With team effort, we did host a very successful Fall Conference.

After the dust settled, seven of the original committee members decided to participate in a High Performance Leadership Project with the end goal of creating a Playbook to help future conference committees and teams more easily navigate the path to a successful conference. Within these pages are the results of our High Performance Team Projects.

This is not intended to be a static document, but a dynamic document. Suggestions, additions, even corrections are welcomed to help make this a tool for all to use. We hope you will find it helpful in your goal to host and enjoy a conference in your community!

Have Fun!

Cathy, Dale, Dan, Debra,Doug, John and Tom

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Conference Chair

The Conference Chairman is the overseer of the conference. The Conference Chair (along with the Lieutenant Governor of Education & Training – see “District Officers”) has overall responsibility for coordinating the conference.

At the very beginning, there will likely be just a small group of volunteers working on conference planning. This “initial planning group” will need to be expanded to a more formal Planning Committee made up of the various sub-committee chair persons. It may or may not include the original volunteers, some of whom may drop out or elect to help in a different capacity, such as Toastmaster or speaker, etc.

Duties of the conference chair include the following:

At the Beginning

The Conference Chair works with the Initial Planning Group to appoint the planning committee and lay groundwork for conference planning

Identify and contract a conference location

Set the tone for planning protocol by setting goals, objectives and timelines

Begin the process of developing a planning organizational structure

Define key committee chair responsibilities

Work with the initial planning group to indentify and appoint key individuals to fill committee chair positions

Schedule future planning meetings, set location and time of each meeting and provide an agenda for each meeting.

Working with the Planning Committee – Sub Committee Chairs – to Plan the Conference

Moderate each planning session

Encourage participation and allow adequate time for input from every planner

Effectively delegate roles and responsibilities and provide positive encouragement

Coach those who may need additional help or direction

Monitor the group’s progress to ensure reasonable timelines for completion of duties and keep progress on track

Attend to last minute details to ensure that all committee chair responsibilities are met

Schedule a planning session at the conference location for a pre-conference shake down

Establish a back-up plan for last minute cancellations or agenda changes

At the Conference

Lead off at the conference giving a welcome introduction

Monitor conference progress providing helpful suggestions as the conference progresses

End the conference with closing words and recognition of the planning committee

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Life is 10 percent what happens to me and 90 percent how I react to it.

- Charles Swindoll

Program Chair

The Program Chair works closely with the Facilities Chair to ensure that the agenda runs smoothly and in a timely manner. This is very important for the success of the conference.

Recruit volunteers to fill the roles of Morning, Afternoon and Evening Toastmasters.

Experienced members would be best suited for these roles, although first-timers are welcome as long as their personalities fit the role. Expect them to need more training.

Find a qualified Keynote Speaker.

This is also very important for the success of the overall conference.

Make a list of names of identified prospects. The Planning Committee and District Officers can make suggestions if needed.

Contact prospective keynote speakers. Make sure to get confirmation from the Planning Committee before making any contacts.

Gather as much information about the prospective speakers as possible. Committee members and District Officers may be a good source. Another great source is the internet. Google-search the name. Experienced and reputable speakers should have a web-site with good history and contact information.

Select the Keynote Speaker.

Once the speaker is agreed upon and confirmed, discuss travel arrangements (if needed), such as flight schedule and air fare reimbursement.

Make sure the hotel room is booked for the speaker well in advance.

The conference theme needs to be discussed with the speaker to ensure

that the keynote speech is consistent with it.

Work with the Publicity Chair to ensure correct information about the program, Keynote and other speakers is on fliers and registration form.

Sunday Morning Breakfast

The Planning Committee may decide to have a Sunday morning breakfast with the keynote speaker or someone else as the special guest. The format would be decided by the planning committee, (i.e., Questions and Answers) or the speaker may be asked to give a talk on a subject of choice.

Work with the Facilities Chair to arrange the time-frame, meeting room and type of breakfast served. Remember to keep costs within budget and get authorization for expenditures before making them.

The Program Chair is also responsible for audio-visual equipment, projector and laptop if these are needed. Delegate this to a qualified and capable volunteer if possible.

Introduction of special guest is needed. A volunteer for this role may also be a good idea.

REMEMBER!!!DELEGATE! DELEGATE! DELEGATE!

The more volunteers found to fulfill these duties, the more who will attend the conference!

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Facilities Chair

Conferences fall under the responsibility of the Lieutenant Governor of Education & Training (LGET) while the District Governor chooses the conference facilities recommended by the LGET. Once the District Governor has signed the contract with the representative from the conference center and has made financial arrangements to pay for the food and other costs the Facilities Chair steps in to meet with hotel staff in planning the event.

