Service Engaging Rotarians and Volunteers to Expand Membership
The SERVE Membership program is a proven* way of building relationships between a Rotary Club's members and its community's volunteers in meaningful service projects to enhance Rotary's visibility and grow its membership.
Creating and managing a SERVE Membership project involves several stages, from conception to follow-up. Each step is crucial for maximizing the project's impact and effectiveness in community service and member recruitment. Below is a detailed guide outlining the steps to conceive, publicize, recruit for, run, follow up on, and publicize a SERVE Membership project.
Note on Establishing and Maintaining Volunteer Relationships
Rotary must establish and maintain direct relationships with volunteers participating in our projects. This engagement goes beyond coordinating a single event; it forms the foundation for expanding these relationships over multiple projects. By interacting directly with volunteers, Rotary can communicate its values, mission, and the broader impact of its work. This personal connection fosters a sense of community and belonging among volunteers, increasing their likelihood of continued involvement.
Maintaining ownership of these relationships allows Rotary to tailor communications, gather feedback, and thank volunteers directly. This personalized approach enhances volunteer satisfaction and builds a loyal base of community members who may become advocates for Rotary's causes and potentially new members. Ensuring that Rotary is the primary contact for volunteers throughout their engagement journey is crucial for nurturing a committed and enthusiastic volunteer network that can sustain and amplify our service initiatives.
Step 0: Before you start the Program
Before starting, set a notional frequency for your events. This will help establish a consistent presence in the community and maintain ongoing engagement with volunteers and partners. Decide whether the events will be monthly, bi-monthly, quarterly, or semi-annual, based on your club's capacity and the community's needs. Regular scheduling is critical as it builds momentum and allows members and the community to anticipate and prepare for future projects. It also provides a framework for planning and resource allocation, ensuring each event is well-supported and successful. Additionally, a consistent schedule helps create lasting relationships and reinforces Rotary's commitment to continuous community service.
Step 1: Conceiving the Event
- Assess Needs: Identify community needs by engaging with local organizations to understand the community's most pressing issues. Ensure your projects align with Rotary's Seven Areas of Focus.
- Choose Partners: Prioritize partnerships with organizations that handle administrative tasks, such as food pantry shifts, community cleanups, and donation drives. These collaborations allow Rotary members to focus on impactful volunteer labor, freeing them from logistical demands. By integrating into well-established events, your club enhances visibility and amplifies contributions within the community. Such efforts improve project impact and strengthen ties with other organizations, paving the way for future initiatives.
- Set Goals: Set clear objectives for what the project aims to achieve in terms of community service, Rotary visibility, and growth.
Step 2: Publicizing the Event Beforehand
- Develop Promotional Materials: Create engaging content that outlines the project details, including the objectives, location, date, and time.
- Utilize Multiple Platforms: Publicize the event through social media (Facebook, Instagram), local newspapers, and community boards like NextDoor, and MeetUp.
- Engage Rotary Members: Encourage club members to share the event within their personal networks to maximize reach.
Step 3: Recruiting for the Event
- Rotary Day Announcement: Designate the project day as a 'Rotary Day' where all are welcome to join and contribute.
- Direct Recruitment: Use personal invitations and direct appeals in club meetings and through personal networks to encourage participation.
- Registration Platform: Set up an online registration form to manage volunteer sign-ups and gather contact information for follow-up communications. This can be via dedicated platforms like Sign-Up Genius, or broader ones like meetup.com. The important thing is that Rotary (your club) owns and manages the relationship with the volunteers.
Step 4: Running the Event
- Preparation: Ensure all materials and resources are ready. Set up the project site early with clear directions and roles for volunteers.
- Engagement on Site: Distribute Rotary T-shirts to all volunteers to increase visibility. Facilitate introductions and interactions among participants to foster a sense of community.
- Document the Event: Take photos and videos for post-event publicity. Ensure to capture moments of active engagement and visible impact.
Step 5: Following Up After the Event
- Thank You Communications: Send personalized thank you emails to all participants, acknowledging their contributions. Include highlights from the event and mention the difference their participation made.
- Invite Volunteers to Future Projects: Encourage ongoing engagement by informing them about upcoming projects and how they can remain involved.
- Feedback Collection: Send a feedback survey to gather insights on the event experience, which will help future projects.
Step 6: Publicizing the Event Afterwards
- Share Outcomes: Publish a post-event summary on your website and social media, including photos, participant quotes, and the project's impact on the community.
- Media Outreach: Send press releases to local media outlets highlighting the event's success and Rotary's ongoing commitment to community service.
- Celebrate Success: Recognize and celebrate the contributions of key volunteers and partners in subsequent club meetings and through Rotary communications.
By following these steps, your SERVE Membership program will meet its goals in community service, effectively engage current members, and attract potential new members. Each event phase is crafted to ensure that the event is well-conceived, well-executed, and well-received, reinforcing Rotary's positive image and impact in the community.
* Alex Johnson, Plano West Rotary Club, 2020-2021 tripled in size under this program.