Hosting Your First Events

Planning Your First Information-giving Meeting or Event

Your first information-giving meeting or event is a pivotal moment for your new BOVF branch.

It’s an opportunity to introduce your mission, generate excitement, and begin building a network of committed members and supporters.

The key to a successful event is thoughtful planning. Start by choosing a venue that feels welcoming and accessible, whether it’s a local community centre, a place where other British groups use to meet such as the British Chamber of Commerce, The British Club or even a casual setting like a café or pub with strong British ties.

If your audience is spread across a wide area or you want to accommodate members in different locations, consider having a laptop set up with Zoom, Google Meet or another platform, making it easy for people to join from anywhere.

When structuring your event, focus on engaging and educating potential Supporters or Members.

The BOVF has done this a few times and we have some existing power point presentations you might want to use. You only need to ask and it might save you a lot of time.

Prepare a brief but compelling presentation that explains the mission of the BOVF, the unique challenges British citizens abroad face, and how your branch plans to address these issues.

Include a Q&A session to encourage interaction and discussion.

To keep the event dynamic, consider inviting guest speakers who are experts on topics like voting rights or pensions, or who have personal experiences as British expatriates.

Lastly, be sure to have a clear call to action—encourage attendees to sign up as supporters of the global BOVF, get involved at a local level, volunteer for leadership roles, or participate in future campaigns.

By making your first event informative, interactive, and action-oriented, you’ll lay a solid foundation for future growth and engagement.

Best Practices for Virtual vs. In-Person Gatherings

Organizing successful events—whether virtual or in-person—requires thoughtful planning and execution. Each format has its own set of best practices to ensure your BOVF branch’s gatherings are engaging, informative, and impactful.

For in-person gatherings, creating a welcoming and inclusive environment is key. Choose a venue that is easily accessible for your members and encourages comfortable networking, such as a community center, a British cultural venue, or a café with ties to the local British expatriate community. When hosting in-person events, make sure you prepare materials like brochures, membership forms, and branded items to reinforce your branch’s identity and mission. Personal interactions are crucial—use them to build rapport, and consider incorporating a mix of formal presentations and casual discussions to keep the atmosphere engaging. In-person meetings also allow for valuable face-to-face networking opportunities, so encourage attendees to share ideas and connect on a personal level.

For virtual gatherings, accessibility is one of the biggest strengths. To make the most of a virtual event, choose a reliable platform like Zoom, Microsoft Teams, or Google Meet, ensuring it can accommodate the number of participants you expect. Keep the event structured but interactive, using features such as screen sharing, breakout rooms, and live chats to encourage participation. Virtual meetings often require more active facilitation to maintain energy, so plan dynamic content like polls or Q&A sessions to keep attendees engaged. Additionally, sending follow-up emails with key takeaways, resources, or recordings helps extend the reach of the event and keeps the momentum going.

Ultimately, both formats offer unique opportunities to engage your audience. Combining the personal connection of in-person events with the flexibility and wider reach of virtual meetings can help you build a strong, engaged membership base for your BOVF branch.

Building Rapport and Trust with New Members

Building rapport and trust with new members is fundamental to creating a strong and vibrant BOVF branch. Establishing a warm and welcoming environment from the very first interaction is key to making new members feel valued and appreciated. Start by getting to know your new members on a personal level—whether through one-on-one conversations, small group discussions, or icebreaker activities at meetings. Show genuine interest in their stories, concerns, and motivations for joining. Personal connection goes a long way in creating a sense of belonging and camaraderie within the branch.

Consistency and transparency are equally important in building trust. Keep your communications regular and open, ensuring members are informed about upcoming events, branch goals, and any decisions made by the leadership team. Encourage members to share their thoughts and feedback, demonstrating that their opinions matter and are respected. By fostering open dialogue and being responsive to members’ concerns, your branch will not only build trust but also cultivate a strong, engaged community. As trust grows, members will be more likely to take on active roles, deepening their commitment to the branch’s success.

We hope this page has been informative.

If you have any corrective or improvement suggestions, please email webmaster@bovf.org.uk