Most clubs work hard to get guests in the door and then leave the rest to chance. A warm welcome and a quick follow-up can make all the difference. Here's a simple plan for the visit and the week after, and how Toastmanagers helps visitors find you.
Before the visit
Make the first step easy. A visitor should be able to find out where you meet, when, how to attend, and whether there's a fee.
Toastmanagers gives your club a free guest page with exactly those details: about the club, how to attend, what to expect, and a guest contact email. Member names and role assignments stay private. Share it on social media, on your FreeToastHost site, and in your email signature.
When someone gets in touch, reply the same day, tell them who will meet them at the door, and send the details again the day before.
During the visit
- Greet them immediately. Have a named person at the door
- Seat them beside a member who can explain what's happening
- Give them an agenda, and explain the unusual terms
- Collect contact details before the meeting begins
- Offer, never push. Let them try a Table Topic if they'd like
- Ask for their impressions at the end, and listen
Then have someone ask the most important question of the night:
"Would you like to join us?"
Many clubs forget to ask. If they're not ready, invite them back to a specific meeting.
After the visit
Within 24 hours
"Hi Maya, it was lovely to have you with us last night. You mentioned wanting to feel more confident in meetings at work. That's exactly what several of our members came here for. We meet again next Tuesday at 7, and I'd be glad to save you a seat."
After one week
Send the date of the next meeting, and mention something specific that might interest them.
After three weeks
Send one last friendly note, and leave the door open.
Keep track of who visited and who has been contacted. Club Central can also help you send prospects a Guest Information Form. There are more messages in our email templates.
When they say yes
An officer helps them complete the Membership Application, your club accepts them, and an officer adds them in Club Central and arranges payment. The Distinguished Club Program counts new members once their dues are paid.
Their first month
The first few weeks decide whether a new member stays.
- Send a Toastmanagers invitation so they can see the schedule
- Assign a mentor
- Give them a small role soon, like Timer or Ah-Counter
- Help them start Pathways
- Schedule a first speech within two months
In Toastmanagers, every member can begin a path and preview its levels from day one, and role reminders go out without anyone needing to remember. Auto-assign can use their preferences, so new members can steer toward the roles that feel comfortable.
Give Guests a Page Worth Sharing
Publish how to attend, what to expect, and who to contact, for free.
Get Started FreeNo credit card required.
Frequently Asked Questions
How many times can a guest visit before joining?
Toastmasters doesn't set a number that we could find. Check your club's own rules.
Should we charge guests?
Most clubs don't. If yours does, say so clearly on your guest page.
What if a guest visits once and goes quiet?
Follow up twice and then leave it. A kind message now may bring them back next year.