Food and Menu

Food costs add up quickly. Select menus in the median price range. Chicken, beef, and vegetarian menus cover the widest selection of food choices. The hotel will want a final count for meals one week before the conference. Check with the Registration Chair as to the final count on meals. Also make sure the hotel is willing to have a leeway of 10 meals for the walk-ins who make last minute requests. Obtain an estimate of expenses for the food cost from the catering staff so there are no surprises at the end of the conference.

Meals to include in the budgeting:

Friday Night Social: Hors D’ Oeuvres if appropriate.

Breakfast, lunch, dinner and mid afternoon snack the day of the conference. Include beverages at each meal.

Sunday morning breakfast with the Keynote Speaker.

One suggestion for the Sunday breakfast is to have a buffet that starts at 9:00 AM. This gives people time to sleep in and still get out early enough for return trips to home. For example, 45 minutes could be scheduled for breakfast with one hour for the speaker to answer questions from the attendees.

Hotel Rooms

Work closely with the District Governor to make arrangements for lodging accommodations. The District Governor has responsibility for choosing the conference location, signing the contract and authorizing expenditures.

Points to remember about accommodations:

The District Governor receives a complementary room stay for Friday or Saturday night.

Reserve a room for the Keynote Speaker.

Confirm with hotel staff that a block of rooms have been set aside for conference attendees. This may have to be set up by the District Governor.

Signage

Provide adequate signage to identify breakout rooms, book store, registration area, main conference room and silent auction location.

Set up Welcome Sign board that invites attendees to the conference. The hotel will likely have one.

Put in “Conference handout packet” a layout of the hotel and its conference rooms (work with Program and Publicity Chairs).

Cocktail Beverages

At the discretion of the Planning Committee, a “No Host” bar could be provided for the Friday night social and for the dinner on Saturday night. On Saturday night it works well if a hotel server takes drink orders. It adds distinction to the evening. If cost are prohibitive for this to happen, then close proximity to the dining room of a no host bar is suggested.

Audio Visual Aids

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The cost can easily increase with the rental of screens, projectors, flip charts, and lap top computers. It is advised that whenever possible try getting the presenters to bring their own equipment aids. There may also be toastmasters in the District who are loan this type of equipment for the conference to help cut down on costs.

Resources include, for example, four foot screen, Lavaliere microphones, corded microphones and portable sound system. It may be possible to connect the Hotel sound system to the microphones belonging to the District or provided by individual members or presenters. It could provide for better audio coverage.

Get in writing from the Educational, Program and Contest Chairs the audio-visual aids required for break-out, Keynote and other speakers. It is easier to communicate with the hotel if there is a list of needed equipment.

It is STRONGLY recommended that a person or persons be designated to make sure all audio-visual aids are working well on the day of the conference. These individuals should be capable of setting up the sound system and projectors, and ensuring the sound quality of the system throughout the conference. These individuals will be invaluable to the quality of the conference.

It is strongly advised that all presenters, including Keynote speaker and speech contestants use a microphone. Many times presenters think they will be heard in a small room, but the individuals who are hearing impaired will appreciate the gesture of having them using the sound system.

Meeting Rooms

Provide a diagram for hotel staff to follow when planning the layout of the dinner tables, head table and contest speaking areas.

Make sure to find out the seating arrangements of the Head Table from the Planning Committee and District Leadership. There may also be other table and seating arrangements, such as special side tables to accommodate visualized room set up, planned events and traffic flow.

Work with the Silent Auction Chair, Conference Chair and District leadership to set up for the silent auction and book store with materials in areas where attendees will pass them frequently. If room allows and it otherwise meets objectives, the silent auction items and book store materials could be located in the same room being used for the main conference events. This will allow for great visibility and make it easier for volunteers working with conference materials.

Hints

A role of the Facilities Chair is to be the “go to” person for hotel staff questions. Assign another person if necessary, but remember that having a designated person in this role helps the staff by not having too many people involved in making last minute decisions.

Work closely with the Program Chair in setting up the agenda for the conference. Good communication with that person assures that the conference will go smoothly.

Be prepared for unexpected last minute problems, be creative and tackle them as they come. This allows the person in this position to a new Toastmasters experience!

Last of all, have fun. All of the hard work is now to be enjoyed on the day of the conference. There is accomplishment in a job well done.

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Educational Chair

The Educational Chair is responsible for the educational program of the conference, including break-out and general sessions. This person identifies, contacts and schedules the break-out and general session educational presenters and works with the Volunteer Coordinator to find introducers who will assist the Educational Chair in introducing the presenters, working with them to make their presentations successful, making sure that rooms have the equipment and supplies they need and presenting them with token gifts at the completion of their sessions (see hints).

The Educational Chair must either be able to identify and evaluate educational presenters for their ability to make high quality presentations and meet the educational objectives of the conference, or delegate the responsibilities to a team member with these capabilities.

