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Microsoft Access club membership database and Word meeting schedule templates for club officers of Toastmasters International

Toastmasters International is a worldwide organization that helps people improve their skills at listening, thinking, and public speaking. It improved my writing ability, too.

Participating in a Toastmasters club is more interesting and fun when you're a club officer. You do more work, but get practice planning and organizing. Thoroughly understanding the workings of your club increases your confidence and makes you more useful.

This set of Microsoft Office documents assists officers of Toastmasters International clubs with their administrative duties.

It includes:

Microsoft Access 2003 (and 2.0) Membership database with about 30 fields per record, including names, addresses, phone numbers, email addresses, etc. Deleting a few Toastmasters-specific fields would make it a suitable membership database for any club, not just Toastmasters.
Microsoft Word document Templates for a Toastmasters club:
- meeting schedules,
- club minutes,
- concise club roster,
- contest signup sheets,
- 2 form letters for common situations,
- duties of each club officer, summary
- meeting agenda for the Toastmaster of a meeting to use as a reference and checklist while conducting the meeting.
An Excel 2003 (and 5.0) spreadsheet to assist with scheduling meeting assignments.
Two simple BASICA / GWBASIC programs for printing mailing labels.

There are screenshots below.

Notes

When you open the Access 2003 version of the database, you will get warnings about opening the Utility.mda module and also about the self-signed code-signing certificate that is my digital signature on Microsoft Office projects.
The Word files are saved as .DOC. You can make a copy of a .DOC and modify it as needed for a single use. However, if you find that you're doing that often, you can use Save As to save the document as a document template (.DOT) and use it that way.
If you redistribute these files to others, under the terms of the GNU GPL, the copyright information that is embedded in them must be preserved. If you modify them, you can and should add your own copyright notice. However, the printouts that you make from these files (such as the schedules, rosters, etc. that you distribute to club members) do not have to have copyright or licensing notices on the printed pages.
These files were independently produced, and they are not endorsed by Toastmasters International. They do not contain any Toastmasters logos.

Downloads

There are two sets of these files, for two different versions of Microsoft Office.

The Word and Excel files in the two sets should be identical because the old versions were reconstructed from the newer ones using the "Save As... (older version)" of those programs.

The Access membership databases should also be mostly identical, but they were built separately in the two versions, so there might be some differences.

toastmasters2003.zip (about 91 KB) is the most recent. It contains the versions of the files for Microsoft Office 2003: Word 2003, Excel 2003, and Access 2003.

toastmasters1994.zip (about 59 KB) is older, containing versions of the files for Microsoft Office 4.3 (Windows 3.1): Word 6.0, Excel 5.0, and Access 2.0. The files in this set have shorter names in the "8.3" file name format.

Files and screenshots (some files omitted)

Schedule and Agenda.doc in Microsoft Word:

(Also, the main worksheet in Schedule.xls looks similar to this.)

Screenshot of the Toastmasters meeting schedule and agenda form.

The back page of the Schedule is this Agenda, which is especially useful for new members preparing to serve as Toastmaster of the meeting for the first time.

_____________ Toastmasters  Club #___  District #__
MEETING AGENDA

President	6:30pm  Calls meeting to order.
		Calls for inspiration/invocation/pledge (format at the option of the scheduled invocator,
			and omission of all or part is also acceptable).
		Conducts any opening ceremonies appropriate to foreign guests.
		Welcomes and introduces guests.
		Conducts business meeting.
		Introduces and gives control to TOASTMASTER.

TOASTMASTER	Introduces:
		Quipmaster (Tells a joke).
		Grammarian (Gives definition and example use of a Word of the Day)
		Timer (Explains timing).
		General Evaluator (Explains duties. Tells who the evaluators will be.)
		Gives control to TOPICMASTER.

Topicmaster	Conducts Table Topics.  (Each speaker speaks for 1 to 2 minutes.)
		Calls for Grammarian/Ah counter's report:
			(1) Grammar  (2) Who used the Word of the Day  (3) Ahs & Ums
		Calls for Timer's report.
		Calls for ballots to be completed (Topicmaster counts them).
		Returns control to TOASTMASTER.

