TIPS FOR PROGRAM CHAIRS

 
Rotary Monthly Themes
(The Rotary calendar year begins in July)
 
July
Magazine
January
 Vocational Service
August Membership and Extension February Peace and Conflict Prevention/Resolution
September Basic Education and Literacy March Water and Sanitation
October Economic and Community Development April Maternal and Child Health
November Rotary Foundation May Youth Services
December Disease Prevention and Treatment June Rotary Fellowship
 
 
 
Encouraging a Balanced Program Calendar
 
Here are suggestions to encourage a variety of programs, as well as create a balance.  A general rule of thumb is to include a third of each category, Rotary, Other Topics, and Entertainment.
 
Suggested schedule, based on 50 meetings for the year:
 
     16    Rotary Topics
 
     16    All Other Topics: Civic, Non-Profit, Business & Professional and Government
 
     14    Just Plain Fun, Entertainment, Hobbies, Sports (General Interest)
 
     2-4  Social (Rotary Birthday, Christmas, Valentine’s Day Picnic, and so on)
 
Below is a tally sheet to keep track of the types of programs throughout the year. If you are out of balance, make adjustments for the next quarter.  Don’t let programs just happen! Plan them for balance and enjoyment.
 
 
July - September
                                                                                     
October - December
                                                                                       
Rotary
Other Topics
Entertainment
Social
_______
_______
_______
_______
Rotary
Other Topics
Entertainment
Social
_______
_______
_______
_______
 
 
January - March
 
 
 
April - June
Rotary
Other Topics
Entertainment
Social
_______
_______
_______
_______
Rotary
Other Topics
Entertainment
Social
_______
_______
_______
_______
 
 
 
Best Practices When Planning
 
 
Helpful Suggestions
                                                                           
Not So Helpful Practices
  • Plan programs well ahead
  • Last minute programs
  • Have someone in charge who monitors to ensure balance in program topics
  • No overall plan of programs
  • Survey your members
  • Same programs year after year
  • Get ideas through the district website and from other clubs
 
  • Programs that ask for financial support
  • Join with nearby clubs for major speakers
 
  • Speakers that are “dry”
  • Seek out new program ideas
 
  • Programs that “preach”
  • Have at least 3 backup programs to cover the last minute   slip-up
  • Failure to use club assemblies for programs
  • Be sure all the equipment and setup needed is ready
  • Having all Rotary Programs or all civic programs.. Ensure a mix.
  • Invite speakers with interesting information on Rotary Programs  
  • Failure to hear about Rotary
  • Make the programs fun, informative and friendly                            
  • Willingness to let your club become a forum for political campaigns (against the Rotary Manual of Procedure)
 
 
 
Audience Etiquette
 
 
The programs function to strengthen Rotary, improve attendance, and attract new members.  Members of Rotary can respect our guests with the next few statements on audience etiquette.
 
Phone
 
Please turn off your cell phone or other devices during the presentation.  Refrain from checking your phone until the presentation and possible question and answer section has concluded.  
 
Side Conversations
 
Please refrain from any side conversations during the presentation.
 
If You Need to Leave Early
 
Please make every effort to attend each meeting in it’s entirety. However, if you are leaving a meeting early, please follow this procedure:
  • Find out who the speaker for the day is and personally introduce and excuse yourself to the speaker prior to the start of the meeting.
  • Leave immediately following the business portion of the meeting and prior to the start of the speaker’s presentation.
  • Sit in the rear near the exit so as to cause as little disturbance as possible when you depart.
 
The Old Standby
 
Do unto others as you would have them do unto you
 
 
 
Correspondence
 
Below you will find two sample letters to utilize when planning, which can be modified for your needs and printed on your club stationary. You can also refer speakers to the Tips For Speakers located on the District Website, for helpful suggestions to ensure a successful visit.
 
Sample Guest Speaker Letter - DOWNLOAD COPY TO MODIFY
 
CLICK ON IMAGE TO ENLARGE
 
 
Sample Classification Talk Letter - DOWNLOAD COPY TO MODIFY
 
CLICK ON IMAGE TO ENLARGE