The Educational Chair must work well and communicate with the Educational Sub-Committee and with other committee chairs. In particular, the Educational Chair should expect to work closely with the Facilities and Program chair persons. The person who is in this position should have leadership characteristics including the ability to effectively delegate responsibilities, motivate team members and follow up to make sure all required tasks are completed.

Establish Educational Objectives

Work with the Planning Committee and District Leadership to decide:

The number of sessions and presenters based on time and facility constraints. Also, if there will be any general sessions or if all sessions will be break-out (see hints).

The topics to be presented, or if presenters will be allowed to choose and present their own topics. Will there be presentation tracks? For example: Successful Club Development, Individual Growth / Development.

How presenters will be selected. It could be on a first-come, first-served basis, or based on selection criteria developed by the committee. Presenters from within the District could have priority, or the highest quality presentations could be identified, regardless of where the presenter is from.

The topics for any general sessions and who would present them.

How presenters will be recruited. By general solicitation or by contacting prospects already known to the planning committee.

If presenter travel or lodging expenses are to be paid for (see hints).

How to resolve issues and conflicts that may arise in selecting presenters (see hints) and how to cover last minute cancellations and no-shows.

Develop a timeline for accomplishing Educational tasks.

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Act as if what you do makes a difference. It does.

- William James

EXPECT TO COORDINATE WITH: Planning Committee, Conference Chair, Program Chair, Registration Chair, Treasurer, District Leadership Identify and Recruit Presenters Either a general solicitation (a letter or e-mail) is sent out to District membership (or others) or a letter or e-mail sent to known prospects or individuals who have already indicated interest in making a presentation (see example). All communications to presenters should request the following information regardless of which approach is being used to select them:

Title and subject of presentation

Information about the speaker including club, district, achievement level (i.e., ATM, DTM, etc.) credentials, both as a speaker and to speak on the topic.

Information the speaker wants to have included in the introduction (a prepared introduction could be requested). Also a “bio” that includes, if appropriate, a photograph for the conference flyer or agenda (work with Publicity Chair to determine exactly what is needed).

Audio-visual equipment and room set-up needs; if the presenters plan to provide any of their own equipment (this may be requested in order to control costs); any other needs.

Lodging and travel needs of the presenter (as appropriate based on the approach being taken for the conference).

Communications to presenters should also give them the following information:

Conference date and location, theme, topics and presentation tracks (if any)

Time requirements for presentation and other requirements, such as the time at which presenters should be available to prepare for the session (see Hint).

Directions to the conference site.

Prospects could also be asked for referrals to other presenters.Be sure to communicate presenter equipment needs to Facilities Chair, presentation topic and title to Program and Publicity Chairs and presenter biographical information to Publicity Chair.

An example of a form that summarizes the presenters, their presentations and topics is in the last pages of this section.

EXPECT TO COORDINATE WITH: Conference Chair, Publicity Chair, District Leadership

Select and Schedule Presenters

Work with Program and Facilities chairs and Planning Committee to select the presenters and assign time and break-out room. (See Hint)

Work with Facilities Chair to make sure that equipment needed by the presenters can be provided and will be in the room at the correct time.

Follow up with the presenters after they have been selected and confirm the title, subject, equipment that will be provided at the conference and the equipment that the presenter has agreed to or is otherwise expected to bring (taking the additional step to confirm these items reduces the potential for misunderstandings).

Follow up communications should also include the following for the presenters:

The time and assigned break-out room for the presentation

The name of the introducer who has been assigned to the presenter.

A time and place at the conference at which they can meet the introducer and make last minute arrangements.

Any other special requests of presenters: for example if a presenter would be willing and available to stand

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in for a last-minute cancellation or no-show.

Registration form (if appropriate depending on the approach taken for the conference)

A conference flyer or website link if available.

EXPECT TO COORDINATE WITH: Facilities Chair, Publicity Chair, Program Chair

Recruit and Assign Introducers

Work with the Volunteer Coordinator to recruit and assign introducers. At minimum, one introducer will be needed for each break-out session being held at the same time.

Introducers should be assigned to sessions in advance.

Brief introducers on how to make the introductions, other responsibilities, what needs to be given to presenters, etc. before, during and after the sessions.

Make sure that each introducer has:

The prepared introduction or other biographical information for the presenter.

The contact information for the presenter so that they can follow up with them as needed.

Been told where to get the token gifts, evaluation forms (if provided) and anything else that they may need during the session.

Presenters should be contacted in advance by either the Educational Chair or the introducer to iron out last minute details about the program and introduction. It is recommended that both the Educational Chair and introducer meet with the presenter at the conference if possible.

Room set-up is generally the responsibility of the Facilities Chair. However, the

Educational Chair should verify that the room has been set up and equipment is provided in the manner that was established with the presenter. This could also be delegated to the introducers for the rooms or presenters to which they are assigned.

