Inviting a visitor is just the beginning of the process. A significant number of people who are invited to a networking meeting, even those who say they will attend, often do not show up. This is usually because they forget to come. They may have every intention of attending, but unless they make a diary entry or are very disciplined, it slips their mind.
Once your invitation has been accepted, ensure that you handle the visit properly so they can see the group's potential. The day before the meeting, call the visitor to remind them and confirm their attendance. If parking is a problem at your venue, offer to collect them and carpool.
Visitors often arrive early due to nerves, not knowing what to expect, or travelling to an unfamiliar location. If you tell them the meeting starts at 6:45, they may arrive by 6:30. Therefore, if you have a visitor coming, make sure you arrive early yourself. Nobody likes to enter a room of strangers alone, and one friendly face can make all the difference.
Before and During the Meeting
- Notify the Greeters: Inform the greeters at your group that you have a guest coming. When visitors are expected and welcomed, it greatly improves their perception of being accepted.
- Introduction: Once your visitor has arrived, let the greeters do their job. Introduce them to various members before the meeting starts. Avoid dragging the visitor around to meet everyone; this can be overwhelming.
- Strategic Introductions: Start by introducing them to the President. Join the conversation for a couple of minutes, then excuse yourself to participate in the open networking session. Keep an eye on your visitor to ensure they are engaged and not abandoned.
- Seating: If possible, sit next to your visitor to answer any questions they may have, but avoid giving a running commentary of proceedings.
Many groups ask members to introduce their guests. If you are asked to do this, keep it brief to allow the visitor to introduce themselves:
- Simple Introduction: Say something like, “I would like to introduce John, he is a plumber and has been working on my house, and is doing an outstanding job,” or, “My guest today is Joan, she runs a great little company, but I will let her tell you all about it.”
- Avoid Stealing Their Thunder: This type of introduction helps the visitor to start their presentation and overcome some of the stage fright that all visitors suffer from.
- Post-Meeting Discussion: Thank the visitor for coming and introduce them to the greeters for their post-meeting discussion.
- Follow-Up: A few hours later, contact the visitor to ask their opinion of the meeting. Ask if they will be coming again, but don’t pressure them about joining. People who understand networking will express their desire to join spontaneously.
Many visitors do not attend a second time simply because nobody asks them to. They may not be aware of the next step due to the amount of information received during the meeting. As with the first visit, remember to call the day before their second visit to remind them of the meeting.
Final Thoughts
The correct handling of a visitor can make the difference between them feeling unwelcome and having a wonderful experience, leading to a decision to join. Be a personal host to your guest and make them feel valued.
Do not be offended or surprised if your visitor decides not to join. Ultimately, the decision is theirs, and they will decide for their own reasons. You should not try to change their mind. Just like in an intimate relationship, you cannot make someone love you—they do or they don’t for their own reasons. The same is true for visitors to your group; the choice to apply to join is theirs.