A welcome guard can make the first visit much easier.
New members have to decode the spaces, people, and unwritten rules all at once. A visible host can make the path into the community shorter.
Published September 8, 2026 · Gatherheart
For the experienced, it's obvious which door is used, where the shoes are placed, and who the coach is. For a new member, the first five minutes can be full of small questions that you don't want to ask in the middle of the hustle and bustle.
A welcome officer is a simple role: one person is visibly available before and at the start of the activity and helps newcomers get started. The role can be particularly valuable at the start of the season, open houses, and large children's groups.
Describe the specific task.
The host should know who is expected, where the activities are taking place, and who can answer technical or administrative questions. The role is not to know everything, but to know the next contact person.
A short assignment could be:
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Please be at the entrance 15 minutes before the start.
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greet new members and accompany them to the team
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show changing room, toilet and waiting area
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introduce the coach or team contact
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note practical questions that should be clarified further
Be curious without interrogating
Ask what the person needs right now. Avoid asking for the whole background or forcing the child to talk. Some people want a tour; others prefer to come in quickly and see the activity.
For children, the association should have clear procedures for responsibility, delivery, and relevant information. The welcome host should follow the procedure, but should not collect sensitive information on loose bills or in private messages.
Make the role possible for more people
If only the president can welcome everyone, the system becomes vulnerable. Make a short introduction and let parents, young helpers, or experienced members take turns when it suits the association's framework.
A calm and welcoming person is more important than long experience. Give the host a visible, neutral sign without making the meeting formal.
Use the questions to improve the arrival experience.
If new people ask for the same door or meeting time every week, it is the information before the visit that needs to be improved. The reception staff should not permanently compensate for unclear emails and signs.
In Hjerterum Forening, welcome guards can be created as event tasks and offered to a group of suitable members. Note the time, entrance, and contact person, but avoid writing personal details about the newcomers in the task.