EXPECT TO COORDINATE WITH: Volunteer Coordinator and Facilities Chair

Obtain Token Gifts for Presenters

This may be handled by the District Lieutenant Governor of Education and Training or other officer, but the Educational Chair should make sure that it is done.

Make sure gifts are available in the room for each session before it begins.

Gifts are presented to each presenter by the Introducer.

EXPECT TO COORDINATE WITH: Conference Treasurer, District Leadership – LGET

Make Sure Everything Runs Smoothly at the Conference

Whether the Educational Chair also acts as an introducer, or simply oversees the educational program, he or she needs to be present throughout the day to make sure everything gets done, solve problems and evaluate how well conference planning is working.

The Educational Chair should be familiar with the venue, break-out room layout, etc. A visit to the facility should be made before the conference begins (see hint).

The Educational Chair should be available at the beginning of the conference before the first educational session to meet and assist presenters and to make sure that all members of the Educational Team or Sub-committee are present as needed. If someone does not show up, a substitute would need to be assigned.

EXPECT TO COORDINATE WITH: Facilities Chair, Conference Chair, Program Chair, Volunteer Coordinator

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Introducers

At least two introducers are needed to introduce the individual presenters at the beginning of their session, thank them and give them their gift at the end. The Educational Chair could perform this task for some of the presenters and may need to recruit as few as one other person. Or a separate introducer could be assigned to each presenter, meaning 4 to 6 introducers would need to be recruited depending on the number of scheduled sessions. One approach would be to assign an introducer to each presenter, who would be responsible for making sure that the presenter has their other needs met. Regardless of the approach taken, a minimum of one person needs to be available for each break-out session occurring at the same time.

Introducers must have the ability to make a good introduction with a strong voice, enthusiasm and good pronunciation. It often means reading an introduction that was prepared by the presenter. The introducer should be skilled in giving a read speech while making eye contact and not stumbling over or slurring words. For those presenters that do not provide a written introduction, the introducer must be able to make an adequate introduction from biographical information about the speaker that may include information given to them verbally.

Introducers must not try to up-stage the presenter, comment on the content of the presentation or speak at length other than from the introduction itself. The introducer should make sure to correctly pronounce the name of the presenter.

Hints

When planning the conference agenda pay attention to other activities that could distract conference attendees or draw them away from educational sessions. Resist the temptation during the conference to schedule activities at the last minute, especially right before scheduled sessions.

Whether or not to pay presenter travel expenses is a decision that must be made with District Leadership based on District and International policy. It could especially become an issue for presenters from outside of the District or who hold certain International Offices.

Some of the problems that could arise during the selection process include not enough interested presenters, more interested presenters than available sessions, more than one presenter wanting to speak on the same topic, a presenter who is known to not live up to commitments, or a topic that is clearly not appropriate to conference objectives. Break-out sessions are 45 minutes in length unless determined otherwise by the Conference Planning Committee and District leadership.

The scheduled time and break-out room should be assigned and communicated to presenters and introducers as early as possible.

A map or plan of the conference center, hotel or other venue showing room location and layout is a useful tool.

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Individually, we are one drop. Together, we are an

ocean.- Ryunosuke Satoro

Publicity Chair

The Publicity Chair is responsible for getting the word out about the conference to the membership and other parties of interest. This would include initial promotion at the preceding conference. The person in this position would work closely with the Registration Chair to create a flyer to send out to the membership. All committee members should participate in choosing a theme and creating a symbol or logo to represent that theme.

District 9 has an E-List that should be utilized for promoting the conference. The Chair should also work with the District Webmaster to get the conference information, flyer, registration, etc. posted to the District website. Promotions should be sent out monthly up until approximately six weeks from the conference date. Then it would be expedient to have weekly announcements. There may be a restriction on the number of group/global emails that District can send each month; work with District leadership to determine the number that may be sent.

Media Publicity

Contact the local newspaper (also radio and television) to arrange for some free coverage of promotion of the event. Make sure any (written materials) include the following information:

What Toastmasters is all about and who would benefit from participating.

Who is sponsoring the Conference

Dates, time and location of conference

Who is expected to attend the Conference

What contests will be held

Who to contact for more information or to register

How to find a club

You may have to write the article and send it to the editor. (Better yet, issue a press release). Be aware that newspaper editors do not feel they have an obligation to run any article they receive, and their editing may delete important information. For that reason, be concise while targeting the local readership and do not rely solely on this form of Conference publicity. Other Forms of Publicity

Check to see if the District has some promotional money that may be used for purchasing advertising/promotional space in the paper or other local publications. (unlike articles, newspapers will print content that has been paid for, although they may still edit it, so be concise and focused)

Prepare Conference Handouts

Publicity Chair would also be responsible for assembling the conference package that attendees receive: a folder, an envelope, a binder, etc.

