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Vice President Membership & Public Relations John Kinsman, Lt. Governor Marketing

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

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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.


vppr responsibilities
VPPR Responsibilities
  • Promote the club - flyers, newspapers, social media.
  • Update website content:
    • Keep the club’s website up-to-date
  • Notify the media - press releases.
  • 3
vppr responsibilities1
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).


vpm responsibilities
VPM Responsibilities
  • 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.


both vpm and vppr should
Both VPM and VPPR Should
  • 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).


both vpm and vppr should1
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.


work together
Work Together
  • 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.


the club success plan
The Club Success Plan
  • 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.


distinguished club goals
Distinguished Club Goals
  • Two CCs
  • Two more CCs
  • One ACB, ACS, or ACG
  • One more ACB, ACS, or ACG
  • One CL, ALB, ALS, or DTM
  • One more CL, ALB, ALS, or DTM
  • Four new members
  • Four more new members
  • Minimum of four club officers trained during each of two training periods
  • 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.


why build membership
Why Build Membership?
  • 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


setting membership goals
Setting Membership Goals

A goal of one new member each month will help keep an influx of new members for a strong, healthy club.


club membership building contests
Club Membership Building Contests
  • 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.


d36 membership building
D36 Membership Building
  • 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


ti membership building contests
TI Membership Building Contests
  • 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).


membership building steps
Membership-building Steps

Step 1: Find Prospective Members.

  • 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, familyand co-workers.
  • On average, 1 in 3 prospects will join.
  • There are resources to help.



Step 2: Make Every Meeting Great.

  • 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


step 3 handling a guest visit
Step 3: Handling a Guest Visit
  • 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)


step 4 closing the sale
Step 4: Closing the Sale
  • 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


step 4 closing the sale1
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 >> e-mail (last resort)


  • 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




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




Step 5: Start New Members Off Right

  • Deliver what has been promised.
  • The how:
    • Coach them to excellence (mentor).
    • Induct them regally.
    • Get them involved.
    • Give positive reinforcement.
  • Use the resources.


member retention
Member Retention
  • 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”


membership 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
membership retention1
Membership Retention
  • 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)


resources to help you
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
  • 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
leading motivating and coaching
Leading, Motivating and Coaching
  • 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 8 + 10)


team leadership opportunity
TEAM Leadership Opportunity
  • Set realistic and attainable goals.
  • Plan how to accomplish the goals.
  • Delegate tasks as needed.
  • Monitor progress toward goals.
  • Coach team members when necessary.


motivating teams
Motivating Teams
  • Understand what motivates each person.
  • Focus on the benefit to the individual.
  • Make expectations clear.
  • Recognize their work.
  • Be a leader.