Vice President Membership & Public Relations

John Kinsman, Lt. Governor Marketingjkinsman@district36.org

Barbara Haskell, Division D Governorbhaskell@district36.org

The Vice President Membership and Vice

President Public Relations are the third- and

fourth-ranking club officer.

Both positions are key gaining new members

and retaining existing members.

You are a member of the Officer team.

The VPM is on the Area Council.2

IntroductionIntroduction

VPPR ResponsibilitiesVPPR Responsibilities

Promote the club - flyers, newspapers, social media.

Update website content:

FreeToastHost.org

Keep the club’s website up-to-date

Notify the media - press releases.3

VPPR ResponsibilitiesVPPR Responsibilities

Make sure you club can be found!

Ensure the club’s meeting location and time are listed correctly on the club’s website, promotional material, and with World Headquarters (on TI website).

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Keep track of guests, new members, and members not attending meetings. Guest book and attendance records. Work with prospective members. Work with Treasurer to process

membership applications immediately. Speak with fellow members to determine

if their needs are being met.

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VPM ResponsibilitiesVPM Responsibilities

Attend club executive committee meetings.

Attend TLI.Arrange for a replacement if unable to

attend a club meeting.Prepare your successor for office.Attend at Area Council meetings

(VPM).

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Both VPM and VPPR ShouldBoth VPM and VPPR Should

Inform club of your role as an officer. Greet guests. Periodically report on current

membership and public relations campaigns.

Help guests wanting to join complete the Application for Membership.

Support and encourage your fellow members.

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Both VPM and VPPR ShouldBoth VPM and VPPR Should

Plan and promote membership-building and efforts. Goal of one new member per month.

Promote achieving 20 members by year-end (June 30, 2014) or sooner.

Starting in spring 2014, a club in good standing must have 8 paid members, including 3 carry-overs

Devise and promote TI, District and club membership-building programs.

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Work TogetherWork Together

Officers should meet periodically Use the Club Success Plan:

Set goals for their term of office. Assign responsibilities to specific individuals. Form committees to help accomplish goals.

Periodically review goals and timetables During the area governor’s two visits, review the

club’s plan, discuss the club’s progress, and ask for advice or assistance if necessary.

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The Club Success PlanThe Club Success Plan

1. Two CCs2. Two more CCs3. One ACB, ACS, or ACG4. One more ACB, ACS, or ACG5. One CL, ALB, ALS, or DTM6. One more CL, ALB, ALS, or DTM7. Four new members8. Four more new members9. Minimum of four club officers trained during each of two training

periods10. One club membership renewal and club officer list submitted on

timeMembership requirements at year-end (June 30): At least 20 members

or a net growth of at least five members.10

Distinguished Club GoalsDistinguished Club Goals

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Distinguished Club GoalsDistinguished Club Goals

RecognitionRecognition

Clubs should be at 20+ members – “charter strength” – to operate optimally. Allows more people to be available to fill

meeting and club officer roles No one member is overburdened with

responsibilities Meetings are more fun and energetic Guests are more likely to join at good meetings

Balances natural attrition

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Why Build Membership?Why Build Membership?

A goal of one new member each month will help keep an influx of

new members for a strong, healthy club.

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Setting Membership GoalsSetting Membership Goals

Club Contests Set up a goal/competition for club members

For bringing visitors, visitors who join, etc. Track member progress at the meetings, e.g.,

through a bar chart Reward for members sponsoring new members.

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Club Membership Building ContestsClub Membership Building Contests

DCP goal 7 by September 30DCP goal 8 by December 31Graced members by December 17Open Houses (support)Open Houses (success)April 2014 renewals

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D36 Membership BuildingD36 Membership Building

Smedley Award (August 1 to September 30) Talk Up Toastmasters! (February 1 to March 31) Beat the Clock! (May 1 to June 30) It’s simple—add five new, dual or reinstated

members to your roster. Qualifying clubs earn a special discount code for

10-percent off their next club order (and a ribbon for your banner).

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TI Membership Building ContestsTI Membership Building Contests

Work with VPPR to publicize meetings/demos.You already know some prospects – invite them.Word-of-mouth is the best advertising.Members should talk with friends, familyand co-workers.On average, 1 in 3 prospects will join.There are resources to help.

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Membership-building StepsMembership-building Steps

Step 1: Find Prospective Members.Step 1: Find Prospective Members.

