Event Resources

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Event Resources

This web page is under construction – began design December 13, 2019
to assist District Leadership team in future event planning.

This is not an active page but for archiving to help in planning

If you can’t find information you’re looking for and which you think might be helpful to others as well,
please let us know by emailing to the Webmaster.


Go to Conference 2019
Go to Awards Banquets
Go to Summits





Conference 2019

Link to main web page kept for historic purposes
(this links to all web pages related to 2019 conference)

Date of event – May 3-4, 2019

Chair: Ninfa Flewitt









Theme: Dare to Dream
Themes from past events – back to 2006

Event Themes:
Friday Night – Dare to Discover
Friday Fun – Dare to DISCOver
Saturday Breakfast – Dare to Laugh
Saturday Lunch – Dare to Lead
Saturday Dinner/TM Ceremony – Dare to Dream
Type of speech contests:
Friday Night – Table Topics
Saturday PM – International

Conference Roles (brief descriptions)              .docx           .pdf

Committee – name/role – generic form
2019 Annual Conference Committee Members

Registration & Fees
Fees & Type registrations (including early/full/late fees)
(Historic Registration numbers 2007-2019-rough)
Recap of 2019 Registration
See 2019 Registration Page
The original registration page showed early-bird rate
for full registration of $148 thru 4/20/19
Full registration: $148, $155, $160
One-day education pass: $35, $40
Two-day conference pass: $50, $60
Club Pass (no meals – 10 members from one club) – $130

Contract with hotel/facility – provided by leadership team upon request
It’s always a good idea to compare contract with hotel from year to year in order to make necessary adjustments to fees or other sources of revenues in order to cover expenses BE SURE HOTEL DOES NOT INCLUDE SALES TAXES SINCE DISTRICT IS 501(c)(3)

Double check contract to see if required number of room nights required
Hotel diagram

Speaker Agreement
Format to provide for conference promotion, program and website (good example)

2019 Keynote Speakers:
(Historic speakers 2007-2019)
Friday Night: Alise Cortez,
“Your Unique Reason for Being:Why Purpose is So Enticing”
Saturday Breakfast: Suzie Humphreys,
“If All Else Fails, Laugh”
Saturday Lunch: Jennifer McDaniel,
“Celebrating Our Differences”
Saturday Evening: Jeff Crilley,
“From Fear to Fabulous (in 3 easy steps)”

2019 Education Session Presenters:
Scot Sherwin,
“Yes, We Can All Get Along….If We Choose To”
Judy Gaman,
“School of Hard Rocks”
Larry North,
“You Hold the Power”
Jennifer McDaniel,
“The Appreciative Voice: Using Your Voice to Increase Connection”
Coach Rick Kolster,
“Lead From the Front”
Alise Cortez,
“Stand in the Power of Identity: Knowing, Sharing, And Editing Your Life”
Marylee Mims,
“Improv(e) Your Life”
Allan Pickering,
“Pathways 101”

Minute by Minute (MxM) – pdf   xlsx
MxM Role & Checklist – pdf  docx

Lectern Book for each event:
Friday evening lectern book – pdf  docx
Saturday morning lectern book – pdf   docx
Saturday awards lunch lectern book – pdf  docx
International Speech Contest lectern book – pdf   docx
Saturday evening & DTM ceremony – pdf   docx

Main Program
Event Programs:
Friday Evening
Saturday Awards Lunch
International Speech Contest
Saturday Evening/DTM

Power Point for each event:
(some of animation in original power point files will not be in files below)
Friday Night pdf   pptx
Saturday Morning  pdf pptx
Saturday Lunch  pdf  pptx
Saturday evening   pdf  pptx

Tri-fold with conference details
Dream Board (brought to contests to promote conference – printed 24″x36″ for 2019 sign)
Do best to ensure dates/deadlines for fees are in agreement on web, board, tri-fold)
Hot Topics, Special edition/phonevite, contests, etc.:
Category for 2019 Conference Articles (posts)
PDF versions of the following that were
sent to membership through MailChimp
HOT Topics 2/19/19
HOT Topics 3/5/19
HOT Topics 3/19/19
HOT Topics 4/2/19
HOT Topics 4/16/19
Action NOW 4/23/19*
*Good practice is to send special
edition with full details of event and
then an Action NOW right before fees increase
Sent to those registered for event:
Action Now  5/1/19 – what to expect
Action NOW 5/6/19 – thanks for attending/survey
After conference: HOT Topics 5/7/19

