Club In A Club
How To Consistently Add
Members to YOUR Club
Keith Sorem, Glendale Sunrise Rotary
Katie Friedman, Crescenta Valley Rotary
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Healthy Things Grow
• The grass
• Your hair
• Your fingernails
• Your waistline
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So WHY doesn’t YOUR Club GROW?
Excuse Number
21. We’re too busy doing service projects
17. No one wants to join my club
8. We always have money left over at the end
of the Rotary year, so what’s the big deal?
2. My President does not want us to grow
What’s YOUR Number 1 Excuse?
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What does your Club do BEST?
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Service Projects!
Fellowship Events
Club projects done before
Repeat successful projects
Meetings
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The BEST Club PROJECTS are:
• Fun
• Promote fellowship
• Promote member
retention
• Help the club to grow
• Are repeated
Crescenta Valley Rotarians cook
annually for Relay For Life, a
community cancer fund-raising event.
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Characteristics of Repeat Projects
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They are successful
They get better each time
More members get involved each time
Participants look forward to the next one
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Today You Will LEARN
• How gaining new members is a CLUB PROJECT
• How inducting new members and retaining them
for at least two years is a CLUB PROJECT
• How a step-by-step procedure working time after
time is a CLUB PROJECT
• How tailoring the project to your club’s needs is a
CLUB PROJECT
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Club In A Club
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History: developed in Australia
Protocol: follows your club’s bylaws
Procedure: simple to plan and follow
Implementation: simple to carry out
Follow-up: easy to fine–tune and repeat
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FIRST, Form a TEAM
• Inform your club know that you are having
a membership project planning meeting
• Explain the growing needs within the
community demand that you expand the
club in order to meet those needs
• Emphasize that Everyone in the club is
expected to help
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You will NEED
• SOMEONE to keep track of the prospects
• SOMEONE to put them into a database
• A Mail-Merge invitation letter, personally
addressed and mailed
• A tracking system for responses you
receive
• A phone call follow-up timeline
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GATHER Names from the Club
• Quality first – people that you know who
would make a good Rotarian
• Don’t pre-judge – consider someone you
do business with or a family member
• Past members – they may be ready to
return as an active member
• Think – who would make a good Rotarian?
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The INITIAL PROCESS
• Enter all the names in the database
• Submit the list of names to the board
• Present the list to the membership for
approval, per the club bylaws
• Write an invitation letter for club approval
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WRITING the LETTER
• Contact:
• keith@BeautifulGlendaleHomes.com
for templates of all documents needed
• Select a date for your invitation event
• Edit the brochure template about Your
Club that you will mail with the letter
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The LETTER
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States why you are writing them
Refers to the referring Rotarian
States the date/location of the event
Includes a custom, TAILOR MADE CLUB
brochure
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Can the letter be tailored too?
YES!
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The INVITATIONAL EVENT
• A separate event
– reception
– lunch
– dinner
• A regular club meeting
• An opportunity to invite other clubs and
dignitaries to join and support your club
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After the letters are mailed …
the dialogue begins
• Referring Rotarian Confirms that the prospect
received the letter
• Referring Rotarian Asks if they are interested in
learning more about Rotary
• Referring Rotarian Shares, we do not need new
members, we’re looking for people interested in
serving their fellow man/woman
• The goal is to weed out, not recruit
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Call PROSPECTS back
• Reminding and/or re-confirming their attendance
• Providing parking/driving directions
• Letting the Reservation Manager know
– responses that said, “Not right now”
– list of those who said “yes”
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The BROCHURE
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Accompanies the letter
Contains Full Disclosure
Highlights YOUR CLUB
Indicates attendance/financial expectations
Asks for Call to Action - Yes, No, Maybe
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The EVENT
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Showcase what your club does best
Narrow the focus – 3 topics
Select only dynamic speakers
Do not talk about numbers (boring)
Allow plenty of time for fellowship AFTER
Start and End on time
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Assign Sponsors
• Determine who should talk with whom
before the event starts
• Schedule a follow up to answer questions
• Pre-schedule a fireside chat/orientation
• Invite them to attend the next club meeting
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Interested guests
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Invite them to the next meeting
Give them a copy of the Rotarian
Ask what they liked about the brochure
Ask if they have questions?
Do NOT give them a member proposal
form to fill out!
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Report the results
• Report those who attended to the database
manager
• Report the guests’ level of interest
• After they attend the next meeting, have the
sponsor complete the proposal form
• Invite them to a fireside chat
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The Proposal Form
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Attended at least one meeting/fireside chat
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What is the Club In a Club?
• The newest members of the club make up
the Club In the Club
• They perform duties each meeting
• They perform a community needs analysis
• The Club helps execute the project
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Give the CinC a Name
• Have a seasoned Rotarian CHAIR the group
• Have assigned duties (Red Badge-type)
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Greeters
Hang the banners
Badge Box manager
Take attendance
Assist the treasurer
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The Goals of CinC
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Systematic method of finding new Rotarians
Makes membership a CLUB PROJECT
Gives new Rotarians a purpose
Helps new Rotarians fit in right away
Can be conducted as often as needed
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Six Weeks to New Members
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Week 1 - Form the team
Week 2 - Ask for & collect prospect names
Week 3 - Present names to the board for approval
Week 4 - Present the names to the membership
for discussion and any objections
• End of Week 4 - Mail the Letters and Brochures
• Week 5 - Follow up by phone and/or in person
• Week 6 - Have the meeting
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We ask you, You ask us,
What is NEXT?
• Questions and Answers
• Visit www.rotary5260.org Membership
Forum
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We ask you, You ask us,
What is NEXT?
What help do you need?
• Complete the evaluation
• Follow up with those that pass up the
opportunity to join now
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You have Choices
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Do nothing
Take action
Get your club involved, asking for help
GO DO IT!
CELEBRATE!
Repeat as often as necessary
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