Officer Installation Script

Would the outgoing officers please stand? At this time, you are discharged from all of your duties and responsibilities. Thank you for your excellent service to this club.

I am here to:

• install the new officers of [ club name ______________________ ],

• briefly state their key responsibilities,

• remind them of the challenges that lie ahead

Their collective challenge is to make this Club one of the best in Toastmasters International. This will involve helping the members achieve their goals as well as leading the Club to President's Distinguished Club status this coming year.

Will the new Officer team please come forward and form a line beginning with the Sergeant at Arms and ending with the President?

Each Officer is obligated to:

• attend Club Executive Committee meetings,

• attend District-sponsored Club Officer Training (TLI),

• prepare a successor for his/her respective office

I will now briefly describe the challenges and key responsibilities for each Officer beginning with the Sergeant at Arms. [ If the Club has a gavel, have each officer in turn hold the gavel as his/ her responsibilities are described. ]

[ name of Sergeant at Arms ______________________ ], as Sergeant at Arms, you:

• arrange the meeting location,

• maintain club equipment in working order,

• ensure that adequate club supplies are available,

• set up the room before the meeting begins,

• make all relevant educational and PR materials are displayed,

• attend to special equipment needs,

• greet guests,

• help the President make sure the meeting begins on time,

[ name of Sergeant at Arms ______________________ ] will you perform these duties to the best of your ability? [ Acknowledge response ] Please pass the gavel to [ name of Treasurer or name of Secretary/Treasurer ______________________ ]

[name of Secretary/Treasurer ______________________ ], as Treasurer, you:

• keep financial records and prepare the club budget

• announce when it's time for members to pay dues

• explain the dues structure to members

• collect dues

• work with the Secretary to ensure that the Club submits dues on time to Toastmasters International World Headquarters

[name of Secretary/Treasurer ______________________ ], as Secretary, you:

• maintain an accurate membership roster,

• work with the Treasurer to ensure that new member application and dues get to Toastmasters International World Headquarters as soon as possible

• submit the new club officer list to Toastmasters International on time,

• work with the Treasurer to submit your club's semi-annual report and dues to Toastmasters International on time,

• provide the club with minutes of each meeting

[ name of Secretary/Treasurer ______________________ ] will you perform these duties to the best of your ability? [ Acknowledge response ] Please pass the gavel to [ name of VP of Public Relations ______________________ ]

[name of Treasurer ______________________ ], as Treasurer, you:

• keep financial records and prepare the club budget,

• announce when it's time for members to pay dues,

• explain the dues structure to members,

• collect dues,

• work with the Secretary to ensure that the Club submits dues on time to Toastmasters International World Headquarters

[ name of Treasurer ______________________ ] will you perform these duties to the best of your ability? [ Acknowledge response ] Please pass the gavel to [ name of Secretary ______________________ ]

[name of Secretary ______________________ ], as Secretary, you:

• maintain an accurate membership roster,

• work with the Treasurer to ensure that new member application and dues get to Toastmasters International World Headquarters as soon as possible,

• submit the new club officer list to Toastmasters International on time,

• work with the Treasurer to submit your club's semi-annual report and dues to Toastmasters International on time,

• provide the club with minutes of each meeting

[ name of Secretary ______________________ ] will you perform these duties to the best of your ability? [ Acknowledge response ] Please pass the gavel to [ name of VP of Public Relations ______________________ ]

[name of VP Public Relations ______________________ ], as VP Public Relations, you:

• attract visitors to the Club through free publicity,

• use a variety of means to promote the club in the [ community or organization ],

• enlist your fellow club members in PR activities, providing them with promotional materials and ideas for inviting guests

• regularly recognize member achievements with methods such as announcements, newsletters, emails, and articles that you submit for the district bulletin

[ name of VP PR ______________________ ] will you perform these duties to the best of your ability? [ Acknowledge response ] Please pass the gavel to [ name of VP of Membership ______________________ ]

[ name of VP Membership ______________________ ], as VP of Membership, you:

