Club and Officer Information
This page explains what updates Toastmasters clubs need to complete by 30 June each year, or when club or officer details change.
Updating your club information
Following club officer elections in May (or whenever details change), it is important that all clubs update their club and member contact details in the following websites:
(A) Toastmasters New Zealand
(B) Toastmasters International
Full instructions are provided below. Please print this notice for reference or send/hand to the club officer or club webmaster who will be actioning the updates.
You should check and print your club listings in both systems first, before preparing and actioning your updates.
(A) UPDATING YOUR CLUB DETAILS FOR NEW ZEALAND CLUB FINDER
All clubs and district officer information is stored in the Club Finder.
Clubs can now login and update their club meeting and contact details themselves. This information may be used to generate the printable District Directory.
- Go to http://www.toastmasters-clubfinder.org.nz/ and follow the instructions on screen.
Don't forget to update your club information on the World Headquarters website as well from the next set of instructions.
(B) UPDATING YOUR CLUB DETAILS FOR TOASTMASTERS INTERNATIONAL CLUB FINDER
All clubs need to inspect their club listing on the WHQ website Club Finder including their location marker in Google Maps, and then update their details as necessary. Go to this web page to check your club listing:
http://reports.toastmasters.org/findaclub/default.cfm?Country=New%20Zealand
A club officer will then need to login using to their personal membership number and password to update your club's meeting details as follows:
(1) correctly type your club meeting venue address in the Place and City boxes, remembering that this data is used to build the town/city drop down list (See note 1 below)*
(2) accurately specify your club meeting venue address or location on the Google mapping function by sticking the pin in the right place, and pasting the location code into the window provided. You should then double-check your location marker on the front end of the WHQ website by listing your club in the Club Finder and checking where the Toastmasters logo appears, to ensure that the map doesn't have your meeting venue on a mountain or in the wop wops in some random country on the other side of the world! (See note 2 below)**
(3) remove any personal email addresses, and replace with the club's New Zealand generic toastmasters club email address
(4) update any contact phone numbers, meeting days and times, and club website address if they have changed
*1 The WHQ database takes the 2nd address field and uses that to build the drop down list of town/cities, so you should type a city in this field, not a suburb.
**2 ! If you spend a couple of minutes testing the listings, you will see what I mean, and figure out how to fix it for your club for a more accurate result!
How do I get Free Website Hosting?
There is a free one page club web page hosting environment for clubs to have a one page page site with basic information. Some clubs have already taken advantage of this hosting offer.
If your club wishes to have an online presence with a web page, then contact Wayne Webley on clubweb@toastmasters.org.nz with your request.
You can view the current listings on the TMClubs site to get an idea what it is all about. Go to http://www.tmclubs.org.nz/.
Clubs can also use the FreeToastHost club website hosting environment provided by Toastmasters International. This is an online club website builder which uses templates and the latest branding.
UPDATING YOUR CLUB WEBSITE
All clubs with a website should plan for updating the club's contact details for the new committee. Your club website is found by prospective new members from links on the WHQ or NZ club finder. If your website is not listed, please advise the District Webmaster. This task is for your Club Webmaster.
Need help?
Email Wayne Webley, clubweb@toastmasters.org.nz for help in creating a one page website on the TMClubs site.
Email webmaster@toastmasters.org.nz for all other enquiries.
