1. ClubRunner as a Membership Retention Tool

2. What We’ll Cover Club Image – public and internal Awareness of Events and Projects Maintaining a club friends list Communication Involving New Members in activities New Member Orientation & Follow-up

3. Club Image

4. Club Image – Professional website Professional and informative website Always current with multiple editors Add all events with full details to encourage involvement Showcase your club’s projects and the benefits to community How to join Rotary

5. Your Club Website Announce upcoming speakers Show links to other sites Publish articles and news Meeting info & map for visitors Announce upcoming events, and more… List executives & directors …all without having to know HTML

6. Club Image – Professional Bulletin Incorporate website contents into an email newsletter Broadcast every week by email Displays with personalized greeting Send this to non-members to increase awareness of club Includes upcoming speakers and events Remind members of their commitments Keep members who did not attend up to date on what is going on

7. Your Club Bulletin Bulletin appears in members’ inbox, already formatted with pictures & layout Bulletin name is customizable Welcome message for non-members includes their full name and the member who added them to the friends list

8. eBulletin Sending the bulletin Sending the bulletin is easy. Since ClubRunner already stores your members’ emails, the bulletin editor can dispatch the bulletin with the click of a button! Don’t forget your friends! Sending bulletins to friends of the club is one of the best ways of attracting new members and boosting public image.

9. eBulletin Reminders The club bulletin goes beyond mere reporting. It is a personalized message sent to each member and automatically includes their commitments and outstanding duties related to club meetings, events, new member programs and more. Each member is reminded of the following: Meeting responsibilities and duty roster tasks Event registrations Volunteer schedule sign-ups New member induction tasks

10. Reminders Event registrations (member & their guests) Volunteer tasks Assigned New Member tasks

11. Expanding the Circle of Contacts – Friends of the Club Maintain a list of your club’s friends on ClubRunner Each member can add their own friends Great for visitors, speakers, family, co-workers, other association members Friends can receive your club bulletins Great for recruiting new members

12. Friends Screen

13. Adding a New Friend

14. Communication

15. Distributing the bulletin – send to other types, past members, honorary Email blasts for important notices, reminders, spotlighting upcoming events Introduce a new member by emailing their welcome message to all member inviting them to welcome him/her Limit Rotary emails to 2 or 3 per week to avoid over-saturation

16. MessageCenter ClubRunner simplifies the way club members communicate via email, whether it be within their club, to prospective members, club directors or special groups and committees. Email addresses are centralized, so if a member changes his/her address, it is reflected everywhere, in all distribution lists, without the need to notify others.

17. Message Center (Club)

18. Message Center Since your site has all members’ email addresses, sending a broadcast message to all or selected members is easy. How to upload attachments:

19. You can also create as many custom distribution lists as you wish. Messages arrive individually, personalized with the member or friend’s name and club along with the sender, so they are not interpreted as spam. Distribution lists are great for: Board of Directors Committees PODs

20. Message Centre (Club) Click + to expand each recipient group

21. Message Centre (Club) Click button to select all members of a group, or check off names individually Friends can also receive email broadcasts

22. Public Message System Director list on homepage does not reveal personal email addresses However, visitors can click on the names to send a message to the club via the Public Message System

23. Public Message System Member’s email address is concealed Member receives this message in their inbox just like other emails

24. Membership Retention

25. New Membership FACT: 40% of new members end up leaving Rotary within two years Need to involve new members right away Need to keep on top of new member orientation activities and send reminders Need to make it easy for new members to get involved and to know what is going on in the club

26. Fellowship Get to know new members Make it easy for them to know other members Online photo directory and downloadable rosters keep info at fingertips

27. Membership Online and Printable Photo Directory Accessible once a member logs in, many directory formats available to “browse” membership and find out more about the other members in the club. Ensure new members are added promptly, and show them how to view it online. They can also change their own info.

28. ClubRunner’s New Member Program Define a master list of all activities to be performed on new members Examples: –Induction –Assign a mentor –Invite to do a classification speech –Ask to join a committee/volunteer –Bring to a district conference –Attend a fireside…

29. Next: Assign tasks to owners Once the new member is added, you can assign each task to an existing member to handle Member sees this item within the Reminders section of their bulletin Membership Chair can monitor tasks and check them off when they are done

30. ClubRunner’s New Member Program Your new member List of new member activities Assign each task to a member in your club

31. Reminders Automatic reminders of assigned tasks in the personalized bulletin

32. Event Planner

33. Event Planning Current list always available on website, bulletin for easy reference Be able to track who is planning to attend Many tasks that require volunteer mgmt Promote event to members, other clubs, general public Contact necessary groups easily Print name tags

34. Organizing and promoting your club’s events and fundraisers is important to maintain club image and encourage new member involvement. ClubRunner helps you with these event planning functions: Email Invitations Online Registrations Volunteer Management Communication Requesting help Printing guest lists and name tags

35. Email Invitations ClubRunner makes it easy to promote your event by sending email invitations. Members need only to click on the “Register Online” link and enter their password. Since your district is on ClubRunner: Send email invitations to other club presidents along with a sign-up sheet of their members. They can even book themselves directly on your site!

