When is your open house? Start planning early for the best results. Here are some ideas to help you have the best one yet:


1- Organize a committee:

Find out who in your club needs a CL project
Organize or Help organize club special event
PR campaign - chair or help with
Membership contest
Befriend a guest at a meeting

2- Get all members involved

Share the plan
Review the moments of truth standards - these are found in your Club Leadership Handbook
All members greet guests
Arrange a fun themed meeting – all meeting roles filled in advance
Invite a guest speaker 5-7 minute manual speech with evaluator

3- Promote the event

Flyers - distribute to members to post in the community or at their workplace
Social media, Eventbrite, MeetUp.com
Local papers- press release, article
Community calendar, SNAP

4- Arrange for greeters

Have lots of guest kits made in advance
Ask guests how they found out about the meeting
Introduce both guests and members (30 seconds why they joined)

5- At the meeting

Have an easy fun table topics session, invite guests to try (ask them first)
Have an experienced member deliver the open house Powerpoint (download below)
Hold a special session for guests (VPM) during the break – explain the benefits of joining your club and answer questions

Measure your results

Process memberships promptly
Follow-up with guests
Invite guests to future meetings by phone or email

Open House Checklist

Timeline

Task

 

6-8 weeks

Assign a committee & set budget

Club Executive

     

6-8 weeks

Set date with VP Education, VP Membership & VP PR

Committee

Communicate date to Club Members

Plan Public Relations campaign - The key to your success!!!!

Invite local politician if appropriate

Arrange for Guest Speaker - creates buzz and excitement!

Approach experienced members for key roles - put on a good show.

Invite Area, Division & District dignitaries & put on agenda

Invite Past Members to attend - they might re-join

Invite Founding Members, Club, Sponsors/Mentors/Coaches

Ask Club Members to "Bring A Friend"

Pick an appropriate theme for the meeting (new beginnings, achievement etc.)

Pick a Word of the Day that matches the occasion

Prepare a suitable Table Topics session

Select speakers who will represent the club effectively

Prepare Open House packages/New member kits

Consider an incentive to join the day of Open House (with club approval)

     

2 weeks before

Name tags purchased/prepared

Committee

Finalize Agenda

Decorations? Make it fun & festive!

Cake? - (Yellow & Blue theme)

Food? (Consider dietary restrictions when planning)

Supplies for food (plates, forks, napkins, cups)

Finalize incentive if using (gift card, draw, slight discount to fees, etc.)

Print ample supply of "Agenda's"

     

1 hour before

Set up room theatre style & test AV equipment

SAA

Committee & Club Executive arrive early & set the welcoming tone

Guest Greeters to arrive early & set up welcome area

Guest Book, Open House Packets available

     

During Meeting

Welcome guests

Allow guests to participate in Table Topics

Explain all parts of the meeting and the purpose of it

Thank the guests and dignitaries

Thank the organizing committee

Invite everyone to sign up or come back (Call to action is needed)

     

 

Resources from Toastmasters:

Download Open House PowerPoint from TI
Consider Demo Meeting format
Digital brochures to put in Open House Packet
Digital Posters to promote event

Jocelyne Vezina, DTM
District 86 Club Growth Director 2018-2019
District 86 Toastmaster of the Year 2016-2017

Toastmasters International Values:  Respect • Integrity • Service • Excellence
Our Principles:  Lead By Example • Work / Play as a Team 

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