Each year, Area Directors are required to learn a lot and grow quickly. On this page you will find the most comprehensive, step-by-step guide in how to do the role, as well as a set of resources proven to work. If you commit to using this system and put in the work, you will have a successful year.
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I found all information on the Club Up Project fantastic!
You will be proud of me. I took your advice and charged each club rather than members. With donations it came to $40 per club. The Area is used to paying that per person!
~ Area 22 Director, 2024-25
I must say I learned a lot organising the Area conference thanks to your HOW TO AREA DIRECTOR guide book.
I used the AREA TRACKER to keep on top of what I need to do and it proved VERY HELPFUL. Thanks!
~ Area 8 Director, 2023-24
The How To: Area Director Guide
The How To: Area Director Guide
Download the below guide. The first 5 pages will give you an overview of your role, and what the guide aims to achieve. From there know exactly what to do and how to ensure a successful year.
Those who have come before referred to it constantly throughout the year, for a complete guide to co-ordinate their conference, club visits, council meetings, DLT and budget.
The Resources
The Resources
In the guide, all references to resources are italicised. They are all linked in an index at the bottom. And available below when you need speedy access:
Essentials Wheel and Calendar.pdf
Area Director TrackerArea Director Field Guide
Area Director Field Guide
Print your own copy of this guide and take it with you to your Club Visits, and be prepared for questions around dates, organisational structure, and refer to the strategic conversations prompts and the Projects Ladder to best support your clubs.
Each guide has six club visit reports, so should cover your for each round of visits!
The Speech Contest Rulebook for Areas
The Speech Contest Rulebook for Areas
You know how the Toastmasters Speech Contest Rulebook is over 12,000 words and deals with all possible contests, all possible scenarios, and for all levels from Club to International? Well..
This guide has copied the current Rulebook, cut out everything that isn't useful for Area level (paraphrased in some places), re-ordered to group similar topics together, and added any interpretation in “plain English” as required, plus common practice and customs for District 69.
Scroll down for fast access to the most frequently asked questions about Area level contests 👇
Area Speech Contest FAQ's
Area Speech Contest FAQ's
Q: How many judges do I need for my Area contests?
The Rulebook, page 10: "At Area contests, there must be an equal number of voting judges from each club in the Area, or a minimum of five voting judges. In addition to these voting judges, a contest chair, chief judge, tiebreaking judge, two counters, and two timers must be appointed."
Which means: If you choose to have internal judges, you need one voting judge from each club in your Area, regardless how many clubs you have.
Or, if you have external judges, you need a minimum of five voting judges who will not be competing in any of the four contests that they will be judging.
That means, if they have placed in that contest in another Area (or in the club and their Area conference has not yet happened), they shouldn't be a judge.
You'll also need a chief judge and a tiebreaker judge in addition to the above. It is best practice to have these two be external in either case.
Q: Who chooses the topic for Table Topics?
The Rulebook, page 21: "All contestants must receive the same topic, which must be of a general nature.
The topic is selected by the contest chair.
The topic must be of reasonable length, must not require a detailed knowledge, and must lead to an opinion or conclusion."
Which means: The contest chair is the person organising the contests - most likely the Area Director. It's a good idea if the chair consults with the Chief Judge and/or Contest Toastmaster to check the topic is suitable.
Aim for a statement (not a question) between 4 and 8 words for Area level for best results.
Q: Can a member compete in multiple Areas?
The Rulebook, page 7: "No contestant can compete in more than one Area speech contest of a given type, even if the two Areas are in different Divisions or Districts"
Which means: A member can compete in multiple clubs for the same contest. However, they can only compete in each contest at the Area level just once per year (even if those Areas are in different Divisions or Districts).
Example: A member wins Humorous at a club in Area 1, and wins Humorous at a club in Area 2. They now must choose which Area they will compete at.
A member can compete in up to all four contests at the Area level.
Q: A club can't send their winner, can they just nominate someone now?
The Rulebook, page 8: "Each club in good standing is permitted to choose its contestant for each Area speech contest by whatever means the club desires. If a club contest is held, it must comply with the rules in this rulebook, and the contest result is final. "
Which means: Clubs can simply nominate their contestant/s if they choose, however they can only do this if a contest was not held.
If a contest was held, the club is bound by the placegetters as announced at the club contest. If first place can't make it, then second place can be sent. Likewise for third place. If all place-getters can't make it, then that club has no contestant at Area.
This also means in the event that a club holds a contest and all contestants disqualified by speaking over-time, then that club can't send any contestant to Area.
Short Answer: No.
Q: What makes a member eligible to compete?
The Rulebook, page 6: "To be eligible to compete in any official Toastmasters speech contest, a member must:
Be a paid member of a club in the Area, Division, and District in which they are competing.
The club must also be in good standing."
Which means: All contestants in any contest must be financial with Toastmasters International (which means the club Treasurer must have paid their fees to TI) before the contest. The club represented must have 8 or more financial members at the time of the contest.
You can check this eligibility for any member via the 'Eligibility Assistant' in Club Central.
Additionally:
The Rulebook, page 6: "In addition, to be eligible to compete in the International Speech Contest, a member must have earned certificates of completion in Levels 1 and 2 of any path in the Toastmasters Pathways learning experience, or earned a Distinguished Toastmaster award."
Q: What happens if a contestant doesn't attend their briefing?
The Rulebook, page 11: "If a contestant is absent from the briefing, the alternate speaker, if present, is permitted to attend the briefing in place of the primary contestant. If the primary contestant is not present when the person conducting the contest is introduced, the primary contestant is disqualified and the alternate officially becomes the contestant.
Should the primary contestant arrive after the briefing but before the person conducting the contest is introduced, the primary contestant is permitted to compete, provided the primary contestant:
a) Reports to the contest chair upon their arrival.
b) Has all required paperwork in good order.
c) Waives the opportunity of a briefing."
Which means: If a contestant is running late, they have until the Contest Toastmaster is introduced by the MC before they are disqualified. It is fine to have the second place-getter attend briefing just in case the contestant is too late, but if the contestant arrives within the requirements, they are still the primary contestant.
If a contestant (or a representative) is not present at the briefing, they are still included in the draw for speaker order; they are not defaulted to last speaker.
Club Officer Changeover Script
Club Officer Changeover Script
*This imag generated by Canva AI
Area Directors are often asked to perform the Club Officer Changeover Ceremony in late June/early July. There is no rule on who exactly should do this; whether it is the incoming or outgoing Area Director.
Here is a script that is concise, modern, thanks the outgoing team, and holds gravitas for the incoming team.
Also, sometimes called the Club Officer Installation.
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