Membership Coordinator

The Membership Coordinator runs the troop's recruiting, from first outreach to a family's first day in the troop. New scouts keep patrols full and the program strong, and they don't arrive on their own.

The job has two halves. The first is outreach: making recruitment booths, flyers, yard signs, social media, and pack relations actually happen, and getting scouts and families to invite their friends in the first place. The second is follow-through: a lead that nobody calls goes cold, so the Membership Coordinator tracks every prospective member, gets them to a troop event, and stays with them until they've joined.

Position Facts

Selection: Appointed by the Committee Chair
Reports to: Committee Chair

Responsibilities

Own the troop's peer-to-peer recruitment program — promote it, build a culture of recruiting, and get scouts and families inviting their friends
Organize the troop's outreach, including recruitment booths, flyers and yard signs, pediatrician flyers, social media, and other local promotion
Build and maintain the troop's relationships with local Cub Scout packs, and carry out the Arrow of Light transition with the Scoutmaster
Maintain the recruiting CRM, the troop's record of every prospective member and their status, and copy new reports into it from the lead reporting form and other channels
Follow up with every lead promptly, and invite them to a specific upcoming troop meeting or event
Make sure scouts who recruit a new member receive the Recruiter Strip, by letting the Advancement Coordinator know
Write and submit news articles to the town paper, and share published articles with the Troop Webmaster
Promote the troop's fundraisers and open-house events as needed
Pass prospective adult volunteers to the Committee Secretary for registration
Attend the Troop Committee Meetings
Live by the Scout Oath and Law
Set a good example by showing Scout spirit and wearing the uniform correctly

Recruiting CRM

The recruiting CRM is a spreadsheet that tracks every prospective scout and adult volunteer, from every source: peer-to-peer leads, Cub Scout packs, recruitment booths, and anyone else who expresses interest. It’s the one place to see who’s been contacted, who has visited, and who has joined.

Recruitment Leads CRM

Entries are added by hand. Other channels, like the lead reporting form, only collect reports. Copy each new report into the CRM, and track it there from then on.

Press Releases

In order to celebrate the accomplishments of our scouts and promote recruitment, we announce certain events in the Voices newspaper:

Eagle Project completed
A scout completes their Eagle Board of Review / becomes an Eagle Scout
A scout has their Eagle Court of Honor
A regular troop Court of Honor (and include a list of ranks/awards earned and scout names)
The troop or a scout earns some kind of special award
Other community service projects, if noteworthy
An account of a troop High Adventure trip
Award / tenure milestone for an adult volunteer
Major troop anniversary (troop was founded 2003)

It should be possible to get us in the paper at least 10x per year using this list. Always be looking for ways to get more exposure!

Articles can easily be submitted to their online form. When an article about the troop gets published, share it with the Troop Webmaster so it can be added to the in the news page of our website.

Always include a photo with the article. A photo makes it more eye-catching and gives us more space on the page. Try to use photos that show fun and action rather than posed ones. Avoid excessive scout jargon/acronyms. Always include a call to action at the end. (e.g. “Families interested in joining are invited to visit a troop meeting. Learn more at https://troop1607.org.”)

Peer-to-Peer Recruitment

See the peer-to-peer recruitment playbook.

Cub Scout Packs

See the Cub Scout pack relations playbook.

Pediatrician Flyers

See the pediatrician flyers playbook.

Recruitment Booths

See the recruitment booths playbook.

Local Promotion Methods

See the local promotion playbook.