Putting Together the RDG Meeting

7. Day 5

Five Days After Previous Meeting

• VPM (or committee) sends meeting reminder to guests and former members.
• Toastmaster sends out final sign-up reminder to members.

The timing of the meeting reminder may vary depending on when your club meets; two to three days out is pretty good. The trick is to balance giving people enough time to get the meeting onto their schedule with not letting people forget it's happening. 

When using e-mail to request sign-ups, it's better to not send out blasts to everyone too often. This can lead to e-mail apathy. The original "Hello Toastmasters" from the VPE and maybe one or two more e-mails to all members should be more than enough; targeted calls and texts are generally better. If e-mail broadcasts aren't getting much response, this should be brought up to the club. Confirm with your members that they're getting the e-mails first; it could be a cross-section of them are having issues with overactive spam filtering (this has been seen in the past with Gmail, for instance). If they are receiving the e-mails and are just not responding, find out why; remind them that this helps plan the meeting, and non-response makes that job harder.