CLUB SPONSOR, CLUB MENTOR &CLUB COACH

Part of the mission statement of Toastmasters International says “continually expand its worldwide network of clubs, thereby offering ever-greater numbers of people the opportunity to benefit from its programs”. Within the mission statement of districts it says “extend the network of clubs”. Thus, building new clubs is a key component of Toastmasters.

Few people outside of Toastmasters can start a new club by themselves. It usually takes people with Toastmasters experience to provide the necessary assistance required to get a new club up and running. To that end, Toastmasters has created two special offices: Club Sponsor and Club Mentor. The Sponsor helps with the details to get the club chartered. The Mentor helps the members learn the specifics of running the club and having effective meetings.

Of course, over time, clubs lose members for a variety of reasons. Sometimes clubs drop in membership to under twelve. That is a critical point in the life of a club. With twelve or less members, it is difficult to sustain an effective club with productive meetings. A special office called Club Coach can help. This person knows how to build back up the membership of a club.

All three of these special offices allow the Toastmaster a change to earn credit towards the Advanced Leader Silver award.

WHAT DOES A CLUB SPONSOR DO?

While rarely mentioned, a club sponsor is very important to the future of a club. There is an abundance of paperwork that must be properly completed before a club can submit its chartering application to Toastmasters International. That is where the experience of the Club Sponsor comes in handy. He/She

• shows the group interested in forming the Toastmasters Club what they need to do. Alleviates any remaining doubts they may have
• helps the group establish regular club meetings. Fill meeting roles to set an example for club members
• assists the group in selecting interim Club Officers. Ensure that these officers understand their responsibilities
• works with the club to establish ongoing recruitment efforts
• ensures that interim Club Officers understand the requirements for chartering their club
• assists the Club Officers in completing the charter paperwork
• serves as a resource person to the club for any questions they have about meeting procedures or Toastmasters guidelines
• keeps District Officers informed of the club's progress. Ask for a Club Mentor as soon as the club approaches charter strength

Note: The high-initiative way to be a Club Sponsor is to organize the Demonstration Meeting yourself. Consult "How to Build a Toastmasters Club" for a step-by-step plan to identify opportunities to organize a club, gain support for your idea, promote attendance and gain the commitment of 20 to 30 people to become Charter Members.

To get credit as a Club Sponsor, the names of up to two persons must appear on the charter form as a Club Sponsor. That form needs to be signed by the District Governor.
 
WHAT DOES A CLUB MENTOR DO?

New clubs often consist only of first-time Toastmasters. Thus, they need assistance for a few months while they learn how to appropriately run their club and meetings. This assistance can be in the form of a Club Mentor.

The District Governor assigns up to two mentors to a new club. Preferably these mentors are present at the meetings when the club is being formed (i.e. before chartering). The mentors often join the club during the time they serve as mentor.

Once a club is chartered, a Club Mentor helps the club get off to a good start emphasizing those things that will make the club a success. A Club Mentor serves for at least six months to guide and assist a newly chartered club. He/she:

• attends regular club meeting, filling meeting roles such as Toastmaster, General Evaluator and Speech Evaluator to set an example for club members
• serves as a resource person to the club for any questions they have about meeting procedures or Toastmasters guidelines
• ensures that Club Offers understand the Distinguished Club Program and how it serves the needs of club members. Providing samples of Club Success Plans of helping officers develop the Club Success Plan
• explains the Toastmasters educational program
• coaches Club Officers on their roles and responsibilities
• encourages Club Officers to participate in District activities
• keeps District Officers informed of the club's progress

WHAT DOES A CLUB COACH DO?

Clubs with twelve or less members need the special attention of a club coach. A club coach works with the club to help it become a Distinguished Club by June 30 or by the following June 30.
The district governor assigns up to two coaches to a club that has said it wants coaching. The coaches must be members of other clubs at the time of the appointment although the coaches often become members of the clubs they are coaching.
A Club Coach serves for at least six months to guide and assist a club that needs to have its membership rebuilt. He/she

• works with club officers and club members on what it takes to rebuild their club membership
• gets commitment from the club members on helping get guests to their meetings after explaining to them why charter strength is important
• brings in the appropriate materials needed for membership building activities
• builds enthusiasm in the members for wanting to help bring their club membership back to charter strength
• coaches Club Officers on their roles and responsibilities
• encourages Club Officers to participate in District activities
• keeps District Officers informed of the club's progress
• The club coach comes from the outside with new viewpoints, perspectives and experience. Club coaches help clubs in other ways such as:
• Using volunteers to conduct a Speechcraft in the community of company to help the club build its membership
• Scheduling joint meetings with nearby clubs to boost morale and present a more effective showcase for prospective members.
• Looking at the needs of the members and determine areas needing improvement. This may result in a change of meeting place, time, day, frequency of meetings or a change of club name to create a “new club” spirit.
• Getting the club involved in area and district activities.
• Actively promoting the club within the community or organization.

Reproduced by TM Subha Anupindi