club in a club

www.ClubInAClub.com www.rotary5260.org

Club In A Club

How To Consistently Add Members to YOUR Club

Keith Sorem, Glendale Sunrise Rotary

Katie Friedman, Crescenta Valley Rotary


Healthy Things Grow

• The grass

• Your hair

• Your fingernails

• Your waistline


So WHY doesn’t YOUR Club GROW?

21. We’re too busy doing service projects17. No one wants to join my club8. We always have money left over at the end

of the Rotary year, so what’s the big deal?2. My President does not want us to grow

Excuse Number

What’s YOUR Number 1 Excuse?


What does your Club do BEST?

• Service Projects!• Fellowship Events• Club projects done before• Repeat successful projects• Meetings


The BEST Club PROJECTS are:

• Fun• Promote fellowship • Promote member

retention• Help the club to grow• Are repeated

Crescenta Valley Rotarians cook annually for Relay For Life, a community

cancer fund-raising event.


Characteristics of Repeat Projects

• They are successful• They get better each time• More members get involved each time• Participants look forward to the next one


Today You Will LEARN• How gaining new members is a CLUB PROJECT• How inducting new members and retaining them

for at least two years is a CLUB PROJECT• How a step-by-step procedure working time after

time is a CLUB PROJECT• How tailoring the project to your club’s needs is a

CLUB PROJECT


Club In A Club

• History: developed in Australia• Protocol: follows your club’s bylaws• Procedure: simple to plan and follow• Implementation: simple to carry out• Follow-up: easy to fine–tune and repeat


FIRST, Form a TEAM

• Inform your club know that you are having a membership project planning meeting

• Explain the growing needs within the community demand that you expand the club in order to meet those needs

• Emphasize that Everyone in the club is expected to help


You will NEED• SOMEONE to keep track of the prospects• SOMEONE to put them into a database• A Mail-Merge invitation letter, personally

addressed and mailed• A tracking system for responses you

receive• A phone call follow-up timeline


GATHER Names from the Club

• Quality first – people that you know who would make a good Rotarian

• Don’t pre-judge – consider someone you do business with or a family member

• Past members – they may be ready to return as an active member

• Think – who would make a good Rotarian?


The INITIAL PROCESS

• Enter all the names in the database• Submit the list of names to the board• Present the list to the membership for

approval, per the club bylaws• Write an invitation letter for club approval


WRITING the LETTER

• Contact:• [email protected]

for templates of all documents needed• Select a date for your invitation event• Edit the brochure template about Your

Club that you will mail with the letter

mailto:[email protected]


The LETTER

• States why you are writing them• Refers to the referring Rotarian• States the date/location of the event• Includes a custom, TAILOR MADE CLUB

brochure


Can the letter be tailored too?

YES!


The INVITATIONAL EVENT• A separate event

– reception– lunch– dinner

• A regular club meeting• An opportunity to invite other clubs and

dignitaries to join and support your club


After the letters are mailed …the dialogue begins

• Referring Rotarian Confirms that the prospect received the letter

• Referring Rotarian Asks if they are interested in learning more about Rotary

• Referring Rotarian Shares, we do not need new members, we’re looking for people interested in serving their fellow man/woman

• The goal is to weed out, not recruit


Call PROSPECTS back• Reminding and/or re-confirming their attendance • Providing parking/driving directions• Letting the Reservation Manager know

– responses that said, “Not right now”– list of those who said “yes”


The BROCHURE

• Accompanies the letter• Contains Full Disclosure• Highlights YOUR CLUB• Indicates attendance/financial expectations• Asks for Call to Action - Yes, No, Maybe


The EVENT• Showcase what your club does best• Narrow the focus – 3 topics• Select only dynamic speakers• Do not talk about numbers (boring)• Allow plenty of time for fellowship AFTER

Start and End on time


Assign Sponsors

• Determine who should talk with whom before the event starts

• Schedule a follow up to answer questions• Pre-schedule a fireside chat/orientation• Invite them to attend the next club meeting


Interested guests

• Invite them to the next meeting• Give them a copy of the Rotarian• Ask what they liked about the brochure• Ask if they have questions?• Do NOTNOT give them a member proposal

form to fill out!


Report the results• Report those who attended to the database

manager• Report the guests’ level of interest• After they attend the next meeting, have the

sponsor complete the proposal form• Invite them to a fireside chat


The Proposal Form


Attended at least one meeting/fireside chat


What is the Club In a Club?Club In a Club?

• The newest members of the club make up the Club In the Club

• They perform duties each meeting• They perform a community needs analysis• The Club helps execute the project


Give the CinC a Name• Have a seasoned Rotarian CHAIR the group• Have assigned duties (Red Badge-type)

– Greeters– Hang the banners– Badge Box manager– Take attendance– Assist the treasurer


The Goals of CinC

• Systematic method of finding new Rotarians• Makes membership a CLUB PROJECT• Gives new Rotarians a purpose• Helps new Rotarians fit in right away• Can be conducted as often as needed


Six Weeks to New Members• Week 1 - Form the team• Week 2 - Ask for & collect prospect names• Week 3 - Present names to the board for approval• Week 4 - Present the names to the membership

for discussion and any objections• End of Week 4 - Mail the Letters and Brochures• Week 5 - Follow up by phone and/or in person• Week 6 - Have the meeting


We ask you, You ask us,What is NEXT?

• Questions and Answers• Visit www.rotary5260.org Membership

Forum

http://www.rotary5260.org/


We ask you, You ask us,What is NEXT?

What help do you need?• Complete the evaluation• Follow up with those that pass up the

opportunity to join now


You have ChoicesYou have Choices• Do nothing• Take action• Get your club involved, asking for help• GO DO IT!

CELEBRATE!Repeat as often as necessary

club in a club

Documents

club projecthow

club approvalwriting

club bylawswrite

club grow

club brochurecan

club projectclub

new members

timemore members