Greeting Guests
This page gives 10 steps all Toastmaster clubs should adopt when greeting guests who are potential members to their club meetings.
When you are a guest
Guests may arrive at a club meeting having found out about Toastmasters from a number of sources:
- saw a club flier or poster
- saw a newspaper advertisement or article
- visited the club website, or the District Website Club Finder
- word of mouth or by invitation
- email enquiry
Ideally if you are a guest, you will have notified the club by email or phone that you are intending to visit the club at their next meeting.
As a guest, you should expect to be introduced, hosted, and invited to participate in the meeting, usually in Table Topics.
Make sure you collect the club's information flyer and leave your contact details in the Guest book and with a club officer.
Hosting guests at a Toastmasters club meeting
Here is a 10 point plan for ensuring guests have a good time at a Toastmasters club meeting, and commit to returning.
- The Sergeant at Arms or other nominated club officer should be positioned near the door to meet and greet any guests. Make sure you obtain their name, and information about how they arrived at your meeting. Find out if they would like to participate in Table Topics.
- The guest should sign the club visitor book, be issued with a Guest name tag, the meeting's agenda, a Membership Application Form, and the club's information pack to take home.
- The guest should be introduced to the Chairperson, President, and other club officers.
- If the guest has arrived with an existing club member, ensure they sit with them. Otherwise introduce the guest to a club member so they can sit with then during the meeeting and explain the procedures.
- Let the Table Topics Master know whether the guest is willing to participate in Table Topics so they can be called upon to speak at the right time. Find out whether the guest wishes to follow the theme of table topics, or just speak about themselves.
- Go through the club's information pack with your visitor. This should contain for example, a pamphlet about the club, a Toastmasters Magazine, a Membership Application Form, payment options, and contact information.
- Ensure the Chairperson correctly introduces the guest, or asks the sponsor to introduce their guest.
- Make sure the guest circulates at break time, and gets to know other members of the club.
- At the end of the meeting, ask the guest for feedback about how they enjoyed the meeting, and find out if they will be returning. This is another opportunity to talk about the info pack and answer any other questions.
- Follow up a few days later by contacting the guest and inviting them to the next meeting. Ensure the chairperson for the next meeting emails the agenda, so they know where and when the next meeting is being held. Ring a few days before the next meeting to check they will be coming back, or if not, find out why.
By following these 10 steps, every guest to your club should enjoy your club meeting, and make a commitment to coming to the next meeting.
Most clubs generally allow three visits before asking a guest to join the club.
