Top Tips for Membership Building

It’s no secret that going to your first meeting can be the scariest part of joining Toastmasters. That is, assuming you even make it through the door. Toastmasters around the world have made the confession that their first meeting didn’t attract them to a club.

Lark Doley, DTM, 2018–2019 International President, was scared away after being forced to participate in Table Topics®. Brand specialist and professional speaker Amanda Mae Gray says that she never even attended her first meeting because she couldn’t find the room and was too scared to walk in late. Both are prime examples of why it is vital to create a welcoming atmosphere for guests—step one in building membership.

Growing your club doesn’t just happen, it takes preparation. First, take an objective look at your club and identify any areas for improvement. Conduct the Moments of Truth evaluation to examine your club’s performance in a few areas. Once you’re confident that your current members are satisfied, consider what steps to take to entice guests to visit your club and ultimately, join. There are many ways to do so, and here are 20 that might be worth trying.

1 Host an open house.

The most tried-and-true way of attracting new members is to host an open house, ideally at least once a year. It’s a prime opportunity to have guests visit and for your club to put on the best display of what Toastmasters has to offer. Advertise the event in your community, online, and everywhere you can to ensure a large turnout. Don’t forget to ask the guests to join the club at the end of the meeting!

2 Have a bring-a-friend challenge.

Encourage every member to invite a friend to a meeting. This could mean everyone brings a friend to one particular meeting, or each member brings one guest to a different meeting.

3 Respond to Find A Club inquiries.

A recent survey of prospective members uncovered that 77% of those who never visited a club didn’t attend a meeting for one reason: They never received a response after contacting a club. Be sure that the email address listed on Find a Club is accurate and up to date. Then the Vice President Membership or other officer should regularly check the inbox and respond to any inquiries received. Try creating a template to make the job even simpler.

4 Create an onboarding process to welcome new members.

Attracting guests is important, but once they’ve converted to members, it’s vital to get them up to speed as soon as possible. Create a plan for what officer will complete each task for the new member. Who will introduce them to a mentor? Who will add them to easy-Speak or FreeToastHost and give them a tutorial of the platform? Who will walk them through Pathways and help them navigate Base Camp? Remember, this is all new to a new member, so it’s important to explain every detail—don’t assume they’ll just pick it up.

5 Add testimonials to your website.

One of the best ways to showcase the members of your club is by posting testimonials on your website and social media. Ask a few members to share why they joined Toastmasters and what they have gained from being part of the club. Share their short stories with a photo of the individual to draw guests in.

6 Implement a mentorship program.

It helps a new member feel more engaged if they have a go-to person for questions. A mentor can serve as that individual. So how do they get matched? That’s where a mentorship program comes into play. Plan on whether club officers will discuss potential mentors for each new member or mentors will sign up to take on mentees as they join. Having the program in place before new members join will help the process go smoothly.

7 Send out renewal reminders.

Toastmasters International fees are due twice a year, on April 1 and October 1, but busy members can easily overlook these dates. Send out reminders via email, post on social media, and make announcements at club meetings leading up to these deadlines.

8 Set up a booth at a community event.

Your local farmers market or a university club fair are just two examples of community events that offer booths or tables. Research upcoming events in your area and see if it costs to set up a booth to share information about Toastmasters with the broader community. Bring branded fliers and materials, and have club members staff the booth to answer any questions.

9 Conduct a member survey.

Solicit feedback from your members and send out an anonymous survey to see what the club is doing well and what could be improved. It’s important to ensure your current members are satisfied with their experience before introducing new members. Some of this feedback could also help you decide what to highlight on your club’s social media pages or website.

10 Promote the Youth Leadership Program or Speechcraft.

Toastmasters offers benefits beyond its standard education programs and club experience. Consider sharing more information about the Youth Leadership Program (YLP) and Speechcraft at a community event, on social media, or during an open house. YLP benefits those under 18, who may then join a club as adults, while Speechcraft was created to introduce nonmembers to Toastmasters and teach some basic communication skills.

11 Bond through activities.

Celebrate members’ birthdays, organize picnics, plan hikes, visit other clubs as a group, or attend self-development seminars together. Getting outside of your regular meetings allows for members to create new memories together and become closer. Creating community makes people less likely to leave.

12 Collect guests’ contact information and follow up.

Often guests will email the Vice President Membership before visiting a club, but sometimes they’ll simply show up. Be prepared with a sign-in sheet to collect the guest’s name and contact information. Then use that information to send a follow-up email or make a call to see what they enjoyed about your club and if they’d like more information.

13 Host a Table Topics for brainstorming recruitment tactics.

Get the club involved! The responsibility of membership building shouldn’t fall only to the club officers. Ask members to share their ideas for recruiting new members in a special Table Topics session. This could make the meeting more fun and give members the opportunity to share their ideas or play off something someone else already said.

14 Reach out to former members.

Sometimes members leave because the timing is no longer convenient or they feel they don’t have time, but circumstances change. Reach out every year to former members to see how they’re doing and if they’re interested in returning to the club.

15 Embrace the Rotary alliance.

Toastmasters and Rotary International formed an alliance in 2019, and members around the world have worked to build collaboration and community between the two organizations. Reach out to your local Rotary clubs to see if you can present to them about Toastmasters or consider creating a club for members of both organizations to join.

16 Use social media.

Post frequently on your club’s social media pages. Share photos of members and meetings, and highlight members on their birthdays. Show how supportive your club is and be sure to share any upcoming event dates or days that meetings may be canceled due to holidays. Social media is a great place to keep people informed of club happenings and show the fun you have!

17 Invite a well-known speaker to a District conference.

Your conference should benefit Toastmasters education, but some sessions may apply to the broader public. If you have a popular speaker conducting a keynote or education session, advertise the event and encourage your community members to come watch and learn about Toastmasters, too.

18 Provide free food.

A simple incentive is offering food at a meeting. This could be a catered meal or a potluck where members bring in their favorite dish to share. Advertise the event to entice guests to come see what Toastmasters is about while enjoying a tasty, free meal.

19 Offer Toastmasters swag or gifts.

Have a raffle or provide an item from the Toastmasters Online Store as an incentive for members to attend meetings, bring guests, or sign up for a particular role. Guests may like the idea of a tangible gift, and most Toastmasters are excited for the opportunity to win a new sweatshirt or branded notebook.

20 Emphasize membership benefits.

Toastmasters around the world are happy to share how the program has benefited their career and personal life. Many have gained confidence, been promoted, improved their communication skills, and more. Highlight that! When speaking with a potential member or friend, tell them how Toastmasters has helped you as an individual. Everyone has a unique story to share. Figure out what skills they’re looking to gain and emphasize how your club can help them do just that.

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