Planning a successful Toastmasters event requires organization and attention to detail. Whether you’re organizing a workshop, a club contest, or a keynote presentation, following the right process to submit, promote, and publish your event can make all the difference. In District 42, we have a streamlined system that helps your event get the attention it deserves. Here’s how you can make sure your event is a hit from start to finish.

Submitting Your Event Request

The first step in making your event official is submitting an event request through District 42’s Event Submission Form. Here’s how you can do it:

• Go to the District 42 Website: Navigate to the Events section of the District 42 website. This is where you will find the Event Submission Form.
• Complete the Form: Fill out all the required information, including event name, date, time, location (online or in person), and a brief description of the event. Be sure to include any relevant details about registration, cost (if applicable), and special guests or speakers.
• Submit Your Request: Once the form is complete, submit it. 

Please note that only district events will be added to the District 42 event calendar. Club events won’t appear on the calendar but can still be promoted through the District’s social media platforms upon approval.

Promoting Your Event

With your event now official, it’s time to get the word out! Promotion is key to attracting attendees and generating excitement. Here are some promotional strategies you can use:

• District Newsletter and Social Media: Submit your event details to be included in the District 42 Dispatch, which is distributed to members across the district. Also, request a post on the District’s social media channels, such as Facebook, Instagram, and LinkedIn, to reach a wider audience.
• Create Event Graphics: A visually engaging graphic goes a long way in attracting attention. Use tools like Canva to design event flyers or banners. Be sure to follow Toastmasters International’s brand manual when creating any promotional materials to ensure consistency and professionalism. The guidelines cover logo usage, fonts, color schemes, and messaging, all of which can be found on the Toastmasters International website.
• Leverage Your Club and Network: Encourage members of your club to share the event within their networks. Word of mouth is often one of the best ways to gain traction.
• Email Campaigns: Send email invitations to your target audience. Be sure to include all relevant details and a call to action encouraging them to register.

Publishing and Post-Event Follow-Up

After the event, it’s important to continue engaging with your audience through publishing and post-event activities.

• Event Photos and Recaps: Share photos and a recap of your event on District 42’s website or social media channels. Attendees love seeing themselves in event highlights, and it helps promote future events by showcasing the fun and value of attending.
• Thank You and Follow-Up: Send a thank-you email to all attendees, presenters, and sponsors. Include links to any recordings or materials shared during the event. For larger workshops, it’s a good idea to provide a feedback form to gather insights that can be used for future improvements.

By following this process—submitting, promoting, and publishing your event—you can ensure that your event will be well-organized, well-attended, and remembered by participants. The District 42 team is here to support you every step of the way, so don’t hesitate to reach out for guidance or assistance. Let’s make your next event one to remember!

Vesna Ivkovic
D42 Webmaster/Dispatch Designer