Aurora is the absolutely fantastic Organizer of both the Montreal Friends Meetup Group and the Montreal Photographers Meetup Group. She offered to share some tips with all of us on how Organizers can help make people feel welcome and comfortable at Meetups.
Check out her lovely tips and tricks below! --Meetup HQ
Don’t you hate that feeling of walking into a room at a party, knowing no one and not knowing how to approach people?
Wouldn’t it be great if someone came up to you and made you feel like part of the group instantly?
That feeling is the reason why making Meetupers feel welcome when they attend your Meetup Group’s events is so important.
Feeling welcome at your Meetup will make them want to come back for more events!
Here are some great techniques to make new (and regular) members feel welcome, whether you’re hosting a Meetup for two…or 100 people!
Before your Meetup Event
- Print out your RSVP list with member photos, so that you can recognize everyone and take attendance.
- Research your RSVP list before the event.
Go through the list of people attending and read the profiles of the new members who will be attending your event. Write down one word about them on your RSVP list to use as an ice-breaker when you greet them at the event. For example, “Bolivia”, when you see that the newcomer is a newcomer from Bolivia.
- Prepare a Meetup sign or signs to bring with you.
This is particularly crucial if you are meeting in a public and crowded place, where you can’t make a reservation. Many Meetupers have told me that they never found the Meetup Group at an event because they didn’t spot any Meetup signs.
If you don’t want to wave a sign around, wear a Meetup pin or tag or even a Meetup shirt! Something that will help your members recognize you.
At the Meetup Event
- Set up your Meetup signs at the Meetup Event location. Make sure they are angled for the best exposure for people walking in.
- Greet each person when they arrive, and welcome them to the Group.
- Break the ice and start a conversation.
Use the research you did from their Meetup profile, if they are new, to learn more about them.
“So how long have you lived in town?” “I read in your profile that you like to blog. What’s your blog about?”
If they are a regular member, ask them about one of their interests, or simply ask them what they’ve been up to since you last saw them.
- Show the Meetup member available spots where they can sit or join in.
- Introduce the Meetup member to the people around them.
“Do you know everyone here? Hey everyone, this is Olivia. Olivia meet John, John this is Olivia...”
You’ll find when you start to introduce the new arrival, people will naturally start to introduce themselves as well.
- Get the new arrival involved in the conversation.
After you introduce the Meetup member, comment on the conversation the people were having and bring the new person into the conversation.
“Oh hey Gabriel, everyone was just talking about the last movie they saw. What was the last one you saw?”
- Once you see that the new arrival is now part of the Group and talking to people, go around the room and check up on how everyone is doing.
Interject comments and ask questions as you wander around your Group.
- Keep an eye on the group during the Meetup Event to make sure everything is running smoothly.
Take a look around to see if everyone is joining in on the conversation. Check up on the shyer people to see how they’re doing.
- At the end of the night, say good-bye to each person individually.
Just as a greeting is important, a personal good-bye can also make a difference.
The person will feel recognized and part of the group and want to come back!
Thank each person for attending.
After The Meetup Event
- Set an example by filling out the Meetup survey.
Give your review of the event, what you thought of the venue, and comment on the conversation during the evening. Mention names of people who made the event memorable. And thank your members for attending and making your event a success!
Suggestion for large-sized Meetup Events (100 +people)
- Designate Meetup Greeters to help greet Meetupers on their arrival and make them feel welcome!
Read a great article about ice-breakers to get your Meetup members mingling and having fun here.
And remember….have fun hosting your Meetup event!
Aurora is the Organizer of the Montreal Friends Meetup Group &
the Montreal Photography Meetup Group.