Work with the local Visitors & Convention Bureau or Chamber of Commerce to obtain some free items that would be of interest and/or of help to attendees.

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The chair would also work with District leadership to make sure that they get their information into handouts, this includes budget information.

A copy of the final agenda should be included in the folder.

Coordinate with the Educational & Program Chairs to get biographical information about keynote and educational presenters.

Registration Chair

The Registration Chair handles conference registration, distributes conference information to attendees and collects money from them.

The most important skill: Using Microsoft Excel or other spreadsheet program.

Expect to work continuously at the conference.

Before the conference, money comes in batches and meetings are frequent.

First action: Coordinate with District Treasurer on money handling (both in and out) and budget.

Work with the planning committee on setting prices (early, late, food, Sunday, etc.) and the registration form (someone else may be more skilled at form design).

Spreadsheet is used to track everything on the registration form, i.e. Name, rank, access and food restrictions, volunteering, first-timers, etc.

Share information with other committee chairs – facilities, contests, education, etc.

Assemble conference packets.

Expect conference to pay for:

Food and beverages

AV Equipment

Copies

Folders or binders

Decorations

Trophies

Keynote travel & accommodations

Copies for speakers

Comp TI Official

Expect District to pay for:

Business Meeting Expenses

Hints

The person in this position will be busy during the conference. Do not take on other responsibilities – such as credentials. Refer requests to other chairs or the Volunteer Coordinator.

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Life is a game - play it. Life is a challenge - meet it. Life is a dream - realize it. Life is a sacrifice - offer it.

Life is love - enjoy it.- Sai Baba

Contest Chair

A great deal of effort is required to effectively produce a contest. Putting on a contest is described in the Speech Contest Rulebook and other Toastmasters International publications. Details include procedures to follow, required personnel, contestant qualifications, judging, timing and other matters. It is not the intent of this Playbook to repeat the information from the official speech contest manuals, but rather to highlight the aspects of the contest that are relevant to District Conference planning.

Toastmasters International has prepared a “Contest Chair’s Checklist” as a guide. It is printed in the Speech Contest Rulebook, Item 1171.

The checklist contains information for the Contest Chair, Chief Judge and Contestants. The list is quite complete and covers all contests in general, Club, Area, Division and District.

The information in this Playbook is for contests at the District Conference and not intended for use by a Club, Area or Division. However, there may be information that would be useful in planning those contests.

One element that the Contest Chair should keep in mind is to make it fun. It can be a great leadership opportunity.

Select Chief Judge: At the District level, the Chief Judge is appointed by District leadership.

The Sergeant at Arms is also appointed by District leadership. This individual works with the Contest Chair and all other chairs.

The Contest Toastmaster is usually someone other than the Contest Chair. This provides more opportunities to participate to more members.

Contest Briefing: Usually done by the Contest Toastmaster

Contestant interviews are the job of the Contest Toastmaster. After the interviews are completed, the Toastmaster’s job is concluded unless awards are presented at that time.

The Contest Toastmaster turns control of the contest over to the Contest Chair or other appointed Toastmaster to make the closing remarks and thank all those who helped make the contest a success.

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Each year, the Toastmasters International Convention culminates in the World Championship of Public

Speaking. A panel of experienced Toastmasters

judges evaluate nine contestants from different parts of the world, all of whom have

advanced to the finals following a year-long process of

elimination through club, area, district and semifinal

competitions. Criteria used in judging includes speech content, organization, voice quality and

gestures.

Silent Auction Chair

The purpose of the silent auction and 50/50 raffle at District 9 conferences is to raise money for the monetary support of the conference (to keep registration fees affordable) and the prison clubs of the district.

There are three times that this office is especially active:

1. Two months before the conference

Send a message to all members by general e-mail inviting them to the conference; make sure all members know about the opportunity even if they happen to miss the meeting where the announcement is made. Club officers should also be invited to contribute.

2. One month before the conference (at the time of area and division contests).

Additional invitations to contribute should be publicized by all the means that are available. Design and print bidding forms, number labels, and master tally sheets. Coordinate with the Facilities Chair for location and adequate space and numbers of tables to display the donations.

3. At the time of the conference – expect to be present all day Friday and Saturday.

Recruit a personable volunteer to sell 50/50 raffle tickets. The chair may wish to recruit and train an assistant to help with paperwork or in the display of inventory.

Friday evening and Saturday morning will be especially busy times accepting the donations, filling out bidding sheets and writing up the master inventory list. Keep the bidding active during the conference, with frequent reminders to the attendees of the auction site.

Following the closing of bidding at the conference comes accounting: Collecting the bid sheets, identifying the highest bidder and the bid, assembling the sheets common to individual bidders, collecting cash (and making change), checks and credit card receipts from the individual winning bidders.

