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It’s no secret that going to your first meeting can be the scariest part of joining ³Ô¹ÏÍ·Ìõ. That is, assuming you even make it through the door. ³Ô¹ÏÍ·Ìõ around the world have made the confession that their first meeting didn’t attract them to a ³Ô¹ÏÍ·Ìõ.

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 ³Ô¹ÏÍ·Ìõ doesn’t just happen, it takes preparation. First, take an objective look at your ³Ô¹ÏÍ·Ìõ and identify any areas for improvement. Conduct the Moments of Truth evaluation to examine your ³Ô¹ÏÍ·Ìõ’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 ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ to put on the best display of what ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ inquiries.

   A recent survey of prospective members uncovered that 77% of those who never visited a ³Ô¹ÏÍ·Ìõ didn’t attend a meeting for one reason: They never received a response after contacting a ³Ô¹ÏÍ·Ìõ. Be sure that the email address listed on Find a ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ is by posting testimonials on your website and social media. Ask a few members to share why they joined ³Ô¹ÏÍ·Ìõ and what they have gained from being part of the ³Ô¹ÏÍ·Ìõ. 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 ³Ô¹ÏÍ·Ìõ 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.

   ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ meetings leading up to these deadlines.


8. Set up a booth at a community event.

   Your local farmers market or a university ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ with the broader community. Bring branded fliers and materials, and have ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ’s social media pages or website.

10. Promote the Youth Leadership Program or Speechcraft.

    ³Ô¹ÏÍ·Ìõ offers benefits beyond its standard education programs and ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ as adults, while Speechcraft was created to introduce nonmembers to ³Ô¹ÏÍ·Ìõ and teach some basic communication skills.

11. Bond through activities.

    Celebrate members’ birthdays, organize picnics, plan hikes, visit other ³Ô¹ÏÍ·Ìõs 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 ³Ô¹ÏÍ·Ìõ, 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 ³Ô¹ÏÍ·Ìõ and if they’d like more information.

13. Host a Table Topics for brainstorming recruitment tactics.

    Get the ³Ô¹ÏÍ·Ìõ involved! The responsibility of membership building shouldn’t fall only to the ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ.

15. Embrace the Rotary alliance.

    ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõs to see if you can present to them about ³Ô¹ÏÍ·Ìõ or consider creating a ³Ô¹ÏÍ·Ìõ for members of both organizations to join.


16. Use social media.

    Post frequently on your ³Ô¹ÏÍ·Ìõ’s social media pages. Share photos of members and meetings, and highlight members on their birthdays. Show how supportive your ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ happenings and show the fun you have!

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

    Your conference should benefit ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ, 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 ³Ô¹ÏÍ·Ìõ is about while enjoying a tasty, free meal.

19. Offer ³Ô¹ÏÍ·Ìõ swag or gifts.

    Have a raffle or provide an item from the ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ are excited for the opportunity to win a new sweatshirt or branded notebook.

20. Emphasize membership benefits.

    ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ 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 ³Ô¹ÏÍ·Ìõ can help them do just that.