Toastmasters International

2023 Mid-year Training

Travel Information

Updated Travel Process

Based on feedback received related to 2022 District Leader Training, Toastmasters International has revised the travel booking process for 2023 Mid-year Training. District leaders planning to fly to and from Mid-year Training will book air travel through the Toastmasters corporate travel agent during the registration process. 

If there are circumstances where a District leader needs to book outside of the Toastmasters corporate travel agent, they will be required to submit an exemption request through the registration system for approval. Please note that submission of an exemption request does not guarantee approval to book independently. If District leaders book airfare independently without prior written approval from World Headquarters, the reimbursement may be denied.   

Airline Reservations Through Travel Edge

Toastmasters International will pay for round-trip transportation at the lowest rate for the most logical route between the passenger terminal nearest the training site and the passenger terminal nearest the home of the officer. If you choose a different class of service, wish to book another passenger, or if you make any variations to your itinerary outside the standard route, you are responsible for any additional fees. If you have questions, please refer to Policy 8.3: District Leader Expenses.

A travel agent from Travel Edge will email you an airline itinerary for you to review, approve and/or revise. Be sure to respond to Travel Edge within 24 hours or your reservation may be forfeited. Upon final approval of your travel arrangements, you will receive a ticketed confirmation from Travel Edge.

Airline Reservations Outside of Travel Edge

If you would like to book outside of Toastmasters corporate travel agent, you will need to submit a request for an exemption during the registration process. You will be required to submit the following information in order for your request to be reviewed:
  • A copy of your preliminary flight itinerary
  • Confirmation that you will book the flight at least 21 days prior to the event
  • Total cost of requested flight itinerary
IMPORTANT: The exemption request does not guarantee approval. You will receive an email from meetingplanning@toastmasters.org within five business days of your submission with confirmation of the approval or denial. Information on next steps will be provided at that time. 

Driving

If you drive to the training, you may request mileage reimbursement at $0.14 cents (USD) per mile, not to exceed the amount of the lowest round-trip airfare rate. You must provide a supporting document from a source such as MapQuest or Google Maps when submitting your reimbursement form. If you carpool, only the driver is eligible for reimbursement.

Airport Ground Transportation

Additional details on airport ground transportation are provided in your confirmation email.

Reimbursement Procedures

World Headquarters reimburses travel costs in accordance with Policy 8.3: District Leader Expenses, Protocol 10.0: Region Advisor Expenses, and Protocol 11.2: Board of Directors Expenses. If you are driving or have received written approval to book your airfare outside of Toastmasters corporate travel agency, a maximum amount will be applied to reimbursement requests and authorized by World Headquarters. Additional reimbursement information will be provided to attendees following the conclusion of the event.

Additional Travel Details

Mid-year Training begins at 8:00 a.m. on Day One and will end by 5:45 p.m. on Day Two. It is expected that you will participate in training until 5:45 p.m. on Day Two. You are welcome to depart after this time or at your leisure the following day. Keep in mind that the evening of Day Two may be a good time to explore the destination or network with other District leaders. 

To avoid travel delays, please be sure to review the appropriate details below on visa requirements. If needed, please click the link in your specific region grouping below to request a Letter of Invitation for the location you are traveling to.   

Regions 10 & 11

Location: Dubai, United Arab Emirates

Arrivals:
  • International Officers, International Directors, and Region Advisors: No later than 2 p.m. on Saturday, January 7
  • District leaders: At your leisure on Saturday, January 7

Regions 12, 13, & 14

Location: Kuala Lumpur, Malaysia 

Arrivals:
  • International Officers, International Directors, and Region Advisors: No later than 2 p.m. on Saturday, January 14
  • District Leaders: At your leisure on Saturday, January 14

Regions 1, 3, 6, 8, & 9 

Location: Las Vegas, Nevada, United States 

Arrivals:

  • International Officers, International Directors, and Region Advisors: No later than 2 p.m. on Sunday, January 22
  • District Leaders: At your leisure on Sunday, January 22

Letter of Invitation 

Entering the United States - Documents Required for International Travelers

A non-U.S. citizen entering the U.S. is required to present a passport and a valid visa issued by a U.S. Consular Official, unless he or she is a citizen of a country eligible for the Visa Waiver Program, or a lawful permanent resident of the U.S. or a citizen of Canada. To obtain a list of countries eligible for the Visa Waiver Program, please reference the Homeland Security website.

Regions 2, 4, 5, & 7

Location: Las Vegas, Nevada, United States  

Arrivals:

  • International Officers, International Directors, and Region Advisors: No later than 2 p.m. on Sunday, January 29
  • District Leaders: At your leisure on Sunday, January 29

Letter of Invitation 

Entering the United States - Documents Required for International Travelers

A non-U.S. citizen entering the U.S. is required to present a passport and a valid visa issued by a U.S. Consular Official, unless he or she is a citizen of a country eligible for the Visa Waiver Program, or a lawful permanent resident of the U.S. or a citizen of Canada. To obtain a list of countries eligible for the Visa Waiver Program, please reference the Homeland Security website.