Proxy Assignment FAQ

Per Policy 9.1, Section 12, proxy assignment is available to Member Clubs no later than July 10 each year. Club Presidents and Club Secretaries will be sent a communication once it is available.

The club’s proxy is assigned by either the Club President or the Club Secretary, who will designate the club’s proxyholder online through the Toastmasters International website.

If one officer has already assigned the club’s proxy, no action is necessary from the other officer.

Yes. The proxy system does not automatically assign the club’s proxy to anyone. If the Club President or Secretary does not assign the proxy to themself, the system will show it as unassigned.

As with any club business decision, the club should vote at a business meeting, with a quorum present, to decide whom to select as proxyholder and whether or how to instruct that proxyholder to cast their votes.

A proxyholder must be a Toastmasters member in good standing. They need to be able to attend the entire Annual Business Meeting, onsite or online, on August 22, 2025, starting at 4 p.m. Eastern Daylight Time (EDT)/Universal Coordinated Time (UTC) -4. The estimated duration of the meeting is five hours. The proxyholder will need a personal device (e.g., smartphone, tablet, laptop) capable of connecting to the internet for the voting process regardless of whether they plan to attend online or onsite.

A club can designate an individual member in any of the following three categories as proxyholder:

• An active member from the club.
• The 2025–2026 District Director.
• Another active Toastmasters member (from a different club).

Each undistricted club has been pre-assigned a District Director to whom their proxy will be assigned if the club chooses the “Designate District Director” option.

To assign the club’s proxy, starting in July, the Club President or Secretary (not both) can follow the steps below:

1. Log in to toastmasters.org with your email and password.
2. Scroll to the Annual Business Meeting section on My Home (directly below the My Education and Achievements section).
3. Click on “Club Proxy & Voting Instructions.”
   1. If you are an officer in multiple clubs, select the club for which you want to assign the proxy.
4. Click the “Start” button next to “Designate Proxyholder.”
5. Select from the three options for designating a proxyholder: A member of the club, the 2025–2026 District Director, or another active Toastmaster.
6. Follow the prompts to complete the process. To submit your proxyholder designation, enter your name into the signature box at the bottom of the page, click the checkbox, and press “Confirm proxyholder.”
7. If your club wants to use the option to provide instructions to the proxyholder, click on “Go to Designate Voting Instructions.” Voting instructions can also be shared at a later time from “Club Proxy & Voting Instructions.”

If a club wants to change its proxy assignment, the Club President or Secretary can follow the steps below before August 15, 2025, at 11:59 p.m. Eastern Daylight Time (EDT)/Universal Coordinated Time (UTC) -4:

1. Log in to toastmasters.org with your email and password.
2. Scroll to the Annual Business Meeting section on My Home (directly below the My Education and Achievements section).
3. Click on “Club Proxy & Voting Instructions.”
   1. If you are an officer in multiple clubs, select the club for which you want to assign the proxy.
4. Click the “Edit” button next to “Designate Proxyholder” to start the reassignment process.
   1. Click the “Edit” button under “Proxyholder.”
   2. Select one of the three categories for the new proxyholder and input the required information.
   3. To submit your updated proxyholder designation, enter your name into the signature box at the bottom of the page, click the checkbox, and press “Confirm proxyholder.”

Clubs are only able to make changes to the club proxy assignment until August 15, 2025, at 11:59 p.m. Eastern Daylight Time (EDT)/Universal Coordinated Time (UTC) -4.

As provided in the Bylaws of Toastmasters International, Article X, Section 1, each Member Club in good standing is entitled to two votes on each item presented for a vote.

Per Policy 2.0, Section 4.C., a club is considered in good standing when a minimum of eight members have submitted their dues for the current dues period. At least three of these members must have been club members during the previous renewal period.

Instructed Proxy
The club has indicated a choice(s) for International Officer and Director candidates and/or proposal(s); therefore, the proxyholder must vote as instructed. If a club has indicated “Abstain,” the proxyholder must not cast that club’s votes for any candidate in that election or for/against that proposal.
If subsequent ballots are needed for an election, and the candidate(s) the club indicated is removed from consideration, the proxyholder will vote as they believe is in the best interest of the organization.

Uninstructed Proxy
The club has not indicated a particular choice for candidates and/or proposal(s). The proxyholder must vote as they believe is in the best interest of the organization, and their vote must not be governed by any other person, group, or caucus.

All members can find their Member ID on My Home by logging in to the Toastmasters International website and accessing their profile. Club Presidents and Club Secretaries can obtain Member IDs of members in their club by accessing the club’s membership roster in Club Central.

Though the Vice President Education is one of the club’s potential representatives on the District Council, the club’s proxyholder at the Annual Business Meeting must be designated by the Club President or Club Secretary. To ensure your club is represented, please speak with one of those two officers.

If there is no email address on file for the Club President and Club Secretary, a letter will be sent by postal mail to both the Club President and Club Secretary with instructions for accessing the proxy information on the Toastmasters International website.

World Headquarters mails proxy letters to those Club Presidents and Club Secretaries who do not have an active email address on file.

To order a duplicate copy, please contact World Headquarters by email. Be sure to include the current Club President’s or Club Secretary's name and email address, as well as your club number. 

All communications will be in English.

The deadline for assigning a club’s proxy is August 15, 2025, at 11:59 p.m. Eastern Daylight Time (EDT)/Universal Coordinated Time (UTC) -4.

District Directors will be able to see which clubs have assigned their proxies and which clubs have not. This information is accessed by following the steps below:

1. Log in to toastmasters.org with your email and password.
2. Scroll to the Annual Business Meeting section on My Home (directly below the My Education and Achievements section).
3. Click on “Club Proxy Designations.”

District Directors are provided with the Club Presidents' names and contact information to follow up.

You may be designated as the proxyholder for any number of clubs and carry any number of votes.

Voting delegates should follow the steps below during Credentials/the acceptance period, beginning August 16, 2025:

1. Log in to toastmasters.org with your email and password.
2. Scroll to the Annual Business Meeting section on My Home (directly below the My Education and Achievements section).
3. Click on “My Votes & Instructions.”
4. Under My Proxies, click on “Accept all votes” at the bottom of the page.
5. Watch the voter training video and confirm your intent to vote by checking the boxes and clicking “Accept all votes.”
6. Press “Return to My Votes & Instructions.”
7. Click on “Download Proxy Summary Report” and select the desired paper size.

If you have already accepted all your votes, skip steps 4–6 and click on “Download Proxy Summary Report.”

Credentials closes on August 19, 2025. More information about the Credentials process can be found in the Credentials FAQ.