Then comes the accounting: Balancing the books; determine how much support goes to each of the prison clubs and the district conference. An oral report should be given to the assembly at the conference (uplifts the membership) followed by a written report to the conference chair and the District Governor.

Hints:

All monies from registration, bookstore, 50-50 raffle, silent auction and any others should be accounted for separately.

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Act as if what you do makes a difference. It

does.- William James

Decorations Chair

The Decorations Chair should have an artistic flair (or have the ability to recruit and lead someone who does). It requires preparing tasteful, durable and appropriate but inexpensive decorations for the conference, coordinating with other members of the planning committee in determining the theme, colors and budget. The person or assigned members of the Decorations Team is then responsible for making the decorations, setting them up at the venue in advance of the conference, maintaining them as needed during the conference and then taking them down and storing or disposing the materials after the conference is over.

The Decorations Chair must work with the Facilities Chair and with the venue itself to determine how decorations and their installation are to enhance but not interfere with conference presentations and to make sure there are no conflicts with venue requirements (for example if pins, tacks or tape is allowed to place decorations on the walls).

Plan over-all decorations and coordinate with conference theme

Work with Conference Planning Committee and District Leadership to develop the artistic approach to decorations and to coordinate decoration type, colors and placement with the conference theme.

The design approach should also be coordinated with that of conference promotional materials, registration form and the Silent Auction.

Coordinate decorations layout and installation with the Silent Auction, placement of head table, speaking platforms etc. and any other activities that involve setting up furniture and equipment.

In coordination with the Facilities Chair, determine restrictions and requirements of the conference venue in the installation and removal of decorations.

EXPECT TO COORDINATE WITH: Planning Committee, District Leadership, Facilities Chair, Silent Auction Chair, Promotion Chair, Registration Chair, Conference Chair, Program Chair

Plan for and make Conference and Room Signage

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Coordinate signage with overall decorations design.

Work with Facilities, Program and Educational Chairs to coordinate room signage with the Program Agenda and all signage with facilities.

Pay particular attention to detail in signage making sure that times are accurate, names are spelled correctly, session titles are given correctly, etc.

EXPECT TO COORDINATE WITH: Facilities Chair, Program Chair, Educational Chair, Promotions Chair, Volunteer Coordinator

Budget for and acquire decoration materials

Work with the Conference Treasurer and District Leadership to determine the budget for decoration materials and the manner in which expenditures are to be made and reimbursed. (See hint)

Acquire materials and put together decorations early enough to allow planning committee review and timely installation at the conference. (see hint)

Don’t hesitate to recruit volunteers to assist in making and installing decorations especially where individuals with certain skills are needed to make them look right.

EXPECT TO COORDINATE WITH: Conference Treasurer, District Leadership, Planning Committee, Volunteer Coordinator

Install, maintain and remove decorations at the conference

Plan installation, maintenance and removal to minimize interference with conference activities and set-up for other functions.

Install and replace session signage at the correct times according to the agenda.

Prepare for last minute changes in the program due to no-shows and other unforeseen problems.

Remove decorations after conference activities are over as required by the contract with the venue.

EXPECT TO COORDINATE WITH: Facilities Chair, Conference Chair, Program Chair, Educational Chair, Volunteer Coordinator

Hints

Remember that expenditure for decoration materials must be included in the Conference budget and approved by the District. The Decorations Chair should determine how out-of-pocket expenditures will be reimbursed and how long to expect to wait for reimbursement before making them.

The Decorations Chair should plan to review conceptual designs with the Planning Committee early in the process and to advise of updates and changes as they occur.

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The only thing to do with good advice is to pass it on.

It is never of any use to oneself. - Oscar Wilde

Volunteer Coordinator

The purpose of the Volunteer Coordinator is to identify and recruit Toastmaster members to serve as volunteers during the conference and to recommend them to committee chairs and District Leadership for conference tasks. The Volunteer Coordinator may also help the Contest Chair and Chief Judge in identifying volunteers for the contest.

The Volunteer Coordinator should either be generally familiar with many of the local Toastmaster members or willing to become familiar with them quickly. A longer serving member is generally preferable to a new Toastmaster for this position. The Volunteer Coordinator should be prepared to contact a large number of clubs and members early in the season and should consider making club visits, possibly along with other planning committee members or with Area Governors to promote the conference and identify volunteers.

Even though the Volunteer Coordinator is not a Planning Committee chair person, this person should plan on attending at least some planning meetings in order to become familiar with conference objectives, the positions that need to be filled and Committee Chair responsibilities.

Become Familiar with Conference Volunteer Needs

Attend planning meetings or work closely with the Conference Chair and other committee members to become familiar with volunteer needs for the conference.

