BlogMembership How to Run a Membership Committee: Your Jump Start Guide for Success Membership How to Run a Membership Committee: Your Jump Start Guide for Success Author: Marlena Moore April 4, 2025 Contents 🕑 8 min read Managing a membership organization takes more than signing people up. You need a plan to keep members engaged, supported and involved. Queue the membership committee! This guide breaks down what a membership committee is, why it matters and how you can build one for your organization. Whether you run an association, nonprofit or club, you’ll learn to set clear goals, assign roles and keep your committee running smoothly. No jargon. No fluff. Just a clear roadmap to help your committee do its job — recruiting, onboarding, engaging and retaining members — without the usual guesswork. What Is a Membership Committee? A membership committee is the group responsible for managing the whole member experience within an organization. That includes recruiting new members, welcoming them in, keeping them engaged and encouraging them to stick around. The committee acts as a bridge between the organization and its members. It helps make members feel connected, informed and valued. Depending on the size of the group, this committee might handle complex things like planning member events or simple tasks like answering questions or following up with lapsed members. In short, if your organization has members, this team helps take care of them! Why You Need a Membership Committee A strong membership committee makes a real difference. Without one, it’s easy for members to fall through the cracks, especially in busy or growing organizations. A good committee will prevent people from joining and then disappearing. It creates a system for welcoming new members, checking in regularly and keeping the community active. This matters no matter the size of your group. Membership committees benefit small nonprofits and local clubs by dividing the workload so everything doesn’t fall on one or two people. For larger associations, it helps organize and scale member support. Let’s say you’re part of a local arts organization. You’ve got a growing list of members, but no one’s checking in with new joiners, and your events are getting fewer repeat attendees. A membership committee could step in to send welcome emails, invite new members to a meet-and-greet and follow up after events with surveys. Suddenly, members feel seen, and they stick around! Or imagine a mid-sized association that’s expanding across several states. Without a membership committee, regional differences start to cause friction. One chapter might be onboarding members with care, and another forgets to follow up entirely. A well-run committee can set up consistent onboarding materials, organize virtual events to keep everyone in the loop and coordinate communications so no one feels left out. The membership committee gives structure to things that often get handled inconsistently, like renewals, follow-ups or event reminders. It turns vague goals like “increase engagement” into tangible steps and habits. When things are running well, members are more likely to stay involved, renew their membership and recommend your organization to others. You’ve already worked hard to attract new members. A membership committee helps you keep them and turn them into long-term supporters. Common Membership Committee Responsibilities No matter the size of your organization, membership committee responsibilities usually fall into a few key areas. These responsibilities support the whole member journey, from the moment someone shows interest to long after they’ve joined. Here’s what the committee is usually responsible for: Recruitment Bringing in new members is often the most visible job. This includes: Identifying outreach opportunities Supporting marketing efforts Helping explain the value of joining Track recruitment numbers and adjust strategies based on results Onboarding Once someone joins, the committee helps them feel welcomed and informed. This means: Sending a welcome email Hosting an orientation Assigning an ambassador to reach out Good onboarding increases the chance of long-term engagement. Engagement and Retention Keeping members involved is an ongoing job. Engagement or retention committee members: Plan activities Check-in with people who stop showing up Develop programs to encourage participation. Retention efforts often include tracking who’s at risk of leaving — and doing something about it! Read more: Keep Your Membership Thriving: How to Combat Decline in Any Organization Events and Programs Depending on the organization, the committee helps organize events that bring members together. These don’t have to be big, just events to keep members connected, like: Virtual meetups Q&As Informal hangouts like getting coffee or ice cream Happy hours Member retreats Wellness activities Communication Clear and consistent communication is part of making members feel like they belong. The committee might handle: Newsletters Respond to questions Send reminders about renewals and events Feedback and Reporting Finally, the committee should regularly gather member feedback and report on what’s working and what’s not. This can include: Short surveys One-on-one check-ins Open forums. While each organization’s needs are different, these core membership committee responsibilities apply across most nonprofits, clubs and associations. When they’re done well, members feel seen, supported and more likely to stay. Membership Committee Roles A membership committee can take many shapes depending on your organization’s size and needs. Some groups have one or two people handling everything, while others split responsibilities across a team. There’s no single right way to structure it. What matters is making sure key tasks get done. Below are common roles. You don’t need to fill every one. In smaller groups, one person might take on multiple jobs. In larger ones, you might have separate subcommittees or teams for