BNI Western PA: Visitor Hosts
The Visitor Host role is one of the most influential positions in any BNI chapter. As a Visitor Host, you are responsible for creating the first and last impression a visitor experiences - and those moments matter more than you may think.
From the initial outreach before the meeting, to the warm welcome at the dooor, to the follow-up after the meeting ends, every interaction shapes how a visitor feels about your BNI chapter. Your attention to their needs, energy, and intentional communication can turn a first-time guest into a long-term member.
Visitor conversion does not happen by accident - it happens through connection, clarity, and consistency. When Visitor Hosts take ownership of the entire visitor experience before, during, and after the meeting, they play a direct role in the growth and strength of the chapter.
The responsibilities of the Visitor Hosts are listed below in three different categories: Good, Better, and Best.
The responsibilities listed as Good are considered to be the minimum requirements for fulfilling the role of Visitor Host. For those Visitor Hosts wanting to help grow their leadership skills and network with other Visitor Hosts, those responsibilities are highlighted under the Better section. Finally, for those Visitor Hosts wanting to strive for their chapter's greatest potential, those opportunities are listed in the Best section.
Pre-Meeting Visitor Host
Good (Minimum Requirements)
The minimum requirements for serving as a BNI Western PA Chapter Pre-Meeting Visitor Host are:
- Reviewing pre-registered visitors for potential classification conflicts and following BNI procedures for classification conflicts
- Arriving 15 minutes early to setup Visitor Host table
- Greeting visitors, explain the BNI meeting agenda, and introducing visitors to potential referral partners
- Providing the Chapter President with a list of visitors, substitutes, and guests/observers, as well as any relevant details about each person
- Confirming that the visitor record is documented in BNI Connect
- Notifying the Secretary / Treasurer in advance of any needed Visitor Hosts supplies or printing out copies from BNI Academy
Better
To achieve the Better Level of BNI Western PA Chapter Pre-Meeting Visitor Host:
- On a monthly basis, reviewing BNI Connect records and visitor conversion with the Secretary/Treasurer and other members of the Visitor Host team
- Being familiar with the Post-Meeting Visitor Host process in case you are needed to fill in for the Post-Meeting Visitor Hosts
- Attending the Monthly Regional Networking and Support Zoom calls if the Secretary/Treasurer is unable to attend
Best
To achieve the Best Level of BNI Western PA Chapter Pre-Meeting Visitor Host:
- Attending Chapter Success Meetings as needed
Post-Meeting Visitor Hosts
Good (Minimum Requirements)
The minimum requirements for serving as a BNI Western PA Chapter Post-Meeting Visitor Host are:
- Being familiar with the BNI Western PA application process, membership dues and chapter dues, and payment plan options
- Being familiar with BNI Western PA membership incentives, such as incentives for Non-Profits and Veterans
- Conducting a visitor orientation after the meeting following the approved script outlined in the BNI Western PA Visitor Host training
- Documenting pre-registered visitors in BNI Connect or entering data as needed
- Restocking BNI Western PA visitor folders as needed
Better
To achieve the Better Level of BNI Western PA Chapter Post-Meeting Visitor Host:
- Communicating any positive or negative feedback about visitors to the Quality Assurance Specialist of the Membership Committee
- Suggesting a one-to-one with a member of the visitor's Contact Sphere to answer specific questions about passing referrals
- Calling the visitor the following business day to answer any potential questions
- On a monthly basis, reviewing BNI Connect data and visitor conversion with the Secretary/Treasurer and other members of the Visitor Host team
Best
To achieve the Best Level of BNI Western PA Chapter Post-Meeting Visitor Host:
- Developing a strategic plan for well-qualified visitors to have a one-to-one with a member of their contact sphere before the next meeting
- Attending Chapter Success Meetings as needed