The Volunteer Coordinator should become familiar with this entire playbook to help understand the positions that are needed and the roles to be fulfilled.

Pay attention to particular skill needs for volunteer positions, for example technical skills to assist with audio-visual equipment, math or accounting skills for registration and artistic ability for making decorations.

EXPECT TO COORDINATE WITH: All members of the Planning Committee and District Leadership

Identify and recruit potential volunteers

Develop a list or database of Toastmasters who will serve as volunteers, paying attention to individuals who may have particular skills or interests (see hint).

Also develop a list of positions for volunteers to fill by staying in contact with Planning Committee members. Expect to be flexible

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When you do your bestyou learn to accept yourself

- don Miguel Ruiz

and that the types and numbers of needed volunteers will change as the conference approaches and planning becomes better defined. Promote the conference and consider making club visits (or delegate to a reliable Division or Area Governor) within the home Division (see hint).

Work with the Registration and Publicity Chairs to make sure the registration form includes a line to sign-up as a volunteer and to include those who do so to the list or database.

Follow up quickly with members who express an interest in volunteering, encouraging them to register for the conference if they have not yet done so.Continue to maintain the volunteer list and make assignments up to and during the conference

Prepare for last minute cancellations and no-shows. Consider having back-up volunteers, especially for key positions.

Remain positive and upbeat and make sure to express gratitude to volunteers at every opportunity. (See hint).

EXPECT TO COORDINATE WITH: All members of the Planning Committee and District Leadership.

Hints

While it is a good idea to try to match volunteers with positions based on their strengths and weaknesses, taking an approach that completely disregards the desires of the volunteers will likely be counter-productive.

Developing interest in the conference around the geographical area in which it is being held will not only generate a longer list of volunteers but should also increase the number of conference registrations. This is accomplished through publicity: e-mails, club visits, etc. The earlier this interest is developed, the better.

Remember that since volunteers are not paid and mainly want to enjoy the conference, they should receive as little pressure and criticism as possible.

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Friday Night Social Chair

This person is responsible for the kickoff event of the conference. The activities that are selected for this social event set the tone for the conference. This should not be a daunting task, but rather an exciting event to plan. The purpose of the Friday Night Social is to promote getting to know other Toastmasters within District 9 and TO HAVE FUN!!

Ideally, the Friday Night Social Chair is someone who has the “gift” of hospitality, is creative, and encourages fun interaction with people.

The following should be considered in planning the social event:

Coordinate with the Publicity Chair to include the Friday Night Social on the registration form when the first mailing goes out.

Include an activity in the program that lasts for an hour or so to entertain the guests keeping in mind that many will want to go back to their rooms by 9:30 -10:00 PM to be ready to start early the next day.

Allow some unstructured social time during the event. This provides time for old and new friends to connect.

Coordinate with the Facilities Chair in providing for Hors D’Oeuvres and refreshments. Consider including a no-host bar, preferably in close proximity to the social event.

Determine if any Audio Visual equipment will be needed for the evening. Calculate the cost, and order equipment if necessary.

The cost of food, equipment and other items must be kept within the budget and authorized. This means coordinating with the Facilities Chair and District Leadership.

Be creative in encouraging those attending to “get outside of their comfort zone” and meet new people.

Remember to have fun. The enthusiasm and energy in this social event will make it an event to look forward to and help to make a great conference.

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Things turn out bestfor the people

who make the best ofthe way things turn out.

- Art Linkletter

DISTRICT OFFICERS

District Governor

The District Governor oversees the team that does most of the work in setting up the conference. He or she assures that Toastmasters International policy and protocol is followed. The District Governor also resolves conflicts that arise.

Many of the duties of conference planning fall to the Lieutenant Governor of Education and Training and the committee chairs that he or she appoints.

The District Governor:

Chooses conference facilities recommended by the Lieutenant Governor of Education & Training.

Provides input to conference committee meetings.

Approves all conference expenses

Officially opens the conference.

Presides over the District Council Meeting and the meeting agenda.

Appoints the Nomination Committee Chair for the Spring Conference District Officer elections.

Appoints Proxy Committee Chair for proxy votes.

Lieutenant Governor of Education & Training

Conferences fall under the responsibility of the Lieutenant Governor of Education & Training (LGET) so it can be a "catch-all" type position.  The LGET is there to support the Conference Chair & Planning Committee however needed. As a district officer, the LGET has easier access to approval/reimbursement for expenses (for ordering awards and bookstore materials); lists from Toastmasters International to do recognitions (awards ceremony/wall of fame). 

