Frequently Asked Questions

Travel

Q. Can I book my travel to International Convention prior to registering for District Leader Training?

A. No. Toastmasters International will pay for round-trip transportation at the lowest rate for the most logical route between your home city and the District Leader Training location. Once you have completed your District Leader Training registration later in 2024, the Toastmasters corporate travel agent will reach out to you to assist with booking your travel.

Q. Can I book my own travel/not use Toastmasters’ corporate travel agent?

A. If you would like to book outside of the Toastmasters corporate travel agent, you must submit a request for an exemption during the District Leader Training registration process. Upon completion of your registration, your exemption request will be reviewed and you will receive an email from training@toastmasters.org with confirmation of the approval or denial of your request.

Please note that you may not be reimbursed for your airfare if you choose to book your flight outside of the Toastmasters corporate travel agent without approval.

Q. I am planning personal travel in conjunction with the training. Is this permissible?

A. Yes, at your personal expense. Toastmasters International pays for round-trip public transportation costs at the lowest rate between the passenger terminal nearest the training site and the passenger terminal nearest the home of the officer. The travel agency is happy to help plan your trip and will collect the fare difference for any additional travel costs from you directly.

Q. I requested my Letter of Invitation. Does this mean I am registered?

A. No, this does not mean you are registered. You must still complete the registration process to attend District Leader Training and International Convention. Registration for International Convention and District Leader Training will be separate this year, but you are welcome to register for International Convention now (before District Leader Training registration is available) to start the process of obtaining your visa.

Q. How do I apply for a visa to enter the United States?

A. In order to apply for a United States visa, visit the U.S. Department of State website for information regarding the following:

• The type of visa you will require to enter the United States
• Links to the local U.S. Embassy or Consulate in your country
• Visa application forms and additional document requirements
• Standard wait times for visa interviews

If you are planning to attend International Convention or District Leader Training and you will require a visa to enter the United States, we strongly recommend beginning this process as soon as possible.

Hotel

Q. Can I stay at a different hotel?

A. Booking a room in the Toastmasters room block is an important way to support the organization and keep overall meeting costs as low as possible. Toastmasters commits to a block of rooms at the hotel on behalf of conference attendees and has a financial obligation to fill the block. Please help us avoid potential penalties and control costs for future events by staying at the official hotel and encouraging your fellow leaders to do the same. Staying within the room block is also more convenient and helps you stay connected with the informal activities and networking opportunities that occur at the hotel during the conference.

Q. Can I arrive a day or two prior to training? How do I go about organizing that?

A. We cannot guarantee that a room at the discounted rate will be available outside of the training dates, but you are welcome to inquire with the hotel directly. Hotel information will be sent to you once you complete your District Leader Training registration.

Q. Should I book a hotel room for International Convention now if I plan to attend convention? Can I book my hotel room for District Leader Training and Convention separately?

A. A block of rooms has been reserved for District leaders for both District Leader Training and International Convention dates. Please wait to book your hotel room for District Leader Training and International Convention dates until you have completed District Leader Training registration, at which point you will receive a special booking link that allows you to do so.

Q. I am unable to book a hotel room with the discounted rate/in the Toastmasters room block/for the correct dates.

A. Upon completion of registration for District Leader Training, you will receive a link to book your hotel room at the Toastmasters International contracted room rate for District Leader Training and International Convention. Please ensure you are using that link to book your hotel room.

Q. Are District leaders responsible for booking their own hotel accommodations?

A. Yes. District leaders are responsible for booking their own hotel accommodations within the Toastmasters room block at the host hotel. If budgeted and approved, Districts may reimburse the District Director, Program Quality Director, and Club Growth Director for lodging expenses. The hotel booking information will be made available to District leaders once they complete the registration process and can also be found in the confirmation email received once registration is completed.

Please email districtquestions@toastmasters.org if you have questions about budgeting for lodging.

Q. How do I get to the hotel from the airport?

A. Your confirmation email will list all the ground transportation options available for your destination. Airport ground transportation may be reimbursable if your District has budgeted for this expense.

Training

Q. I have a conflict in August for personal/work reasons. Is District Leader Training optional?

A. All District Directors, Program Quality Directors, and Club Growth Directors are expected to attend District Leader Training unless there are extenuating circumstances. As a reminder, the disclosure that you may need to travel as a District leader is in the District Leader Agreement and Release Statement.

Q. Not all of my District’s leaders can attend the training. Can I bring someone else in their place?

A. No. District Leader Training is specifically designed for District Directors, Program Quality Directors, and Club Growth Directors. If they cannot attend, we encourage them to complete the Pre-work and review training materials with their Region Advisor and other members of their District team who were able to attend.

Q. How can I prepare for the two days of training?

A. Prior to District Leader Training, the Training Team at World Headquarters will provide information and instructions on how best to prepare.

Q. What meals are provided during District Leader Training?

A. Breakfast, lunch, and two refreshment breaks will be provided during training on Day One and Day Two.

Any additional meals outside of the above listed inclusions are the responsibility of District leaders. If budgeted and approved, Districts may reimburse the District Director, Program Quality Director, and Club Growth Director for meal expenses.

Convention Registration

Q. If a current District leader wants to register now for the 2024 International Convention, can they do so? Or do they need to wait until District Leader Training registration is available?

A. Registration for District Leader Training will be separate from registration for International Convention. You are welcome to register for International Convention at any time.

Q. How will I take advantage of the discounted registration price for District Directors if I want to register for International Convention now (as a current Program Quality Director)?

A. 2024–2025 District Directors who purchased an International Convention registration will receive a refund for any amount paid over the discounted District Director rate. Please note that the District Director discounted rate may not be combined with any promotional rates.

Budget

Q. May I use District funds for 2024 International Convention registration?

A. Yes, per Policy 8.3 District Leader Expenses, Districts may reimburse the District Director, Program Quality Director, and Club Growth Director for registration, lodging, and transportation expenses not paid by World Headquarters. Please keep in mind that if you use District funds to purchase a convention registration and you are not elected for the next program year, you will need to reimburse the District for the price of registration.

Q. Are there any additional registration fees or expenses for attending District Leader Training (other than expenses related to attending the International Convention)?

A. There are no additional fees or expenses related to attending District Leader Training other than meals not provided during the training. Please note that you will need to book lodging for the dates of District Leader Training once you have completed your District Leader Training registration. Per Policy 8.3 District Leader Expenses, Districts may reimburse the District Director, Program Quality Director, and Club Growth Director for registration, lodging, and transportation expenses not paid by World Headquarters.