ideas …

show the visitor he landed in the right place (mention rugby.ch or …)
show persons with a picture (smiling or scearing – your choice)
show phone numbers and e-mail-adress (hardly anyone likes contact forms) AND make sure phone calls are answered …
clean up and actualize your website (it is your visit card)

prepare the contact persons – so they’re ready to give the right information
pass any information you got in the phone call or mail to the person that will welcome the newcomer on the pitch
tell the newcomer what equipment to bring for the first training
perfect, if you can tell on the phone, what person will wellcome the newcomer
explain to the whole team how you want them to treat the newcomers
at the first training, welcome the newcomer by his name
explain the newcomer the program of the training and that after the training you’d like to have his first impressions.
put a maraine/parrain Gotte/Götti by the newcomers side during the training … do no one gets lost
…

give the newcomer a perspektive: tell what will happen the next week, show when a participation for first games or tournaments ist possible
…

show what’s happening outside the own club – take them to the games, even they cannot play yet.
…