It is preferable for the First Timer's program to fall under the Lieutenant Governor of Marketing. This may seem odd, but the LGET is likely to be more focused on the awards and general conference. For that reason, it may be better to hand-off that piece to Lieutenant Governor of Marketing.  Awards

Determine list of awards to be presented at the conference (different set based on fall / spring)

Order awards & engraving

Prepare certificates, get them signed

Prepare agenda program/handout for conference attendees

Coordinate the awards presentation (who will announce, present, pickup awards from table, photos)

First Timers

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Consider setting up a sub-committee for the Wall of Fame

Assemble First Timers’ book and have at registration desk before the opening of the conference

Order awards for top winners (usually 3-5); other gifts for all participants (i.e. business card holders)

Announce the first timer program; what it is and how to participate

Announce when it is time to turn in books

Suggestion: keep a log of all first timer books that have been handed out at the registration desk, then give gifts to all participants during the afternoon awards ceremony – this is to keep the program in focus during the overall conference

Recognition

Recognize educational achievements, prison volunteers, members of District for 15+ years, etc.

Put up a “Wall of Fame” - There have been positive comments from members about frame-able award certificates. Consider a “Book of Fame” (See Hints).

Bookstore

Inventory free & for-sale materials that the district already has prior to the conference

Order materials to stock the store (free & for-sale)

Put prices on materials

Recruit members to staff the store with the assistance of the Volunteer Coordinator

Log all sales so that there is a record of how much was sold

Inventory free & for-sale materials left over after the conference

Lieutenant Governor of Marketing

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EXHIBIT: PRESENTER/PRESENTATION FORM

Speaker: XXXX XXXXX

Title/subject of presentation: Show Meetings

Understanding and using club roles to enliven meetings

Successful Club Development / Individual Growth-Development

Name, etc. for introduction: Distinguished Toastmaster XXXX XXXXX

Experience/training/credentials: International Director, more to be provided later

Equipment/Space, etc. needs: Plans to share a projector with XXXXX XXXXXX

XXXX XXXXX is a Distinguished Toastmaster and Immediate Past International Director.

XXXX’s presentation: Show Meetings is dedicated to understanding and using adult learning styles to enliven all our club roles at each meeting. We will be gaining an insight into the three basic styles and practice some creative ways to fulfill club roles. Guests turn into members when our meetings are Show Meetings; seasoned members emerge from routine and become innovative; new members just plain enjoy the fun!

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Speaker: XXXX XXXXXX

Title/subject of presentation: Evaluations Effective: Putting on a Great Contest

Learn how to prepare for, deliver and accept a speech evaluation in club and contest.

Successful Club Development / Individual Growth-Development

Name, etc. for introduction: XXXX XXXXXX, DTM

Experience/training/credentials: Past District Governor, 2-time District Evaluation Champion

Equipment/Space, etc. needs: Two flip charts/easels with markers; Plans to share a projector with XXXX XXXXX

XXXXX XXXXXX, DTM is a past District Governor. He is a two-time district Evaluation Champion.

In this session he will share his secrets for crafting and delivering speech evaluations that inspire speakers and audience alike.

You will learn how to prepare for, deliver and accept a speech evaluation in club and in contest.

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Speaker: XXXXX XXXXX

Title/subject of presentation: A Real Look at the Life of a Seminar Trainer

Getting a contract with a national seminar group, what to expect, instructions and advice, speaker’s experience one year on the road as a seminar speaker.

Successful Club Development / Individual Growth-Development

Name, etc. for introduction: XXXX XXXXX provided bio, could be used for intro.

Experience/training/credentials: Toastmaster since 1999, member of 3 clubs. Presentations to business people throughout western US and Canada. Writes blog on management skills.

Equipment/Space, etc. needs: Projector and screen (may be able to provide projector), lapel or wireless mic.

XXXXXX XXXXXX has been a member of Toastmasters since 1999 and is now a member of three clubs.

She joined Toastmasters with the dream of becoming a professional speaker and saw that dream come true.

She has traveled throughout western United States and Canada speaking to business people about how they can improve their management and communication skills.

She also writes a blog on management skills.

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Speaker: XXXXXXX XXXXXXX

Title/subject of presentation: Instant Speech

Instant Speech is an interactive program where we will build your next speech using a simple proven technique. Come and let us help you learn a method that helps you organize a speech quickly so that you can spend more time practicing your presentational skills and less time writing the speech.

Successful Club Development / Individual Growth-Development

Name, etc. for introduction: XXXXXXX XXXXXXX, DTM; Introduction provided

Experience/training/credentials: Toastmaster since 1998, member of 2 clubs, working on 2nd DTM, 3 terms Area Governor, past District Judge, held numerous club offices

Equipment/Space, etc. needs: Easel and flip-chart with 2 colors markers.

XXXXXXX XXXXXXX joined Toastmasters and has one DTM while currently working on another. She has been involved in many aspects of the TM program, but has always enjoyed teaching others about Toastmasters. She has competed in contests, been Area Governor twice, District Chief Judge for a year and held numerous offices in her two home clubs.

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