Administration
Administrating a Rotary Club effectively is very important. Effective administration means you will have more time for the fun side of being a Rotarian! What are the goals your club wants to achieve in the next year and in 3 to 5 years? Develop a plan, set achievable goals and decide how they will be achieved. The year ahead then takes on a purpose and members gain a sense of achievement and 'doing good' in their communities. 'Doing good' is why we become Rotarians. The second part of this resource will give you some information on how to conduct effective club meetings. Hope you find it useful!
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.
- Must be a Past District Governor to do the response to Rotary International Toast (if one is not in attendance then someone from the District Governor team).
- 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.