The quick math
$109 a year breaks down to $2.10 a week. Split across your members, it gets even smaller:
20 members – $5.45/person for the whole year
15 members – $7.27/person for the whole year
10 members – $10.90/person for the whole year
6 members – $18.17/person for the whole year
Even in the smallest club, that’s less than $1.52/month per member. Most people spend more than that on a single vending machine run.
Not ready to commit for the year? There’s a $12.50/month option too – no long-term commitment, cancel anytime.
But what does $2.10/week actually get you?
This isn’t just a scheduling tool. With OurClubHQ, your club gets an entire operations platform:
- Automated role scheduling. The algorithm tracks who’s done what, when they last did it, who’s absent, who has prerequisites, and who’s due for a turn. It handles the work your VP Education used to do with spreadsheets and sticky notes. Every member gets fair rotation. Every meeting gets filled.
- A professional club website that stays current. Through OurClub.site, your club gets a public-facing website that automatically pulls in your schedule, meeting details, and club info. No one has to “update the website” – it updates itself. When a guest Googles your club, they find a site that looks like you have it together. Because you do.
- A visitor contact form that actually captures guests! When someone’s interested in visiting, they fill out a form on your site. Your officers get notified. The guest’s info doesn’t disappear into someone’s personal email or get scribbled on a napkin. You can track them from first contact through their first visit to membership.
- Shared file storage for your club. Meeting minutes, role guides, officer handover documents, training materials – all in one place that every member (or just officers) can access. No more digging through email threads or hoping someone saved last year’s files on their personal Google Drive.
- Invoicing for dues and expenses. Collect club dues, contest fees, or event contributions without chasing people down with Venmo requests. Members get a clear invoice, officers get a clear record.
- Less work for every officer – The VP Education isn’t spending hours juggling assignments. The Secretary isn’t fielding “who’s doing what this week?” emails. The President isn’t worrying about whether the club looks organized to visitors. The system handles the busywork so your officers can focus on what they actually signed up for – helping members grow.
The cost of doing it manually
Nobody writes a check for manual scheduling. But it costs you anyway.
Your VP Education’s time and energy. This is the role with the highest burnout rate in most clubs, and a big reason why is the scheduling grind. Building a schedule by hand means cross-referencing who did what, emailing members about availability, redoing assignments when someone cancels, and hoping you didn’t accidentally give the same person Toastmaster three weeks in a row. That’s hours of work every month; hours that could go toward mentoring members or planning better meetings.
Missed visitors. If your club doesn’t have a website, or has one that hasn’t been updated since 2019, potential visitors can’t find you, or they find you and move on because nothing looks active. Every guest who doesn’t show up is a member you’ll never have.
The disorganization tax. Members notice when meetings feel chaotic. When roles aren’t assigned until the last minute, when the same people keep getting picked, when nobody’s sure what’s happening next week – that erodes confidence in the club. People don’t usually quit dramatically. They just start showing up less. And in a small club, losing even one or two members can make it hard to run meetings at all.
For smaller clubs, this matters even more
If your club has 8 or 12 members, you already know the math is tight. Every person matters. Every meeting matters. You can’t afford to lose a member because things felt disorganized, and you can’t afford to burn out your VP Education halfway through their term.
$109/year is a small line item that directly protects against both of those things. It keeps your meetings running smoothly, makes your club visible to new members, and takes the heaviest admin burden off your officers’ plates.
A club that runs well attracts members. A club that attracts members stays alive. That’s what $2.10/week buys.
Make it cost even less
Coming soon: the OurClubHQ Referral Program. When you refer another club that signs up, you’ll get 3 free months added to your subscription. Refer a couple of clubs in your Area, and you’ve covered most of the year.
If you’re an Area or Division Director, you’re already helping clubs improve – this gives you something concrete to point them to. Get a few clubs in your Area set up, and every one of them can start earning referral credits of their own.
Try it free for 45 days
No credit card required. Set up your club, invite your members, and see what automated scheduling actually feels like. If it’s not saving your VPE real time by the end of the trial, you’ve lost nothing.
OurClubHQ is built by a Toastmaster with 11 years of experience – including way too many hours doing scheduling by hand. This exists because the problem is real, and spreadsheets aren’t the answer.
