MLP TOASTMASTERS

Before the meeting: Check Eventbrite to see who's registered as a guest. Send them a welcoming message letting them know you're looking forward to meeting them and providing clear directions. This proactive contact helps guests feel expected and valued.

At the meeting: Greet visitors warmly and be ready to answer common questions in a brief conversation (What happens at meetings? What does membership cost? Will I have to speak immediately?). Your goal is to help them feel comfortable and informed.

What to prepare: Assemble guest packets containing club brochures, meeting schedules, and information about Toastmasters. These welcome kits should include everything a visitor needs to understand what the club offers. Have them ready to distribute when guests arrive.

The key part: Extend a clear invitation to join. Don't assume visitors will figure out the process themselves. Explain how membership works, the costs involved, and the steps to join. Clarity leads to conversion - when people understand the process, they're more likely to become members.

Response timeframe: Aim to reply to inquiries within 24-48 hours. Answer questions about meeting times, location, and the membership process. For interested prospects, send a reminder before the next meeting.

Post-visit follow-up: After someone visits, send a message asking for their impressions and offering to answer questions. The goal is to ensure they have the information needed to make an informed decision, not to pressure them into joining.

Maintain a tracking system: Keep a record of all visitors including their name, contact details, visit date, and follow-up status. Use a spreadsheet, notebook, or tracking tool that works for you. Systematic tracking ensures no one falls through the cracks.

Facilitate the joining process: Bring membership application forms to every meeting. When someone expresses interest in joining, help them complete the form immediately or guide them through the online process on their device. Capturing their commitment in the moment increases conversion rates.

Track membership trends: Monitor membership numbers regularly. Are you growing, maintaining, or losing members? Report these trends at executive committee meetings to keep everyone informed. Consider organising membership contests to generate excitement and encourage member recruitment.

Collaborative problem-solving: When membership challenges arise, work with the executive committee to identify causes and develop solutions. This might include planning social events, improving promotional efforts, or reaching out to inactive members.

Open house events: Organise special events where the public can experience Toastmasters firsthand in a low-pressure environment. These recruitment events help prospective members see what the club offers. Also plan member appreciation events, as retention is just as important as recruitment.

Community outreach: Arrange information sessions at workplaces, community centres, and other public venues. Deliver brief presentations about Toastmasters benefits and invite attendees to visit the club. This outreach connects you with people who may not know the club exists.

Collaborate with VP PR: Partner with the VP Public Relations to promote the club effectively. Ensure all platforms (website, social media, printed materials) display accurate meeting times and locations. Outdated information can cost you potential members who show up at the wrong venue.

Attend Toastmasters events: Participate in area council meetings and other Toastmasters events when possible. These gatherings offer opportunities to learn recruitment strategies from other clubs, network with the broader community, and represent your club.

Fulfil your commitments: Follow through on your responsibilities. If you're unable to attend a meeting or complete a task, arrange for coverage and communicate with the team. Accountability builds trust and keeps the club running smoothly.

Prepare your successor: As your term approaches its end, train the incoming VP Membership. Share your tracking systems, explain what strategies worked well, and discuss challenges you encountered. Proper handover ensures continuity and sets your successor up for success.

Stay informed: Read the monthly Leader Letter from Toastmasters International. This publication provides recruitment strategies, best practices from other clubs, and district updates. It typically takes about 10 minutes to review.

Share relevant insights: When you discover useful information or resources in the Leader Letter, share them with the executive committee. New membership drive ideas or tools could benefit the entire team.

By promoting the club to prospective members and crafting compelling messaging about membership benefits, you develop marketing skills including value proposition communication, strategic positioning, and persuasive messaging that resonates with your target audience.

By developing genuine connections with guests and members through active listening and thoughtful follow-up, you build strong networking and relationship-building skills that create a welcoming environment and foster lasting professional connections.

By setting membership goals, creating recruitment campaigns, and developing long-term strategies to maintain healthy membership levels, you develop strategic planning skills that enable you to think ahead, set measurable objectives, and execute plans that drive sustainable growth.

By analysing membership trends, identifying retention challenges, and evaluating the effectiveness of different strategies, you sharpen your critical thinking skills to make data-driven decisions and adapt your approach based on evidence and feedback.

By communicating effectively with prospective members, current members, and the executive committee, you develop strong internal and external communication skills that enable you to tailor messages for different audiences and maintain professional correspondence across diverse contexts.

By managing membership records, tracking guest follow-ups, organising materials for meetings, and finding creative solutions to challenges as they arise, you develop strong organisation and problem-solving skills that help you manage multiple priorities and overcome obstacles efficiently.

By working effectively with the executive committee, coordinating with other officers (especially VP Public Relations), and fostering a collaborative team environment, you develop positive small group collaboration skills that enable you to achieve shared goals through teamwork and mutual support.

By documenting processes, mentoring potential future VPMs, and preparing your successor to transition smoothly into the role, you develop succession planning skills that ensure continuity, knowledge transfer, and the long-term success of the club beyond your term.

By following Toastmasters International policies and procedures, maintaining accurate membership records, and ensuring proper protocols for member onboarding and renewals, you develop compliance skills that demonstrate your ability to work within established frameworks whilst maintaining organisational standards and integrity.