• lead the Club's membership building efforts,

• to achieve the membership goal of 8 new members,

• while the VP of PR motivates people to visit your Club, you motivate the current members to invite guests,

• promptly give new member applications and dues to the Secretary and Treasurer

• personally greet guests and provide them with guest packets, including a membership application

• make sure each guest hears about the benefits of Toastmasters and gets a personal invitation to become a member

[ name of VP Membership ______________________ ] will you perform these duties to the best of your ability? [ Acknowledge response ] Please pass the gavel to [ name of VP of Education ______________________ ]

[ name of VP Education ______________________ ], as Vice President Education, you:

• gain commitments from members to set educational goals for themselves,

• assure that club members are aware of the schedule of meeting roles,

• plan meetings that will assist members in meeting their goals,

• work with club members to keep meetings fun and well-run,

• work with your members to ensure that they submit their applications for educational awards promptly,

• provide for educational topics at club meetings such as those from the Successful Club Series and Leadership Excellence Series,

• represent your Club at Area and District Council meetings

• as the second highest-ranking officer, preside over the meeting when the President is absent

[ name of VP Education ______________________ ] will you perform these duties to the best of your ability? [ Acknowledge response ] Please pass the gavel to [ name of President ______________________ ]

[ name of President ______________________ ], as President of [ name of club ______________________ ], you are the chief executive officer. Thus, you:

• preside at all club meetings and all meetings of the club executive committee,

• it is your challenge to see that this club adds new members and meets the needs of its current members to achieve their communication and leadership goals

• establish a club climate that is supportive, stimulating, and rewarding to its members,

• realize that among the resources available to you are:

  • fellow Club members

  • Officer team

  • Club Officer's handbook

  • Area Governor

  • Division Governor

  • the District website

  • the D22 Bulletin

  • all other District 22 officers

[ name of President ______________________ ], you hold the gavel as a symbol of the power and authority that your club has given you during your term of office. I am confident that you will use it wisely and with restraint. [ name of President ______________________ ] as a member of [ club nam ______________________ ] as well as its leader, will you work with your Executive team and club members to make [ club name ______________________ ] a President's Distinguished club this year? [ Acknowledge response ]

[ club name ______________________ ] members please stand. Your Officer team has just pledged to serve this club to the best of its ability. To be the best Toastmasters Club possible and to meet the needs of all its members, your Club will need active participation from each member. Do you as members pledge to work together with your Officer team to make [ club name ______________________ ] the finest Toastmasters club it can possibly be? [ Acknowledge response ]

By the authority vested in me as your Area Governor, it is my sincere pleasure to declare these Toastmasters Officers installed in their respective Club Offices.

Please join me in extending a warm welcome to the [ club name ______________________ ] Club Executive Team for this Toastmasters year.

---

INDUCTING OFFICER

“Membership in Toastmasters is a privilege. And the only way to gain the benefits of our program is to actively participate.

Do you, (names), promise to be active members of this club, to attend meetings regularly and prepare fully for your duties? Do you also promise to fulfill the other points in the Toastmasters Promise?” (You can list additional points if you wish.) (Members reply, “Yes.”)

Then turn to the club and ask...

“Do you, the members of _________________ Toastmasters club, promise to support (names) as they work the Toastmasters program?” (The club members say “Yes.”) “It is my pleasure to declare you installed as members of _____________________ Toastmasters club.” (If your dub presents a Toastmasters pin to members, do it at this time.)

Related Items

Show your members that the club cares by providing all new members with the following “symbols of excellence”:

“Toastmasters and You” Kit (Catalog No. 1167; 1167- A package of five), welcoming the new member to the club and providing a copy of “The Ice Breaker” exercise.

Membership Certificate (Catalog No. 513), suitable for framing.

Membership Lapel Pin (Catalog No. 5751, 5753), which allows the new member to prominently and proudly promote Toastmasters.

Club Constitution and Bylaws (Catalog No. 210-C), allowing the new member to become aware of the policies and procedures governing the club.

printer friendly version