DTM information – process, questions, documents
Questions are handled through district25forms@gmail.com (authorized persons: ask leadership team for password)
DTM Chair Checklist – pdf   docx
Questions for DTM’s – Google Forms is used – pdf

First Timers
I’ve requested First Timer Chair provide information
Historically there has been reception for First Timers Friday evening before dinner
Fun Activity for First Timers
Winner of activity announced/gifts
First Timers recognized Friday evening
and Saturday Lunch (all First Timers on stage for picture)

Friday Fun
Historically there has been fun activities after contest on Friday Event
Examples from 3 conferences:
2017 Fall

Sample Tickets
Mail Merge process – create for each event and print in different colors
Designed to have unique number for drawings – stub given to member

Sample Badges
Mail Merge process
(committee, first timers, guests, membrs, district leadership, presenters, blank for members, first timers, guests)

Budget for expected Revenue/expenses
Sent email to Larry Core requesting budget (actuals upon request – will not be published)

Video shown during Friday dinnerphoto story of events of year
(The video above is similar to what was shown at conference
but has events of 2018-2019 TM year after conference and was shown at Awards Banquet)

Video shown during Saturday dinnerphoto story of event
(this Youtube version was updated with dinner and DTM pics added after conference)
Videos from past years (back to Fall 2009)

Banner Parade
Handled with mail merge
Sample Cards
Historically a different graphic for each Division is selected, formatted to be appropriate size for printing.  We used Sam’s photo shop and had high resolution pictures printed in 20″x30″ and then clipped on same size foam board.  In Spring 2019 we reused Spring 2017 pictures.

Dignitary Parade
Handled with mail merge
Guidance Document 
Sample Cards

Name Tents
Handled with mail merge
Sample name tents

Surveys for 2019 Conference were handled
through Chair’s Google Account (using Forms)
Questions are handled through district25forms@gmail.com (authorized persons: ask leadership team for password)
Surveys went out following event within 1-2 days
Put on District website home page as well
as in ‘thanks for attending’ email that went
to attendees through MailChimp
Before 2019 Conference District used SurveyMonkey
After 2019 Conference used District 25 Google Account (using Forms)
Education Session Survey Questions – example of questions
Links were given at end of each education session
as well as on D25 website under each presenter’s information
Conference Survey Questions
Conference – Responses
Conference Committee Survey Questions Questions

2019 Sponsorship Chair was very successful

Letter for member to provide supervisor
(linked to above letter on sponsorship web page)
Following documents from Sponsorship Chair:
Sponsorship Chair Notes
2019 Conference Sponsors
Club Sponsorship Inquiry Letter
How to be a successful Sponsorship Chair
Silent Auction Form
Sponsorship payments and thank yous
Sponsorship Letters
IRS Group Exemption Letter
IRS Exemption Letter
Scarborough Renaissance Request Process

Hospitality Chair
Have not requested write up yet – request from Pittman

Facility Chair
Jamie working on modifying existing document

Decorations Chair
Request from Wendy

Volunteer Chair-click to see web page
Get write up

Conference Photo Albums on Facebook
2019 Conference – Friday Night (including TableTopics Contest)
2019 Conference – Fri Fun
2019 Conference – Sat AM
2019 Conference – Sat Awards Lunch
2019 International Speech Contest
2019 Conference Saturday Evening






Awards Banquets

Purpose of Awards Banquet: xxxxxxxxxxxxxxxxxxx

Awards Banquet 2020 – Web Page
Awards Banquet 2019 – Web Page
Awards Banquet 2018 – Web Page

Award Banquets: Past Theme, Chair, Attendance, Costs

Criteria that goes in to selecting date and venue

Timeline for Planning/Promoting:  Committee Meetings, Promoting (D25 Website, Hot Topics, ……..)

