BNIMC CHAPTER TOOLBOX - Visitor Host Teams

Key Resources

Visitor Host Team

Role Introduction

5 Aspects of the Visitor Experience

Payment Options for New Members

Visitor Orientation

Visitor Host Process

Miscellaneous Resources & Information

Eventbrite

Tracking Registrations

Training & Education

Must Do Training

Other Training and Education

Marking Visitors as Attended

Communications

Key Resources

Online applications links & QR codes (add QR code to your the tradesheet)
PDF application form if the person transfering from another chapter, changing category or business representative (Updated Version for July 1 2025 onwards)
The BNI recommended flyers to attached to emails sent to visitors before and after the meeting.
Your Invited to attend
Your Invited to apply
Visitor Registration Report from BNI Connect.
Your chapters resources, links, QR codes and trackers
Email the admin team for chapter placement assistance support@bnimc.com.au
Consider using a generic email account for sending emails (eg, gmail) so you can use templates.

Visitor Host Team

The purpose of the Visitor Host team is provide our visitors with an amazing experience. Visitors feel comfortable and welcomed.

Your role starts from registrations through to an application being completed and passed onto the Membership Committee.

Visitor host teams encourage everyone to apply. The Membership Committee determines how the person may or may not fit into the chapter.

Role Introduction

Visitor Host Coordinator

The Visitors’ Hosts are responsible for taking good care and assisting you, our Visitors, during the meeting as well as to follow up on any communications with you. To help ensure you make the connections you are looking for.

5 Aspects of the Visitor Experience

See the Better Together resource to find out more. - 5 Simple Steps to Member Revenue Growth.

There are 5 aspects to the visitor experience.

Invite
Prepare
Welcome
Inform
Help to join

5 Simple Steps to Membership Growth & Looking after visitors.pptx

Payment Options for New Members

Pay my credit card - Pay Now

Direct Deposit - Membership Committees have the details

LUCA Plus Finance Plan Information. https://www.lucapay.com/bni Video of LUCA Pay Lite Signing Up Process

Email the admin team if you would like to pay by installments. bnicmadminteam@bnimc.com.au.

Visitor Orientation

It is very important to sort our visitors at the end of the meeting during orientation.

It is important for the visitor to be provided with what they want to come next, not what the chapter thinks.

A - Does the visitor want to go back into the room to continue networking or to go back to their colleague/friend.
B - Do they want to get started with your chapter ASAP
C - Do they have questions about BNI. Let them ask their questions, don't tell them what you think they want to hear.

Print out these images to hand out to orientation team.

Visitor Host Process

Visitor to Application - Visitor Host Team

Miscellaneous Resources & Information

Breakout Rooms from Zoom Training.

BNI Melbourne Central Training Videos

Example of visitor host roles and organisation

Melbourne Central Visitor Host Resource Folder

Eventbrite

Setting up Eventbrite for chapters under our BNI Melbourne Central umbrella to boost the strength and visibility of all of our Eventbrite events. Eventbrite currently brings us 8 high-quality visitors each month, making it an excellent marketing tool.

**Please note. Eventbrite is NOT linked to BNI Connect. Visitors will still need to be registered in BNI Connect / App.

Organisation

View your chapter events by changing/switching the organisation view to BNI Melbourne Central.

https://www.eventbrite.com/help/en-us/articles/891439/how-to-switch-between-organizations/

View Order and Exporting Order Reports

To see your ticket orders in Eventbrite and see the extra information like who invited the person.

https://www.eventbrite.com/help/en-us/articles/855993/how-to-customize-and-export-an-orders-report/

Customisation

Editing the confirmation email sent from Eventbrite.

https://www.eventbrite.com/help/en-us/articles/385031/how-to-create-custom-order-confirmations/

Editing the reminder email from Eventbrite.

https://www.eventbrite.com/help/en-us/articles/222665/how-to-create-or-disable-the-48-hr-reminder-email/

Adding custom questions to your order form on Eventbrite such as breakfast order.

https://www.eventbrite.com/help/en-us/articles/228823/how-to-create-custom-questions-for-attendees/

Tracking Registrations

Use the google visitor tracking sheet provided for your chapter (see your chapters section on the reports and resources webpage)
Go to BNI Connect, Reports, Visitor Registration Report.
Export without headers

Open up the visitor date column more to see numbers not hashtags.

Copy all records or just the lines you require.
Paste into your chapters visitor tracker google sheet.

Delete the words in the first column (Mr / Mrs). this column may be your PAID column

Go to Eventbrite.

Go to the orders page.

Check the names who have paid and update the visitor tracker if they have paid.

If there are names that have paid that are not on the tracker. Go into the details of that order and review the who invited you field. Notify this member their visitor has paid and now they can register them in BNI connect. If not you register them in BNI connect. Call them and welcome them.

Training & Education

Must Do Training

All roles do the BNI Business Builder training, National zoom online training and the Regional (Melbourne Central) training.

BNI Business Builder Visitor Hosts' Leadership Team Training

https://www.schoox.com/academies/tp/index.php?tpId=21133

https://www.schoox.com/677030/ltt-series-proper-%26-prompt

BNI Business Builder Visitor Hosts' Leadership Team Training [Australia Version]

https://www.schoox.com/academy/BNIInternational/curriculum/card/143700/courses

https://www.schoox.com/677030/ltt-series-proper-%26-prompt-entering-of-data

2025 Upcoming National Training:

10 September 2025

16 September 2025

22 September 2025

Link for registration here.

Upcoming Regional Trainings:

15th September 2025

Visitor Host Orientation

9:30 AM - 10:30 AM

Registration Link: https://bnionline.zoom.us/meeting/register/XUbs8swnQVKTpGPQm1eW2g

22nd September 2025

Visitor Host Member

9:30 AM - 10:30 AM

Registration Link: https://bnionline.zoom.us/meeting/register/zp9ff4gPS8KPEmjRJCq35A

Previous Regional Trainings

Visitor Host Coordinator - Watch the replay here.

Visitor Host Orientation - Watch the replay here.

Visitor Host Team Member - Watch the replay here.

The visitor host team member responsible for marking visitors as attended complete this business builder module.

(10) LTT Series - Proper & Prompt Entering of Data - Online Courses - Schoox (In the VP & Visitor Host team training program)

Video of steps.

Other Training and Education

(10) BNI Online™ Inviting Using the Skrob InfoGraphic - Online Courses - Schoox

(10) BNI Online™ Visitor Orientation Using the Skrob InfoGraphic - Online Courses - Schoox

Deep Dive Visitor Training. Begining to End in BNI Connect - https://www.schoox.com/3668738/bni-connect-deep-dive-visitors%21?tpId=90573/about

Suggested Training list.

Visitor Host team education resouce - Why, what & how.

Marking Visitors as Attended

The visitor host team member responsible for marking visitors as attended complete this business builder module.
(10) LTT Series - Proper & Prompt Entering of Data - Online Courses - Schoox (In the VP & Visitor Host team training program)

Video of steps.

Pay special attention to the VISITOR TYPE. Only FIRST TIME VISITORS will be passed to the PALMS for VP approval for visitor credit.
If enabled, you can search cross chapter to select the person who invited them. Note that that person will not get PALMS credit for a cross chapter visit, however it will be useful in determining a sponsor if the visitor becomes a member later.

Communications

To help you keep up to date and therefore the chapter. The following support is provided.

Monthly Leadership Round Tables
Monthly email from the Admin team sent to all members.
The Melbourne Central Toolbox and Information Hub are updated every Monday.
BNI Connect sends you an email every time a visitor is registered