Archive for the ‘How to invite visitors’ Category

Rounding Up Visitors
Getting your visitors to a chapter meeting is easier than you might think. Every team has an enormous commercial value for visitors: personal introductions to 25-40 professional businesspeople at the same time! And all is done in the first 15 minutes of the agenda, the Open Networking part of the meeting.

Challenge your chapter to bring visitors every week by reminding them that they will weekly make more money and save loads of time. When deciding what type of visitors match your chapter best, consider these ideas:

Ask the 10-minute speaker whom they want in the room.

Use one-on-one meetings to gauge the top three most wanted business categories.

Start by inviting those with whom you are closest. They all have interesting jobs, and they all want to save time and make new contacts for themselves.

Once you have identified whom you want to ask, use these tips to make sure they attend a BNI chapter meeting:

Don’t invite them to a BNI meeting. Invite them to meet your best business contacts, 25-40 at the same time.

Give them the commercial values: personal introduction, everyone wants to meet them, and everyone will want their business card.

Don’t push them about membership. The meeting will sell BNI to the right persons; you don’t have to.

Increasing the amount of visitors will not only save you and your visitors time and give you all more business, it will also grow your chapter.

What is more important? The letter or the call?
If the call is more important, then why do we do the letter?
If you don’t make the follow-up calls, how many visitors will come?
Do these things:
1. Each member will make two rounds of calls
2. Call everyone on your list right after letters go out (Member’s first call)
3. Set aside time on your calendar
4. Bring your RSVP’s to your BNI meeting (week before the event)
5. Call all RSVP yes’s just before your event (Member’s second call)
a. Remind them about the meeting
b. Ask how many visitors they will bring
c. Give directions
6. Get your RSVP’s to your Event Coordinators
Phone Calls – Script
Suggested Script for First Follow-up Call
Invite Them to Attend
Hello, I’m ____________ from the ___________ Chapter of BNI. BNI is the world’s
largest referral organization.
You recently received a letter inviting you to our Visitors Day. We are looking for a
good ______________ to pass referrals to. I’m calling to see if you’ll be attending,
because we’re making arrangements for a continental breakfast.
If the Answer is No, Ask for a Referral
Thanks for taking the time to talk to me. Do you know another plumber (CPA, etc.)
who would be interested in growing their business by referral? We are looking for a
good ______________ we can refer business to.
Wrap up the Call in a Positive Manner!
(No matter how strong or weak, if the answer is yes…)
That’s great! We’ll look forward to seeing you. Thanks for your time. We have
reserved a spot for you.
We’d love to have you bring a guest, or two, who might be interested in generating
referrals for themselves. So, please feel free to invite others. We’ll give you a call a
day or two before the meeting to find out how many guests you will bring so we can
reserve additional seats for you if necessary.
Note: Don’t get involved in answering a lot of questions about BNI. Let them know that’s
what the meeting is for! They really have to come hear what it is about.
Suggested Script for Second Reminder Call
Hello, I’m ____________ from the ___________ Chapter of BNI.
I’m calling to see how many seats we need to keep open for you at our meeting on
(Do not ask, “Are you coming?” That’s already been established!)
Are you coming alone, or are is someone coming with you? May we have the names of your
guests? (Record additional names and companies)
Thanks, this is helpful. I’ll reserve # _____ of seats for you. Remember, parking is available
Don’t forget to bring lots of business cards, 50 to 60; you’re going to meet a lot of local
business people there. We’ll see you __________________ at 7:00 a.m.

Educational topic for week 6

Find this document at the above link

to be handed out and reviewed by the educational coordinator
Please do this TWO WEEKS prior to your visitor day

The following should be read by all members. If you keep these tips in mind, you will have a very successful
􀀛 Bring your business cards and marketing material.
􀀛 Be available to promote your business!
􀀛 Promote each others business, and make it a goal to introduce guests to the ‘key’ members of their power
spheres that are in your own chapter.
􀀛 Make sure guests can easily identify your location from the main road.
􀀛 Expect your first guest to arrive at least 10 minutes earlier than you already expect. 😉 If you have everything
prepared with this in mind, you will be ready when the first guest arrives.
􀀛 All members should be at the meeting location at least ½ hour before the event:
o If 7:30 event, you should have a 7am member arrival – open doors for members
o You want to be completely prepared for the first visitor to walk through the door.
o Everyone should know what they are responsible for preparing, before you arrive, and easily complete
your tasks! This will make for an enjoyable prep time.
􀀛 Don’t forget that your guest speakers are special ‘guests’, everyone should take the opportunity to
introduce yourself and meet these guests. Remember, they are outstanding BNI members for a
reason! They are great resources and contacts. Keep in mind, promoting their businesses is the
ultimate way of saying ‘Thank You’.
􀀛 Make sure you have enough coffee if you are going to offer it. If you think there is a possibility you won’t have
enough, don’t offer it. Coffee should be ready to be served before the first guest arrives.
􀀛 Ask members to bring 1 gift for the drawing. Max value $20. You are welcome to bring more.
􀀛 Require members to each read the event agenda, President: you may need to direct the members
as to who will be speaking at the specified time. Make sure this is reviewed by everyone
individually before next Wednesday. If you have questions, ask.
􀀛 Task someone to put together the guest/visitor packets. This should be complete when you arrive, do not
complete during event preparations.
􀀛 Everyone should be working the room during networking, and no one should be preparing during open
networking. Enjoy your time to promote at your special event!
􀀛 Make your visitor table outstanding, make people notice it, and want to look at the items on it.
􀀛 Make sure EACH guest gets a name tag.
􀀛 Make sure EACH guest puts their name on a referral slip, and the name of the person who invited them.
􀀛 Make sure EACH guest signs the visitor sign in sheet.
􀀛 Have someone at the door, or 2 people outside, to greet everyone as they enter. Direct them to the visitor table
and/or coffee. Encourage guests to enter and not linger. Remember, you are the first faces of the chapter that
most guests will see… be welcoming and happy to see everyone!
􀀛 The visitor table should be on the other side of the room, and accessible. Don’t crowd the door, make it inviting
to enter!
􀀛 Make sure your meeting room is completely setup, with all of your leadership team materials in order, on your
leadership team table, before the first guest enters that room.
􀀛 Everyone wears their BNI NAME BADGE! Everyone should have a PEN!
􀀛 Bring Marketing Materials to display on your visitor table. Be proud to be a member of this great chapter, and
such a big part of this HUGE event!