TOASTMASTER	Introduces each speaker, with speech objectives, and allows 1 minute after each
			speaker for members to write comments for the speaker.
		Calls for Timer's report.
		Calls for ballots to be completed (Topicmaster counts them).
		Gives control to GENERAL EVALUATOR.

Genl.Eval.	Introduces each evaluator (each evaluator speaks for 2 to 3 minutes).
		Calls for Timer's report.
		Calls for ballots to be completed (Topicmaster counts them).
		Calls for Grammarian's report:  (1) Grammar  (2) Ahs & Ums
		Gives general evaluation of the meeting's effectiveness, quality, conduct.
		Returns control to TOASTMASTER.

TOASTMASTER	Makes brief comments.
		Returns control to PRESIDENT.

President	Presents awards.
		Makes concluding remarks, announcements.
		Calls for "Parting Shots".
		8:30pm  Adjourns meeting.

				Timing Lights:	Disqual.	Green	Amber	Red	Disqual.
				Table Topics	1:00		1:00	1:30	2:00	2:30
				Speeches	4:30		5:00	6:00	7:00	7:30
				Evaluations	1:30		2:00	2:30	3:00	3:30

Minutes.doc

(The font in the document is Times New Roman, not the one used here.)

Minutes of _____________ Toastmasters, Club #___-__

Meeting Location: ______________________________

Date:	Presiding:		Insp/Pledge:
Quip:	Grammarian:		Word:
Timer:	Genl. Eval:		Toastmaster:
Topicmaster:		Topics Theme:

Club Business:

_____________________________________________________________________________

Speaker	Speech Title, Manual, Speech #	Time	Evaluator	Time
1.
2.
3.
4.
5.
6.

Minutes Page 2 (back of page 1)

Member present at meeting	Their Table Topic subject, if any
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.

Roster.doc

Member names, addresses, phone numbers. Distribute to club members so they can contact each other when they need to. The 3-across formatting is automatic:

Screenshot of the Toastmasters club roster form.

Contests Signup.doc

(The font in the document is Times New Roman, not the one used here.)

_________________________ TOASTMASTERS

HUMOROUS SPEECH CONTEST SIGNUP SHEET

[DATE]

HUMOROUS SPEECH CONTESTANTS
1.	2.
3.	4.
5.	6.
7.	8.
9.	10.

Contest chairman - _________________________________________________________

Sergeant-At-Arms - _________________________________________________________

Chief Judge - ______________________________________________________________

JUDGES
1.	2.
3.	4.
5.	6.

BALLOT COUNTERS
1.	2.

TIMERS
1.	2.

______________________________________ TOASTMASTERS

EVALUATION AND TABLE TOPICS CONTESTS SIGNUP SHEET

[DATE]

EVALUATION CONTEST CONTESTANTS
1.	2.
3.	4.
5.	6.
7.	8.
9.	10.

TABLE TOPICS CONTESTANTS
1.	2.
3.	4.
5.	6.
7.	8.
9.	10.

Contest chairman - _________________________________________________________

Sergeant-At-Arms - _________________________________________________________

Chief Judge - ______________________________________________________________

JUDGES
1.	2.
3.	4.
5.	6.

BALLOT COUNTERS
1.	2.

TIMERS
1.	2.

Letter - Please Pay Your Dues.doc

(The font in the document is Times New Roman, not the one used here.)
The document is spaced so it can be used with window envelopes.
The table cell borders don't show when printed.

Your Name
Your Street Address
Your City, State, ZIP
(Area) Your-Phone


Name
Street
City, State ZIP	Date

Re: _____________ Toastmasters club dues

Dear :

This is a reminder that our next club meeting, on [Day], [Month Date, Year], will be the last meeting at which dues for the current period can be paid on time.

$________, payable to "_______________________Toastmasters", is due.