Ordering of ribbons and awards – some ribbon colors are specified on Hall of Fame pages
The two ribbons related to D25’s highest award for club (Kaizen and District Director Quality) – best to use colors from District Focus
Ribbons/Badges/Pins – 2005-06 thru 2015-2016
2018-2019 Order – colors may not be how order was filled by Crown Trophy
2017-2018 Order

Data – process to build files for Awards Banquet program, Hall of Fame updating, Lectern Book and Power Point

Distribution of ribbons and awards – process

Posts/Articles created related to Awards Banquets
Category – Awards Banquets  (all years)
Category – Awards Banquet 2011
Category – Awards Banquet 2012
Category – Awards Banquet 2013
Category – Awards Banquet 2014
Category – Awards Banquet 2015
Category – Awards Banquet 2016
Category – Awards Banquet 2017
Category – Awards Banquet 2018
Category – Awards Banquet 2019
Category – Awards Banquet 2020

Past Awards Banquets Statistics: TM Year, District Director, Chair, Theme, Location, Fees, Registrations

Past Awards Banquets – Pictures of Center Pieces

Past Awards Banquets – Meal Menus

Past Awards Banquets – Program Covers

Budgeting – F&B/Venue, Bar/Bartender Fees, AV, Printed Materials (save-the-date cards, poster, program)
(Cost of items such as ribbons, pins, awards are NOT to be included in Awards Banquet budget but District education budget)

Committee – roles & responsibilities

Links to each D25 Hall of Fame Page, TI Links for reports/information for specific awards (3 club membership, Triple Crown, etc.)

Hall of Fame Landing Page  – majority of awards recognized at Awards Banquets are added to D25 Hall of Fame, description of awards
On this Hall of Fame Landing Page it contains this information for each year  back to 2010-2011

Summary Report of Club awards 2019-2020 by Club
Description of Awards
Awards Banquet Program 2019-2020 

Categories from Hall of Fame Landing Page
Beat the Clock
Corporate and C&L Awards
Distinguished Program Awards (Club, Area, Division District by TM Year)
District 25 Member Special Awards (Toastmaster of the Year, Area Director of the Year, Division Director of the Year, etc.)
Description of these awards
D25 Awards Discontinued
District Director 20+ Club Award
District Director Quality Award
District Focus Theme Awards
Event Themes
Five Star Award
Golden Gavel Award
Kaizen Club Award
Members Sponsoring 3+ Members
Outstanding Club Website
Pacesetter Awards (Multiple Categories)
Phoenix Award
Smedley Award
Speech Contest Winners
Super 7
Talk Up Toastmasters
Triple Crown



Summary of Awards 2019-2020      Description of Awards                                                      Event Program
Summary of Awards 2018-2019       Description of Awards                                                      Event Program
Summary of Awards 2017-2018       Description of Awards                                                      Event Program
Summary of Awards 2016-2017       Description of Awards                                                      Event Program
Summary of Awards 2015-2016       Description of Awards                                                      Event Program
Summary of Awards 2014-2015       Description of Awards                                                      Event Program
Summary of Awards 2013-2014       Description of Awards                                                      Event Program
Summary of Awards 2012-2013       Description of Awards                                                      Event Program
Summary of Awards 2011-2012        Description of Awards                                                      Event Program
Summary of Awards 2010-2011        Description of Awards                                                      Event Program


Welcome email – sent week of the event to those registered with event details

Thanks for attend/survey – sent day after event to those attending thanking them for attending and survey

Power Point

Minute by Minute (MxM)

Lectern Book


Raffle Tickets
Example to create raffle tickets with stub (used for Summit 2020)








Web Pages (Current/Most Recent Event)

Call for Education Session Presenters
Area Council
Summit Registration
Summit Brochure
Summit Committee
Summit Keynote Speakers
Summit Education Sessions
Summit Volunteers Needed
Summit First Timers
Summit Schedule



Summit 2020 (Virtual)