Register for BNI El Dorado Hills Visitor Day in El Dorado Hills, CA  on Eventbrite

Do these things:

  1. Set the example!  Do 40 letters!
  1. Put letters on your company letterhead
  1. Address letters to a “person”
  1. Don’t change the letter! ( Brian will be sending you the template)
  1. Stuff letters in your company envelopes
  1. Put a business card in each envelope
  1. Hand address the envelopes
  1. Remember stamps are provided by your BNI chapter
  1. Bring letters unsealed to your Event Coordinator

10. Report your names

SAMPLE Letter of Invitation to BNI Chapter Visitors Day

Note:  On your personal business letterhead,  and envelopes hand addressed

March 10, 2010



Dear  (Name),

Out of curiosity…..How do you generate new business?  Would you like to increase your business by 10%, 20% or even 50%?

You are cordially invited to be my personal guest at an exclusive complimentary small business networking event brought to you by

the (CHAPTER NAME) Chapter of Business Network International (BNI)

on (DAY), (DATE) from (TIME) at the (LOCATION NAME)

located at (ADDRESS)

(SPEAKER’S NAME), BNI Area Director California Central Valley, will be sharing information about BNI and about why BNI is the number one referral organization.  We will demonstrate how your business can increase by as much as 50% through “word-of-mouth” marketing.

BNI is a business and professional networking organization whose primary purpose is to exchange lucrative business referrals.  It is the largest networking organization and currently has 5,010 chapters with over 111,000 members in the United States and 40 other countries.   In 2008, members of BNI made over 5.6 million referrals, which generated over $2.3 billion (US Dollars) in business for our members.  We operate on the “Givers Gain” philosophy that those who give business freely to others will benefit in return and get business as well.

What makes BNI unique is that it allows only one person per profession to join a chapter.  Thus, once you’ve joined, none of your competitors can participate in your chapter.  The (CHAPTER NAME) chapter is currently seeking people from your profession to whom we can refer business and who are interested in generating a steady source of referral business.

Seating will be limited.  Please RSVP to me so I can reserve a seat for you.  Remember to bring 75-100 business cards to hand out, as you will meet many local business professionals.  I look forward to meeting you and to increasing our referral business.


(Your Name)


P.S. Please feel free to bring a friend or business associate with you who may also be interested in finding out how to generate more business through “word-of-mouth” referrals.  Tony Robbins says that one referral is equal to 15 cold calls.  Come find out how to increase your business through referrals!

(Be sure to insert one of your business cards with letter)

March,  2010





Dear (NAME):

You are cordially invited to the Visitors Day meeting of the BNI (CHAPTER NAME) Chapter of (CITY) at





from 7:00 a.m. to 9:00 a.m.

We are looking for a (PROFESSION) to pass referrals to.

BNI is a business and professional networking organization whose primary purpose is to exchange qualified business referrals.  The organization presently has over 5,500 chapters throughout every populated continent in the world.  Last year, members of BNI passed over 5.6 million referrals which generated almost $2.3 billion  worth of business for each other.

What makes BNI unique is that it allows only one person per profession to join a chapter.  Thus, once you’ve joined, none of your competitors can participate.

The BNI (CHAPTER NAME) Chapter of (CITY) is currently looking for a (PROFESSION) to whom they can refer business.  I would like to personally invite you to a meeting so you can learn more about the organization and find out if you would be interested in generating a steady source of referral business for yourself.

Seating may be limited, so please let me know if you plan to attend; call me at (***) ***-**** and I will reserve a place for you!  This event includes a FREE continental breakfast.  Remember to bring plenty of business cards to pass around as you will meet lots of local business professionals.



Event Coordinator


P.S. Please feel free to bring a business associate with you who may also be interested in finding out how to generate more business through “word-of-mouth” marketing.  This organization is really exciting!