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““THE WEEKLY ROTARY MEETING”THE WEEKLY ROTARY MEETING”

TODAY’S GOALSTODAY’S GOALS

• Some creative ideas to spice up your weekly meetings.

• Some specific tools to help you have a successful year.

• Answer as many of your questions as possible.

EFFECTIVENESS OF EFFECTIVENESS OF PRESENTATIONSPRESENTATIONS

• Verbal %

• Visual %

• Vocal %

EFFECTIVENESS OF EFFECTIVENESS OF PRESENTATIONSPRESENTATIONS

• Verbal 7%

• Visual 55%

• Vocal 37%

Source: Dr. Marabian, UCLA

YOUR CLUB MEETING YOUR CLUB MEETING

• How do you want members to feel when they leave your meetings?

• How do you want guests to feel when they leave your meetings?

WHY ARE WEEKLY WHY ARE WEEKLY MEETINGS IMPORTANT?MEETINGS IMPORTANT?

• Your weekly meeting may be their entire Rotary experience

• Your year will be judged on the quality of your meetings

THE ROTARY MEETING – THE ROTARY MEETING – YOUR SHOWPLACE YOUR SHOWPLACE

• SettingLocation - Parking - Time

• RoomShape - Layout - Identified Rotary Site -

Acoustics - Ambiance - Head Table?

• Does the room setup show that a Rotary Club meets there?

PLANNING THE MEETINGPLANNING THE MEETING

• Plan the year• THE BOOK• Lectern presence – Is It Presidential?• Rotary information / Hand outs / Materials• Greeting committee

• Experienced Rotarians with new Rotarians• Part of new member orientation• Meet everyone at the door with a smile!

THE AGENDATHE AGENDA

• Call to Order

• Pledge

• Inspiration

• Song

• Introductions

• Membership Minute• Rotary Foundation

Minute

• Rotary Minute

• Announcements

• Recognitions

• Fellowship

• Program

• Promote next week

• Start and End on Time!!!

TROUBLE SHOOTINGTROUBLE SHOOTING

• Announcements

• Program elements running over

• Talking during a meeting

• Speaker doesn’t show

• Cliques

• Staying in control (timing)

• Other issues

MEETING MEETING COMMITTEECOMMITTEEWho’s responsible?Who’s responsible?

• Setup & Teardown

• Flag(s)

• Bell & Gavel

• Banners/Signage

• Tables – Centerpieces

• Podium – Lectern

• Audio Visual

• Food – Service

• Storage

• Rotary Wheel

PROGRAM COMMITTEEPROGRAM COMMITTEE

• Secures speakers

• Asks speaker about A/V or other needs

• Sends letter of confirmation (one week prior)

• Sends directions

• Is on hand to greet the speaker, reserves

their seat (club buys the meal)

• Sends thank you note / Club Newsletter

SPEAKERSSPEAKERS

• How do you find speakers and programs ?

• Screen programs and speakers• Don’t schedule because they asked• Too many programs that are similar• Political candidates

OTHER SPEAKER TIPSOTHER SPEAKER TIPS

• Remind members not to leave(e.g. etiquette note in bulletin)

• Introduction

• Start on time

(don’t take his/her time)

• Have a speaker gift

• May be a good prospect for membership

(Ask!)

SOLVING PROBLEMSSOLVING PROBLEMS

• Always have a backup program !

• Turn off cell phones

• Discourage “Early Leavers”

EVALUATING CLUB MEETINGSEVALUATING CLUB MEETINGS

• Weekly meetings, the core of Rotary activity• One of your most important responsibilities• Rotarians are busy !

• Prove Their Time Is Well Invested• Enhance Personal Rotary Knowledge• Reinforce Membership Value

• Well planned meetings are the key• Should you do an evaluation?• Should you get input from others?

WHAT TO DO NOWWHAT TO DO NOW

• Visit other clubs

• Start THE BOOK

• Program committee

• Accumulate data

• Plan a retreat

• Know your club’s history

Regarding your weekly meetings,

What Are Rules One What Are Rules One (and Two)?(and Two)?

1. Be Prepared 1. Be Prepared andand

2. Have Fun!!! 2. Have Fun!!! Now, get out there and have a great year Now, get out there and have a great year – The Future of Rotary Is in Your Hands !– The Future of Rotary Is in Your Hands !