by Janet Falk
Having pre-registered, look at the website of the organization. Make a list of the officers, board members and committee chairs; if their email addresses are not provided, contact their employer’s receptionist and get their email address. With the Subject line: Will you attend the NAME OF EVENT on DATE, send a brief introductory email that describes a bit about you, plus your work with a relevant business or organization, along these lines:
Your name came to my attention as an officer of the ORGANIZATION.
I am YOUR NAME and TITLE at COMPANY/ORGANIZATION, BRIEF DESCRIPTION.
Having worked with RELEVANT COMPANY/ORGANIZATION on various projects in SUBJECT AREA, I am interested in learning more about the PROFESSIONAL ORGANIZATION and how I might get involved in your activities.
Perhaps we can chat at the NAME OF EVENT, where I hope to meet you and your colleagues.
Company/Organization website in signature block
Because these individuals are the leaders, movers and shakers of the host organization, they will be thrilled to hear from a potential new member and may even visit your website to learn more about you. Perhaps 60-90 percent of them will email you back with a warm welcome.
- Respond to their replies indicating that you will be wearing a distinctive tie or jacket at the event, so that you will be sure to spot each other.
- Look at the photos of the officers on the organization’s website or their LinkedIn profiles before you go to the event, and bring the list of officers with you.
- At the event, be on the look-out for these contacts, and when you speak with them, the initial subject of the conversation is the professional organization, not yourself. As the conversation flows freely and you collect their cards, ask them to introduce you to others in the organization. Remember, you are a prospective member, so let the officers cultivate you.
- Follow-up after the event, indicating what a pleasure it was to connect in person, how much you enjoyed learning about the organization and you look forward to seeing them at future events. If you have joined the organization, let them know they played a role in that decision.