Inviting a guest to a PRE meeting is an excellent way to grow the chapter and showcase its value, but ensuring they have a positive and productive experience requires preparation. Whether the meeting is in person or on Zoom, the success of your guest’s visit reflects on you, the inviting member. Follow these steps to make sure your guest is set up for success and that you maintain your reputation as both a professional and an attentive member.
Before the Meeting
1. Explain the Meeting Format
Give your guest a clear understanding of how the meeting will run. Cover essentials such as:
The structure of the meeting.
Key moments where they’ll participate, such as their 30-second infomercial.
What materials to bring, like plenty of business cards (or a digital alternative for Zoom).
2. Coach Them on Their 30-Second Infomercial
One of the most important parts of the meeting is the 30-second infomercial. Help your guest craft a concise, engaging, and professional introduction. A poorly prepared infomercial can reflect poorly on both the guest and the member who invited them. Ensure they:
Clearly state their name and business.
Highlight what makes their business unique and what services they offer.
Mention the kind of referrals they’re seeking.
3. Review Business Card Etiquette
For in-person meetings, explain how cards are passed to the left and distributed by members. Remind them to bring more cards than they think they’ll need. For Zoom meetings, suggest they prepare a digital business card or use the chat feature to share their contact information.
4. Prepare for Zoom-Specific Etiquette
If the meeting is virtual, remind your guest to treat it as professionally as an in-person meeting:
Arrive on time (or early): It’s vital that you, as the host, log in before your guest to greet them and set the tone.
Turn on the camera: Having the camera off makes a poor impression.
Eliminate distractions: Remind them to avoid multitasking (like checking emails) to stay fully engaged. When people see guests disengaged, there is no mutual respect built.
Check tech ahead of time: Encourage them to test their microphone, camera, and internet connection in advance.
At the Meeting
1. Greet Them Early and Host with Confidence
Arrive before your guest to greet them warmly, introduce them to other members, and make them feel welcome. If in person, “work the room” together before the meeting starts to help them meet fellow members. On Zoom, facilitate introductions as others join the meeting.
2. Sit Together (If In Person)
If it’s an in-person meeting, sitting together allows you to provide real-time explanations of details like:
First- and second-generation referrals.
The importance of attendance tickets.
Any other processes or traditions that might be unfamiliar.
If virtual, send them a brief message in the chat or follow up afterward to clarify anything they didn’t understand.
3. Monitor Their Participation
Keep an eye on how they’re engaging with the group. If they seem hesitant to participate, gently encourage them to ask questions or join discussions. Your role as a host is to ensure they feel comfortable and confident.
Final Thoughts
When you prepare your guest properly, everyone benefits:
The guest has a positive and productive experience, setting them up for success.
The chapter gets a strong potential new member who understands PRE’s culture and processes.
You reinforce your reputation as a thoughtful and professional member.
Remember, a guest’s success reflects on you. By taking the time to prepare them thoroughly, you demonstrate your commitment to the group and ensure they get the most out of their visit.