Work with VPE to hold a periodic open house or demonstration meeting geared to building membership! :

•Planned and advertised in advance•Food as a lure•Guest packet / guest book•Hold mini-meeting

•TMOD explains all roles and why•TMOD sells the program•Work brief testimonials in•Speeches are not by expert / evaluate to motivate

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Step 2: Make Every Meeting Great.Step 2: Make Every Meeting Great.

Several club members should say hello and spend a few minutes getting to know the guest.

Provide promotional literature (guest packet).

Collect their contact information (guest book).

Member sits with guest during meeting.

TMOD/GE explains roles and purposes during meeting.

Table Topics Master offers to let Guest participate.

At end of meeting, seek their comments.

Answer questions.

Invite to join / invite back

Close the Sale (next slide)

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Step 3: Handling a Guest VisitStep 3: Handling a Guest Visit

Explain why the Guest should join?•Build confidence•Learn from doing and feedback - unique to Toastmasters•Structured program - explain CC and CL•It's not just speeches

• impromptu speaking• learning to listen / giving feedback• leading meetings / the club

•Great on resume

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Step 4: Closing the SaleStep 4: Closing the Sale

Why the Guest should join? (concluded)•Cost is minimal

• tremendous bargain vs. other options•We will not throw you in deep end

• will have a mentor and start you with easier roles•Give personal testimonial

Invite guest to join •explain terms of membership and application•all officers must be well-versed in application

Follow up if necessary•In person >> telephone >> e-mail (last resort)

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Step 4: Closing the SaleStep 4: Closing the Sale

6- or 8-week class Students get a crash course in basic speaking and

leadership skills The Agricultural Research Center Toastmasters Club, in

Beltsville has been able to maintain charter strength for going on 50 years with Speechcraft a major part of this accomplishment

Over 90% of our club members joined because of a Speechcraft class

Existing members get a chance to pass on the great tips they have learned and perhaps earn credit toward AC-Gold awards

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SpeechcraftSpeechcraft

CLUBS WITHIN DISTRICTS

MEMBERSHIP APPLICATION

For faster service, add and pay for your new members online at www.toastmasters.org/members

Club Number: _____________________________ District Number: ___________

Club Name: ________________________________________________________

City: __________________________________________

Membership Type: New Reinstated (break in membership) Renewing (no break in membership) Dual Transfer from club number /name _______ /___________________

Member Number (if known) ___________

_____________________________________________________________________________

Last Name / Surname / Family Name First Name / Given Name Middle Initial / Name

etc. 23

Deliver what has been promised. The how:

Coach them to excellence (mentor). Induct them regally. Get them involved. Give positive reinforcement.

Use the resources.

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Step 5: Start New Members Off RightStep 5: Start New Members Off Right

Serve your members – they joined Toastmasters relying on your club and they deserve the best club experience that the officers can plan and implement

Toastmasters can be life-changing

No Toastmaster left behind

Your club will be so much better when you keep your membership level strong

“A bird in the hand is worth two in the bush”26

Member RetentionMember Retention

Membership RetentionMembership Retention

Orient new members

Active mentor-mentee relationship for new (and other if

needed) members

Follow up with members who miss two meetings in a row

Understand member motivations/goals (member surveys)

Recognize accomplishments

Quality and fun meetings

Attend to all members during meetings

Motivate Members Empower Members Provide Leadership Opportunities Gauge Satisfaction:

Member Interest Survey (Item 403)

New Member Profile Sheet (Item 405)

Club Climate Questionnaire (Item 251C)

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Membership Retention Membership Retention

Resources to Help YouResources to Help You

District 36 Other VPPR’s

Area Governor

Division Governor

Public Relations Officer (Desiree Payne)

Lt. Governor Marketing

Toastmasters International

Free brochures availableDownload flyers & customize with club’s information

(search for “brand portal”) 28

PlanningPlanning Know your responsibilities

Review your Club’s past efforts

What worked and what didn’t?

Develop a Plan

Share your vision

Get the club in on the action

Get them excited

Lead a TEAM

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The Club’s Membership building and retention is a team effort

You lead the team

Team members include the other officers and anyone else interested

Competent Leader manual credit

• e.g., organize a membership campaign (assignments 8 + 10)

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Leading, Motivating and CoachingLeading, Motivating and Coaching

Set realistic and attainable goals.

Plan how to accomplish the goals.

Delegate tasks as needed.

Monitor progress toward goals.

Coach team members when necessary.

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TEAM Leadership OpportunityTEAM Leadership Opportunity

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Motivating TeamsMotivating Teams

1. Understand what motivates each person.

2. Focus on the benefit to the individual.

3. Make expectations clear.

4. Recognize their work.

5. Be a leader.

A responsibility

and

a privilege

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