Administration
3. Managing meetings effectively
3.8. Changeover
Changeover is a very important for clubs and it is essential that proper protocol is followed.
Changeover checklist
- Book venue.
- When planning check other local Clubs dates and share yours to avoid local clashes.
- Organise an events manager to take bookings and organise catering.
- Invite District Governor first so they are locked in.
- Invite other local club presidents and local dignitaries.
- If you are planning presentations invite guests and recipients early so they save the date.
- Organise all the directors to do a report and amalgamate these into an Annual Club Report.
- Plan program – see examples.
- Organise and brief the Master of Ceremonies in the correct protocol. For example you must acknowledge the District Governor or representatives first, Rotary presidents etc. then local dignitaries.
- Organise someone to do the Toast to Rotary International – be sure it is correct. If the District Governor is present they do the Toast. If not a Past District Governor. If that is not possible the someone from the District Leadership team. Again if that is not possible the outgoing President of the Club.
- A response to Rotary International Toast only needs to be done if the District Governor does not do the toast. It should be the most senior person in attendance.
- Organise a thank you gift for the outgoing President and partner if there is one.
- Prepare a display highlighting awards and achievements – highlighting the last year.
- If organising a cake with the Rotary logo ensure it is the correct logo (see Marketing and Public Image for guidelines).
- Program for the tables.
- Plan seating arrangements so District Governor or those representing the District Governor is seated with president and that other dignitaries are greeted and looked after by a Rotarian.
Examples
You will need to change the theme icons for the upcoming year (available in Marketing and Public Image under Rotary Themes). Also ensure your club logo is correct.