If you aren't able to attend the next meeting, it would be helpful to receive your check by mail by [Day], [Month Date, Year], when our membership report goes to World Headquarters.

Thank you.

Sincerely,

Your Name,
Secretary/Treasurer

Officer Duties.doc

_____________ Toastmasters Club Officer Duties (Summary)

PRESIDENT

1.	Guide the club towards excellence
2.	Set goals and monitor the club's progress
3.	Inspire and assist the other club officers:
	•	Help them to learn their roles
	•	Inspire them to approach their roles creatively

V.P. EDUCATION

1.	Plan the club meetings and prepare and distribute schedules
2.	Orient new members and arrange for coach/mentors
3.	Organize and administer club speech contests
4.	Preside over the meeting in the absence of the president
5.	Promote and maximize the educational value of our club:
	•	Promote manual speeches and the growth they bring
	•	Promote excellence in evaluations
	•	Ensure that meeting roles are understood and performed to bring maximum benefits

V.P. MEMBERSHIP

1.	Inspire visitors and guests to join (Work with V.P. Public Relations)
2.	Monitor and increase satisfaction of members 
3.	Keep members interested and active (Work with V.P. Education)
4.	Submit new member applications to World Headquarters
5.	Prepare the semi-annual membership reports

V.P. PUBLIC RELATIONS

1.	Plan a public relations program to attract potential members
2.	Prepare publicity materials

SECRETARY/TREASURER

1.	Keep the minutes of club meetings and record attendance
2.	Collect membership dues twice a year
3.	Prepare and mail orders for club supplies
4.	Provide the bank with a new signature card for account
5.	Pay all bills promptly
6.	Maintain and monitor bank account; report when requested

SERGEANT AT ARMS

1.	Set up the room and equipment before each meeting 
2.	Put all equipment away after each meeting
3.	Greet and welcome club members, visitors, guests as they arrive
4.	Communicate with management of meeting place, when needed

Labels.bas

10 'LABELS.BAS for BASICA, GWBASIC. TAKES LABELS.ASC AND PRODUCES MAILING LABELS FROM IT.
20 'Copyright (C)1991 Steven Whitney.
30 'Published under GNU GPL (General Public License) Version 3, with ABSOLUTELY NO WARRANTY.
40 'Initially published by http://25yearsofprogramming.com.
50 'Sample data file
60 '""
70 '"Name"
80 '"Street Address"
90 '"City, State  Zip"
100 '
110 OPEN "LABELS.ASC" FOR INPUT AS #1
120 WHILE NOT EOF(1)
130	'E$ IS JUST A BLANK (""), USED IN THE DATA FILE TO SEPARATE THE ENTRIES
140	INPUT #1, E$, A$, B$, C$
150	I = I + 1
160	LPRINT A$
170	LPRINT B$
180	LPRINT C$
190	'ADD OR REMOVE LPRINTS TO ADJUST BETWEEN-LABEL SPACING.
200	LPRINT : LPRINT : LPRINT
210 WEND
220 CLOSE
230 PRINT "THERE WERE "; I; " LABELS PRINTED."
240 END

OneLabel.bas

10 'ONELABEL.BAS FOR BASICA, GWBASIC.
11 'PRODUCES MULTIPLE COPIES OF A SINGLE MAILING LABEL
12 'Copyright (C)1991 Steven Whitney.
13 'Published under GNU GPL (General Public License) Version 3, with ABSOLUTELY NO WARRANTY.
14 'Initially published by http://25yearsofprogramming.com.
15 'EDIT THIS FILE AS NEEDED BEFORE EACH USE.
20 '11/28/91
30 'FOR 6-LINE MAILING LABELS.
40 FOR I=1 TO 10
50 	LPRINT "Addressee goes here"
60 	LPRINT "Street Address"
70 	LPRINT "City, State  ZIP"
80 	LPRINT:LPRINT:LPRINT
90 NEXT I
100 I=I-1
110 PRINT "THERE WERE ";I;" LABELS PRINTED."
120 END