(Will need to change links when copy current year to ‘2020’ Summit pages)
Web Pages:
Area Council
Summit Registration
Summit Brochure
Summit Committee
Summit Keynote Speakers
Summit Education Sessions
Summit Volunteers Needed
Summit Schedule

Roles & Responsibilities
Education Session Presenter Application
Minute by Minute (MxM) and Tech Cue List
Lectern Book – Sat Morning Virtual Version
Lectern Book – Sat Mid-Day Virtual Version
Lectern Book – Sat Evening Virtual Version
DTM Questions
Raffle Tickets – sample file w/names
Raffle Tickets – sample design (mail merge)
Raffle Tickets – sample for printing pdf
Summit Program
DTM Program
Area Council Agenda
Area Council Brainwriting
Saturday Evening Power Point
Saturday Evening Power Point – pdf
Thanks for attending – Survey link
Survey  Questions (Google forms)
Survey – results (csv)
Survey – results (pdf)
Presenter (keynote & education session) Evaluation (Google forms)
Thank You For Your Purchase – DTM
Thank You For Your Purchase
Promote – 9/28/20 Register for Summit
Promote – 11/3/20 Register for Summit
Promote – 11/4/20 Summit, AC Pres/VPE/VPM
Promote – 11/4/20 What to Expect
Articles – All articles/posts 
Article – 7/16/20 Calling All Speakers
Article – 8/31/20 Summit is Coming!
Article – 10/2/20 Take YOUR 2 Steps Forward!
Article – 10/7/20 2020 Summit 2 Steps Forward
Article – 11/14/20 Plot Twist
Article – 11/14/20 Area Council – My Perspective (Jessica Forsman)
Article – 11/14/20 Area Council – My Perspective (Kelsey Dean)
Article – 11/14/20 You Mean You Want Me On The Leadership Panel?
Badges – designed before decision to go virtual – Summit
Badges – designed before decision to go virtual – Area Council
Graphic #1
Graphic #2
Education Session titles, brief description (missing bio/introduction information)
Summit Preparation Timeline (before decision to go virtual?)
Volunteer Checklist (before decision to go virtual?)


Summit 2019

Area Council
Summit Registration
Summit Brochure
Summit Committee
Summit – Hotels
Summit Keynote Speakers
Summit Education Sessions
Summit First Timers
Summit Schedule

Minute by Minute/Lectern Books
Minute by Minute (MxM)
Lectern Book – Sat AM
Lectern Book – Sat Lunch
Lectern Book – Sat Evening

Presenter Application

Power Point – DTM Ceremony

Promotions/Posts/PublicationsAll Posts Created

Save-the-Date Card
Summit Brochure
Promotion Video

Platinum Level YOU! – 8/17/2019
Call to Action – DTM – 9/4/2019
Countdown to Summit-November 9 – 9/12/2019
Second D25 Summit- A Great Success – 11/12/2019
What Leadership Looks Like – 11/15/2019
Reflecting on the Summit and Club Growth Journey – 11/15/2019

Hot Topics, Action Now, Special Edition:
Hot Topics – 8/20/2019 (pdf)
Hot Topics – 9/17/2019 (pdf)
Special Edition – 10/8/2019 (pdf)
Hot Topics – 10/15/2019 (pdf)
Action Now – 10/23/2019 (pdf)
Special Edition – What to Expect – 11/6/2019 (pdf)
Thanks for Attending 11/13/2019 (pdf)
Hot Topics – 11/19/2019 (pdf)


First Timers

Survey Information
Survey  Questions (Google forms)
Survey – results (csv)
Survey – results (pdf)

Area Council Badges for printing (pdf)
Area Council Badge – mail merge
Summit Badges for printing (pdf)
Summit Badges – mail merge

Tickets-used to identify gallery seating and type meal
Gallery Seating for printing (pdf)
Gallery Seating (doc)
Chicken for printing (pdf)
Chicken (doc)
Vegetarian for printing (pdf)
Vegetarian (doc)

Name Tents (reserved seating each event)
Seating arrangements for mail merge
Mail Merge Document
Name Tents for printing (pdf)