I M PORTANT GUIDELINES Contents 1. Checklist for Organising a Project 2. Protocols to be observed for Formal Functions 3. DRR s Official Club Visit Planning 4. Essentials During DRR s Official Visit 5. Club Checklist for DRR s Official Visit
CHECKLIST FOR ORGANISING A PROJECT PRE Fixing of day, Date, Venue, and Chief Guest. Invitation cards, Circular. News to local press. Reminders. Club banner, Four-Way Test Banner. Microphone. Photographer. Setting of dais & Table Name Plates. Agenda. Paper, Pen, Water at dais. Garlands, Tray, Lamps, etc Attendance Register/ Make-up card. Memento. Members for introducing of Chief Guest. Benediction, Vote of Thanks. POST News to the Press. Thanks letter to the Chief Guest and others. Project Report.
PROTOCOLS TO BE OBSERVED FOR FORMAL FUNCTIONS Every Rotaract Club has to organize a number of functions and meetings. There is a certain protocol to be observed to recognize dignitaries, to show them love and respect of the organisation. A proper observance of protocol enhances the prestige of the concerned club and also brings decorum. Few hints on Protocol are given below: Order of precedence of Greetings 1. District Governor 2. PDGs (seniority wise) 3. Governor Elect 4. Rotary District Officers 5. DRR 6. PDRRs (seniority wise) 7. Rotaract District Officers 8. Serving Presidents 9. Past Presidents. 10. President Elects and so on. Order of Inviting Dignitaries on the Dias 1. President 2. Secretary 3. Project Chairman 4. Guest(s) of honour/dignitaries 5. Chief Guest Arrangements on the Dias 1. The President must be seated at the centre of the dias. 2. The Chief Guest on the right hand side of the President. 3. Guest(s) of honour and any other Dignitaries on the left hand side of the President. 4. Project Chairman, if any, on the right hand side of the Chief Guest. 5. Secretary to the extreme left hand side of the President. Order of felicitating the Dignitaries 1. Chief Guest 2. Guest(s) of honour 3. Rotarians 4. Rotaract District Officers 5. Rotaract Club Presidents Other Protocols Club Banner and Charter to be displayed at all formal functions. In any meeting, if the DRR is present as the Chief Guest he should speak last. After his speech there should be acknowledgements; announcements and vote of thanks.
DRR S OFFICIAL CLUB VISIT PLANNING PLAN IN ADVANCE Write to the DRR yourself telling him where and when the meeting with him will take place, arrangements being made for him, the District Secretary and the ADRR / Zonal Captain (if they a accompanying him). Write in advance about any special task (like inauguration of any project) you want him to carry out during his visit and any other information that is relevant to the visit. Inform the ADRRs / Zonal Captains and other district officers about the programme and arrangements and also seek their advice. Inform your Parent Rotary Club about your DRR's visit. FOR THE DAY Meeting with the President & Secretary: Arrange for this meeting for the first (confidential) session with the DRR. This is when he can seek information that is best discussed in private. You can ask question and you can both establish the format for the club meeting to follow later in the day. Any problems that you may be having or any particular aspect that you want the DRR to highlight may be discussed at this confidential session. Meeting with the Board of Directors: Arrange such that all the board members of the club are present at this meeting. Inform the DRR about the programs already undertaken and discuss with him about new programmes to be taken up. Keep all directors ready with brief report of activities undertaken under their avenues and plans for new projects. Invite your RCC in the meeting. Meeting with RCC & Rotary President & Secretary: Inform your Rotarians about the DRR's visit, prior to his arrival. Inform them about their meeting with the DRR. Discuss about Rotary-Rotaract relations or any problems, in this meeting. Inform DRR of any Rotary-Rotaract joint projects undertaken. Let the DRR talk with your Rotary President & Secretary and RCC, personally. Club General Meeting: Inform all members for this special meeting with DRR. Let all members feel free to talk with the DRR, or discuss any problems. Seek information(whatever needed) from the DRR, about Rotary-Rotaract: You may invite Rotarians, lnteractors and Inner Wheel members at this meeting. Do your best to have a full attendance (all the members and their spouses) at this general Club meeting. Also invite prospective members and opinion makers of the community to this meeting as special invitees. ON THE DAY Tell the DRR about the special activities or achievements of any member, so that he can mention them in his address and/or acknowledge them personally. Don't be apprehensive of what he may find out. His job is to help you and your club and he needs your help to gain local knowledge. Make the DRR's official visit as the central focus (main agenda) of the club meeting. As President you need to gain from the DRR's visit every assistance you can, towards informing and motivating yours members as partners in service and towards increasing the strength of their commitment to Rotaract. Keep all the asked records/information handy when you and the Club secretary have your meeting with the DRR. Give due respect to the DRR and the District Officers accompanying him (if any) regardless of who they are and which club they belong to.