each area. Membership Committee Chair The membership committee chair leads the committee, sets meeting agendas and keeps the group focused on its goals. They serve as the main contact between the committee and the rest of the organization. Head of Recruitment The head of recruitment focuses on attracting new members. They work with marketing or outreach teams, track recruitment efforts and help plan strategies to grow the member base. Read more: How to Create a Member Referral Program that Actually Works Head of Member Onboarding The head of member onboarding welcomes new members and helps them get started. They set up welcome emails, orientations or calls and check in during the first few months. Head of Member Engagement / Retention This person keeps an eye on member activity and jumps in when things go quiet. They might notice someone hasn’t been to an event in a while and send a quick check-in. They also help shape programs that give members a reason to stay involved, whether that’s a recurring meetup, volunteer opportunity or just better communication. Read more: Your Complete Guide To Increase Member Engagement Head of Member Events This role focuses on creating ways for members to connect, either online or in person. They handle the details behind meetups, workshops or casual gatherings. They also look for what’s working (or not) by asking for feedback and making adjustments along the way. Head of Member Communications This person keeps the lines of communication open. They send monthly updates, respond to common questions or help explain upcoming events. It’s less about fancy writing and more about making sure members feel informed and included. Volunteers and Ambassadors These are the friendly faces who pitch in when needed. Some help at events and others reach out to new members to say hello. They’re often the ones people remember because they’re visible, approachable and willing to take the time to connect. Read more: The Complete Guide to Mentorship Programs for Membership Organizations Each of these roles supports the bigger picture: keeping members active and connected. You don’t need a huge team. Just people who show up, work well together and care about the member experience. How To Build a Membership Committee There’s no perfect formula for building a membership committee, but there is a process that works. Start simple, and stay focused. Build a structure that matches your group’s size and goals. There’s no one-size-fits-all approach, but you don’t need one. Start with what makes sense for your group and grow from there. A few basic steps can help you build a committee that gets things done without burning people out. Consider Your Organization’s Size and Needs Small group? You may just need a couple of people handling a few key tasks. Bigger group? It’s worth splitting things up more formally. Either way, don’t make it more complicated than it needs to be. Start small, and build from there. Define Committee Goals What exactly do you want the committee to work on? Maybe you want to improve member retention, or perhaps onboarding is a mess and needs attention. Clear goals help your committee focus instead of guessing what to do next. Select the Right People Look for members who follow through. Experience helps, but it’s not everything. You want people who care about the group and are willing to put in the time. A mix of longtime members and newer ones can be a good balance as they bring different perspectives. Establish Committee Structure Figure out how often you’ll meet, how you’ll communicate and who’s handling what. You don’t need job titles for everything, but roles should be clear enough so tasks don’t get dropped. A shared doc or simple checklist can help. Track Progress and Celebrate Wins Keep track of what’s working and where things are stuck. Did event attendance go up? Did renewals improve? Use simple tools like shared documents or membership software to monitor this activity. Review your goals regularly. And, when something works, get excited and acknowledge it! Recognition helps keep people motivated. Read more: How to Create a Nonprofit Membership Program: Essential Steps and Tips for Success Building a membership committee isn’t about getting it perfect from day one. It’s about putting a solid system in place and improving it over time. Best Practices for a Successful Membership Committee Once your membership committee is in place, focus on making it work smoothly over time. These habits can help the team stay productive and keep members at the center of everything. Recruit as Needed People come and go. Don’t wait until you’re short-handed. Keep an eye out for members who are active or interested in helping. Bring them in early, even if it’s for a minor role. Listen to Member Feedback Feedback tells you what’s working and what’s not. Pay attention to comments from surveys, events or casual conversations. If people are disengaging, find out why — and fix it. Transparent Communication Keep things clear and open. Share meeting notes. Let people know what’s been decided and what still needs work. This helps everyone stay aligned and avoid confusion. Collaboration Matters The committee shouldn’t work alone. Stay connected to other teams in your organization, like event planning or marketing. When everyone’s on the same page, members get a better experience. Use the Right Tools Technology can save you time and money and optimize your operations. Membership management software like WildApricot helps with renewals, communication and tracking engagement. That means your team can spend less time on admin and more time on members. Check out everything the #1 member management software used by thousands has to offer your organization. Plus, we have tools to help you run better events, build a membership website and even integrate with tech you already love. Start a 60-day free trial of WildApricot today! Small, steady habits make a membership committee stronger. 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