Vice President Membership & Public Relations John Kinsman, Lt. Governor Marketing Barbara Haskell, Division D Governor

 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 Introduction

VPPR 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 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). 4

 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. 5 VPM 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). 6 Both 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. 7 Both 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. 8 Work 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. 9 The Club Success Plan

1.Two CCs 2.Two more CCs 3.One ACB, ACS, or ACG 4.One more ACB, ACS, or ACG 5.One CL, ALB, ALS, or DTM 6.One more CL, ALB, ALS, or DTM 7.Four new members 8.Four more new members 9.Minimum of four club officers trained during each of two training periods 10.One club membership renewal and club officer list submitted on time Membership requirements at year-end (June 30): At least 20 members or a net growth of at least five members. 10 Distinguished Club Goals

11 Distinguished Club Goals Recognition

 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 12 Why Build Membership?

A goal of one new member each month will help keep an influx of new members for a strong, healthy club. 13 Setting 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. 14 Club Membership Building Contests

 DCP goal 7 by September 30  DCP goal 8 by December 31  Graced members by December 17  Open Houses (support)  Open Houses (success)  April 2014 renewals 15 D36 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). 16 TI 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, family and co-workers.  On average, 1 in 3 prospects will join.  There are resources to help. 17 Membership-building Steps 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 18 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) 19 Step 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 20 Step 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 >> (last resort) 21 Step 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 22 Speechcraft

CLUBS WITHIN DISTRICTS MEMBERSHIP APPLICATION For faster service, add and pay for your new members online at 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. 24 Step 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 Retention

Membership 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) 28 Membership Retention

Resources to Help You  District 36 Other VPPR’s Area Governor Division Governor Public Relations Officer (Desiree Payne) Lt. Governor Marketing  Toastmasters International Free brochures available Download flyers & customize with club’s information (search for “brand portal”) 28

Planning  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 29

 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 ) 30 Leading, 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. 31 TEAM Leadership Opportunity

32 Motivating 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 33