36. Online Registration After supplying their password, members can register themselves, as well as any guests. Members get a confirmation email after registration

37. Event Captain Every event has a captain who is responsible for the event. The Event Captain can print reports of the registered attendees, alphabetical or grouped by club. Guests are listed next to the Rotarian who registered them.

38. Events Communication Need to contact your attendees before the event to remind them? The Event Planner lets you fire off a quick message to them without the need to know who has registered already. You can use the same form to send a “Thank You” message to attendees after the event has occurred!

39. Print Name Tags Name tags are very time-consuming for events with a large number of registrations. ClubRunner takes the pain out of printing name tags by doing it for you! Name tags are generated in a Microsoft Word format and are ready to print. Just click “View” then print! Choose from 2 formats: Badges (for use in sleeves) or Stickers

40. Print Name Tags

41. Volunteers Volunteering is the best way to involve new members. ClubRunner makes it easy to manage the task of organizing tasks, time slots, and sign-up sheets. Event Services Screen

42. Task Management The first step is defining all the various tasks that need volunteers. The event chair can define them easily in ClubRunner, and specify the number of people needed for each task and time slot combination. Just email the invites! Once this is done, email invitations are sent to all members with one click! If the District is on CR, the captain can email invitations to other clubs as well!

43. Adding a volunteer The event captain can easily assign volunteers to each task. In most cases, the captain does not even need to do any typing!

44. Volunteering Online You can also email a ‘Help Needed’ invitation to volunteer. Members can view a Signup Sheet on the site to see all the available slots. They can then book themselves (or family or friends) for one or many of the slots. Unlike other signup methods, no two members can accidentally sign up for the same slot!

45. Volunteers Needed The event captain can always find out the number of volunteers needed for an event.

46. During the event On the day of the event, the captain can print reports of all the volunteers who signed up. The report can show an alphabetical listing of all volunteers and their contact info, or an overview of the entire schedule.

47. Communicate with volunteers Before the event, the captain can send a quick reminder to all volunteers. Just type the message and click send. ClubRunner takes care of the rest, including a personalized section outlining the recipient’s booked slots! This is a great tool to use after the event to thank the volunteers for all their help and support!

48. Reminders (bulletin) These event registrations and volunteer tasks are also included in the Reminder section of the bulletin for each member.

49. New Member Follow-up Keep on top of attendance on a weekly basis Reports help you see who is missing meetings Send a ‘we missed you’ email or even better, phone the member Ensure members stay above 60% attendance Encourage perfect attendance through make- ups at neighboring clubs, conferences, board meetings,etc.

50. Attendance AttendanceManager Keeping track of members’ attendance is quick and easy. Just add the meeting, then check off those who attended. ClubRunner will calculate members’ YTD percentages, meeting percentages, as well as monthly reports.

51. How it works ClubRunner generates a ready-to- print attendance list. Take it to your club meeting to check off members who attended. Later, enter the data into ClubRunner. Or better yet, inquire about our barcode reader add-on. Simply scan each member’s badge then connect! Attendance

52. View members’ attendance You can view a list of your members’ and their Year To Date attendance percentage. Multiple Leaves of Absence can be added for members to make reporting more accurate Attendance

53. View meeting statistics You can also view a list of your meetings and the attendance percentage per meeting. Attendance

54. View attendance for all meetings If you need to see even more details, you can view all meetings within in a date range. This is good to scan for member and see who has missed too many meetings

55. Makeups Makeups are easily taken care of in ClubRunner. Select the member name, and then the meeting that was missed. Optionally, a small description can be added. This will update the club and member’s attendance reports accordingly. Attendance

56. Conclusions -Time is scarce. Use technology to help your club with public image, communication and awareness -Organize activities and make it easy for members to get involved -Be active with reaching out to people outside the club to increase awareness. Add them to your friends list to make it easy to spread news and promote fundraisers -Involve many editors in keeping the website and newsletter fresh and full of good info to attract members. Send it every week to keep everyone aware of goings-on -Be proactive with new member orientation and follow up to ensure proper induction and acceptance

57. For More Information on ClubRunner: www.clubrunner.ca Phone 1 (877) 4MY-CLUB Email: support@clubrunner.ca