Monthly Archives: September 2011

Fluctuating member numbers in your meetup

One of the metrics I track with Nashville Hiking Meetup is member growth rate. Every so often I go into my Google spreadsheet I’ve set up and enter my current number of members and a calculation shows me my member growth rate per day. I also estimate when I’ll hit a certain member milestone; for example, I can say by 11/30/2011 I’ll have 4,000 members.

At one point in the past, our growth rate was about 5 members per day. Right now it’s hovering at about 2.5 new members added per day.

But recently that number has dropped.

Why? Meetup has reinstated a policy where inactive and lost members get automatically removed. The email I receive from Meetup says something like:

Gern Blansten has not visited Meetup and all of their emails have been returned as “undeliverable” for at least 6 consecutive months.

And I like it. Although larger member numbers are typically a good thing, inactives put a drain on the “system.” You want your ratio of active members to inactive members to be higher and higher. Often I get the question, “Well, you have 3,800 members but how many actually show up for events?” Pruning off the dead weight helps the active numbers increase.

Plus, from Meetup’s standpoint, the fewer dead emails they send to, the lower their costs. Email service providers charge by the emails sent, and even if the company is using an internal system to send mail, dead email addresses sap precious IT bandwidth.

At one point in the past, Meetup was automatically removing these ghost members but turned off that feature globally. I’m happy it’s back.

See Kelly Stewart’s Google+ profile.

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Advice on running social events

Recently the management team at Chattanooga Hiking Meetup announced their first social event after hiking together for over a year. This is a great milestone as it shows that members of a hiking meetup want to get together socially.

I emailed the team a few tips on prepping and running a social event:

  • Get people talking about the event ahead of time by posting friendly notes on the event page such as: “Hey, great to meet you on the hike. See you at Big River!”
  • Cross-post on the Chattanooga Hiking Facebook page as well as inviting your friends who aren’t yet members of CHM. Send emails and Facebook notes to your friends who aren’t members saying “this is the best event to meet other members before getting out on the trails with us.”
  • If you send new members welcome messages when they join, include a note like “We’re having monthly socials to get to know each other informally. Our next social is 9/13 and details are here:
  • Try to set a consistent place to meet at the restaurant or bar so you can tell your members “we’ll be by the big stuffed grizzly bear.”
  • Work with the venue ahead of time to get drink specials or free appetizers (this gets easier as you have more events and know your typical attendance numbers).
  • Leaders can wear something noticeableand consistent like red shirts and let folks know ahead of time “our trip leaders will be wearing red shirts.” We’ve had fun with this at picnics where all the leaders wear sombreros, for example:

    Nashville Hiking Meetup trip leaders wearing sombreros at recent picnic

    Nashville Hiking Meetup trip leaders wearing sombreros at recent picnic

  • The most difficult thing for new members is meeting the first couple of people. Keep a watch out for folks with that lost look and offer to introduce them around at the event.
  • Speaking of which, don’t be afraid to delegate ambassadorship to another member. You guys are the bosses, so if you feel comfortable, don’t hesitate to introduce a new member to one of your friends and ask them to introduce the new member around.
  • Keep having the social at the same venue until people get tired of it, which they will. Start shaking things up by going to different places and maybe creating monthly themes. We’ve done events at bars, restaurants, a MINI car dealership, outdoor gear retailers, park picnic shelters; we’ve had food bank collections, fundraisers, and used book collections, etc.

Do you have any tips on running social events for your meetup or group? Let me know in the comments.

See Kelly Stewart’s Google+ profile.

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How to get sponsors for your group

I just received an email from member Pete asking how Nashville Hiking Meetup got its sponsors. This is one of the questions I hear most often.

To me, it’s a very simple set of answers:

  • Your audience (membership) has to be an audience the sponsor wants as customers.
  • You must have demographic data on your members.
  • You must track the value of the sponsorship.
  • You have to present a clear “ask” to a potential sponsor.

Those are the quick start answers for those of you don’t have time to read an entire blog post.

Let’s break it down…

Is your membership the audience a sponsor wants?

I feel there must be a like-mindedness between a meetup and its sponsors. What values does your meetup support? Is a member likely to shop at a sponsor’s store or eat at their restaurant?

Since my meetup has certain defined values at its core (protecting the environment, expanding shared green space, building trails, healthy lifestyle), I seek out sponsors with similar values.

First define your group’s values and then brainstorm with a small subset of your membership (a management team of sorts) to make a list of sponsors you’d love to land.

Collect demographic data on your membership

Furthermore, your membership should “look like” a desired customer for a potential sponsor, and this typically means demographics. The most basic list of demographics you should have are:

  • home zip code
  • gender
  • age range

The next level would be:

  • annual income
  • marital status
  • highest level of education

From there you can really blow it out with expanded data on your members such as:

  • children living at home
  • how often member shops at certain kind of store
  • how much annually member spends on certain types of products
  • how likely is member to purchase from a sponsor

Now, does not make it easy to collect any of this information. In fact,  a meetup organizer cannot see any demographics due to Meetup’s privacy policy, but that increases a potential member’s chances of joining. If you know your personal data isn’t shared with meetup organizers (even email address), I feel a member is more likely to join. I’ll take that trade-off.

So how do you collect this demographic data? The simplest way is a survey. Click here to see an example survey I launched a couple of years ago.

And what’s the incentive for a member to fill out a survey? A prize drawing. Pull together a few items of value to your members (t-shirts with your meetup’s logo, gift cards from local stores, donated items from your membership) and publicize that the survey participants will be entered into a drawing.

Once you have your raw survey data, you can create nice pie and bar charts and put all of these demographic snapshots into a packet you can share with potential sponsors.

Tracking the value of a sponsorship

You need to be able to present to a prospective sponsor how you’re going to track the value of the product or cash they are providing, and follow through with this tracking. Nothing is more frustrating to a sponsor than seeing no return on their investment.

Tracking value doesn’t necessarily mean sales dollars. It’s very unlikely you, as a meetup leader, will have access to a sponsor’s sales data. Instead, you count other metrics:

  • testimonials from members about sponsors
  • number of members who attended an event at a sponsor’s location
  • number of clicks from a sponsor’s logo on your site to that sponsor’s site (I’ll get into how to track that in a later post)

Present a clear ask to a prospective sponsor

Sales Training 101 always tells us to know what we’re going to ask a prospect before that first conversation or meeting with the company. I’ve been on several sales calls in the past where the prospect asks in the first five minutes “what is it exactly that you want from us?”

Having a clear “ask” ahead of time (donated product, a space to hold meetings, gift cards, cash) will will prevent you from looking like an idiot in this situation.

You should also develop a standard price list for advertising on your site, email newsletter, or social media page, even if you plan on discounting later. Have a PDF of your price list digitally near at hand so when you get an email asking “how much will it cost me to sponsor your group,” you’ll have a document to quickly send to the prospect. No, it won’t be perfect or even fit all sizes, but it’s something. Be sure to follow up with that prospect later. And remember you can always negotiate.

Philosophically speaking

These answers were part philosophical and part practical. I know this post doesn’t answer one of Pete’s original questions which was how I landed a specific sponsor. Since I treat my meetup like a business, I don’t divulge specifics of a sponsor’s deal.

Land those first couple of sponsors, and just like in business, it’s easier to get customers if you have customers.

See Kelly Stewart’s Google+ profile.

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