ESSENTIALS DURING DRR S OFFICIAL VISIT 1. Board Meeting (Only Board Members and Cabinet Members are invited) Adoring the collar to the President by Sergeant At Arms Adoring the collar to the DRR by any Cabinet Members Meeting called to order National Anthem Welcome Address Report by the Board of Directors Examination of club records and properties by the DRR Clarification by Board Members Vote of Thanks Meeting Adjourned for General Body Meeting 2. General Body Meeting (Only Club Members and Cabinet Members are Invited) Inviting dignitaries to the dais Adoring the collar to the President by Sergeant At Arms Adoring the collar to the DRR by any Cabinet Member Meeting called to order National Anthem Welcome Address Self Introduction of Members Floor Participation by Members Remarks by the ADRR Remarks by the DRR Vote of Thanks Meeting Adjourned for fellowship and there after for Regular Meeting 3. Fellowship 4. Regular' Meeting (all Members are Invited) Inviting dignitaries to the dais Adoring the collar to the President by Sergeant At Arms Adoring the collar to the DRR by any Cabinet Member Meeting called to order National Anthem Felicitation of Guest Welcome Address Introduction of DRR Secretary's Report Address By ADRR Address By the DRR Presentation of Momentous Vote of Thanks by District Vote of Thanks by Club Meeting Adjourned
CLUB CHECKLIST FOR DRR S OFFICIAL VISIT Collar Charter Gong & Gavel President & Other Rotaract Badges ID Cards District Directory Club Letter Head Club Banner Minutes Book Bio Data of All Members Attendance Register Address of all Members Report Book Guest Attendance Card Correspondence File (Outgoing file, Incoming file) Cheque Book. Bank Pass Book Receipt Book Voucher Pads Book of Accounts Birth Day and Anniversary List Project File Club Bulletins/Bulletin of Sponsoring Rotary Club/ Other Clubs Extract from R.I. Publication for projects. Club banner should contain Club name, sponsoring Rotary Club name, Rotaract Emblem. District theme and logo banner. Club letterhead should contain Club's Name, District Theme and Logo, Rotaract Emblem, Sponsoring Rotary Club name, Address of President and Secretary, Meeting day, time and venue. File of all BOD members with all necessary documents like - Receipt of club fees, R.I. Constitutions and By-Laws, List of members, Annual plans of respective avenues, Project Reports, copy of bulletin published, mailing list of all District office bearers. Treasurer's file should contain - Bank Passbook, Receipt Book, Voucher Book, Cheque Book, Petty Cash Book, Monthly summary of expenses. Secretary's file should contain - Acknowledgements, other official correspondence to the club, Project Reports, Minutes book of BOD meetings and others.
GOT SOMETHING FOR US? Have any Query? Here are the contact details of the District Editor (16-17): Rtr. Vatsal Khimasiya M: +91 8306192666 Email: vatsz06@icloud.com Have something else on your mind? Here are the contact details of DRR (16-17): Rtr. Viral Gondalia M: +91 9725343452 Email: drr3060.1617@gmail.com OUR SOCIAL MEDIA PRESENCE