TLI – COT Event Planner & Checklist
1. Pre-planning ⃝ Check when completed
a. Appointment of Organizers
i. Secure organizer(s) four months in advance. This allows for main organizer to plan for and use event as a
High Performance Leadership project. (NB: the HPL guidance committee is comprised of 4 people, 1 of
whom must be a TM) ⃝ Event Organizer(s):_________________________
ii. Project an event date and develop a theme. ⃝ Potential date: _____________
b. Venue
i. Organizer to locate venue with seven training room capacity for concurrent COT sessions (consult with
Area Governor and/or club presidents to assist). ⃝ Venue:____________ Alternate:_________________
ii. Attempt to secure a corporate sponsor to offset event related costs. ⃝
iii. Inspect venue determining (but not limited to): ⃝
1. room capacity ⃝ #s_____
2. food service capability; ⃝
a. If required, determine and identify food service volunteer(s) to:
i. Prep ⃝; Set-Up ⃝; Clean up. ⃝ Name(s): _________. __________, _________
3. audio-visual & internet capability; ⃝
4. security restrictions & requirements; ⃝
5. handicap access; ⃝
6. signage requirements; ⃝
iv. Take photos of the venue. ⃝
v. Confirm an event date. ⃝ Confirmed date__________
c. Presenters & Sessions
i.
ii.
iii.
iv.
3 months in advance, consult with Area/Division Governors to determine training priorities. ⃝
Determine # and style of training & ed sessions (eg.: panel discussion and/or single presenter) . ⃝
Encourage & inform presenters to use presentation portion for an evaluated manual speech. ⃝
Secure COT and TLI presenters 10 weeks in advance and obtain their biographies. ⃝
d. Budget
i. Budget for event to be revenue neutral.
ii. For the District, prepare and maintain a record of income and expenses (template below). ⃝
iii. Designate volunteer to purchase & collect appreciation gift for presenters. ⃝
e. Registration
i. Four weeks in advance of event, use the District’s Survey Monkey account for candidate registration
(through Lt Governor Education & Training (LGET)). ⃝
ii. On the survey, include:
1. cost, venue directions, photos and training syllabus;
2. advertise COT & TLI presenters.
iii. Distribute registration details to Division officers and District and Regional websites ⃝
iv. Distribute registration details to membership via Constant Contact (through LGET). ⃝
v. Close candidate registration the day before the event. ⃝
2. Event Day
a. Event Photographer
i. Designate an event photographer to advertise on e-newsletters & websites. ⃝
b. Presenter Briefing (to be held privately and half hour prior to training)
i. Supply presenters with snacks & beverages. ⃝
ii. Provide presenters with package containing: ⃝
1. Training evaluation forms;
2. District initiatives and notices;
3. COT candidate registration page for signature;
4. Presenter biographies;
5. Presenter appreciation gift.
iii. Designate a Session Sgt at Arms or have presenters appoint a Sgt at Arms to: ⃝
1. introduce the presenter;
2. monitor time;
3. distribute and collect evaluations/signed trainee registration page;
4. present appreciation gift to presenter at end of session.
c. Candidate Registration
i. Designate officials to handle candidate registration. ⃝ Names: ________, _________
1. For 50+ candidates, have two registration officers; 100+, 3 officers.
ii. Organize COT candidate registration pages alphabetically by surname. ⃝
iii. Present a training agenda to candidates. ⃝
iv. Have cash float available. ⃝
d. Registrant Gathering Area
i. If available, designate a common area for arriving candidates for welcome & announcements. ⃝
e. Presentations
i. Allow for 10 minute break between COT and subsequent education sessions. ⃝
ii. Allow for presentations (club or member awards) to occur at mid-event meal break (if provided).
f. Conclusion
i. Applicable thanks and recognition of attending dignitaries. ⃝
ii. Collect trainee evaluations for review/feedback to presenters. ⃝
3. Post-Event
a. Delivering COT candidate list
i. Supply confirmed Club Officer Trained candidates to District Officer. ⃝
ii. If applicable, supply TLI registrants (eg.: Judges Training) to District for upload to District directory. ⃝
b. Presenter Feedback
i. Deliver candidate feedback to presenters. ⃝
ii. If applicable, deliver candidate evaluations to District for retention in Presenter Directory. ⃝
iii. Solicit input from presenters on all aspects of training event. ⃝
c. Letters of Appreciation
i. Deliver letters to Facility Coordinator, Executive in Charge and Club President (if applicable)
(template below). ⃝
Sample Event Income Statement:
TLI-COT Event
Income Statement
Revenue
-
Candidate registrations:
Donations
Sponsor
Total
______
______
______
Food
Venue
Appreciation Gifts
Total
______
______
______
______
Expenses
-
Net Income (Net Loss)
______
______
Sample Appreciation Letter:
[for logo & letter format see: http://www.toastmasters.org/logos ]
Dear Sir/Madame,
Re: Toastmasters Learning Event
Please accept my sincere appreciation with regard to a Toastmasters training event held at ____ on ____.
company demonstrated its generous support by a donation of meeting rooms and ____.
Your
The ____ training venue far exceeded the expectations of event organizers and trainers who presented __ different
sessions to __ candidates. (if club affiliated to venue…) The quality of the facility was equaled by the leadership and
commitment demonstrated by _____. _____ was quick to offer this facility to host this learning event; ___ helped guide
organizers during a pre-site inspection; answered numerous facility related questions and then attended the entire
training day.
Also exceeding expectations has been the growth of Toastmasters International both locally and worldwide. (details
about local area club growth here) Worldwide, since 1998, Toastmasters International has experienced membership
growth of over 60% to reach a total membership exceeding 280,000 people. Few other non-profits can boast those
numbers! This growth is testament to Toastmasters being recognized as the leading communication and leadership skill
development organization.
Your support of (club name here) Toastmasters club and sponsorship of our training event is/are a clear demonstration
to (company name here) staff that you value their contributions and are determined to foster their leadership growth as
a community of learners.