Rotaract Club of Zenith presents 'VITAL 1314' an orientation presentation on how to conduct drr visit
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DRR VISIT
What is DRR official visit? Its mandatory in Rotaract that each
and every club should conduct DRR Official visit DRR will visit the
clubs to review the functioning of the club Clubs will submit their
reports, accounts (optional), etc., to DRR The clubs which
conducted the DRR visit are considered for District Awards
How to organize DRR official visit?
Before scheduling your Clubs DRR official visit...
Prepare the budget & raise the fund Confirm the dates with
the parent club President and DRR before fixing. It is advisable to
suggest 3 tentative dates. (if your club is college based, confirm
with your Faculty co-ordinator, Principal or Dean, before
confirming the dates with parent club President & DRR) Cross
check the time for fixing DRR visit, with DRR/DRS, so that you dont
clash with co-clubs DRR visit Check the availability of
Hall/Venue
Pre DRR visit checklist
The following has to be checklisted: VENUE INVITE PROGRAM
PRESENTATION DOCUMENTS TO BE SUBMITTED BACKSTAGE FOOD DESIGN
PHOTOGRAPHY (Delegate the committee works to members according to
their availability)
Venue
Book the capacity of venue according to your invitees &
budget. Also check the following amenities in the venue: Hall
capacity Audio with mike & speakers Projector with screen &
its required cables Laptop Dais, Podium, Tables & Chairs Place
for providing refreshments Rest rooms Parking space
Invite
In an open space, everything starts with an invitation. The
invitation list must include the following people: District
Rotaract Representative (DRR) District Rotaract Secretary (DRS)
Parent club President/Secretary/other Rotarians Rotaract Chairman
If college based invite your faculty co-ordinator, Principal or
Dean Associate District Rotaract Representative (ADRR) Associate
District Rotaract Secretary (ADRS)
Group Rotaract Representative (GRR) Group Rotaract Secretary
(GRS) District Treasurer team Sergeant-at-arms Directors from the
four avenue of service Representative from Editorial Board District
Rotaract Representative Elect (DRRE) District Rotaract
Representative Nominee (DRRN) President and Secretary of co-clubs
Other guest and special invitees (A formal invite/announcement a
week before helps the invitees to give prior importance to attend
the event.)
Program
The program committee is formed to fix/assist the entire
program schedule. The committee must decide on the agenda of the
program and then develop a plan to accomplish it. The Programs
should cover: Agenda Minute-by-minute agenda Invite Rotaract
song/Invocation song Master of ceremony Finalise the Chief Guest
(DRR) and the Guest of Honor Profiles of Chief Guest, Guest of
Honor, Incoming President & Secretary Secretary
report/Presentation
Profiles of Chief guest, Guest of honor, President elect and
Secretary elect Secretary report/presentation Avenue wise report
Club attendance, membership application book Treasury report
Minutes of meeting book (book general & board) Club charter and
club number President collar and gavel Club banner and letterhead
District directory Awards list Project (if any)
The following is the agenda for DRR official visit: Calling the
dignitaries on to the dais Collaring the President by
Sergeant-at-arms Collaring the DRR by District Sergeant-at-arms
Rotaract song/Invocation song/Silent invocation Welcome address by
President Projects (if any) Secretarys report/Presentation by
Secretary Submitting the secretary report to DRR, DRS & GRR
Submitting the four avenue wise report to the District avenue of
service directors
Address by other invitees Introduction of the Chief guest (DRR)
DRR address Vote of thanks National anthem Adjournment of the
meeting Fellowship
GRR/GRS
PROTOCOLS TO BE OBSERVED Order of inviting dignitaries on to
the dais: President Secretary DRR (Chief Guest) Guest of Honor
Parent club president Faculty co-ordinator and Pricipal/ Dean (for
college based club) GRR DRS
PROTOCOLS TO BE OBSERVED Order of felicitating the dignitaries:
DRR (Chief Guest) Guest of Honor Special Invitee Rotarians Staff
co-ordinator and Principal/Dean - for college based club Rotaract
District Office Bearers Rotaract Club Presidents
Presentation
The presentations which has to be checklisted are: Secretary
report Agenda slides Project launch slides/videos, if any
Introduction presentation/video of President elect and Secretary
elect
Documents to be submitted
The mandatory documents which has to be submitted are Minutes
of the meeting (both general and board) Club project report with
photos Monthly report Club attendance Treasury report Club
magazine/bulletin Presidents & Secretarys incoming and outgoing
profile
Backstage
Backstage is managed by a central organizing team, which plans
the overall direction of the event. The committee is co-ordinated
with programs to ensure everything goes well as scheduled. The
following has to be checklisted in backstage: Collar, Gavel &
Charter Banner & Letterhead Invitation Profiles of Chief Guest,
Guest of Honor, Incoming President & Secretary Agenda Minute by
minute agenda
Rotaract song/invocation song Secretary report/presentation
Avenue wise report Attendance book, Membership application book
Minutes of the meeting (both board and general) Treasury report
District directory Awards list Project (if any)
Tray Water Awards & Mementos Table Cloth Flowers buds
Stationaries
Food
Providing food at a meeting or any other event will create a
welcoming atmosphere. Refreshments may include: Snacks/food Water
Cold/Hot drinks Make sure the refreshments are properly served with
Paper plates, Cups, Tissue Paper, etc...
Design
Design plays a very important role in communicating your ideas
effectively. The following designs has to be ready before the
installation: Invitation Banner Letterhead Bulletin Posters, if
any
Photography
A picture is worth a thousand words Make sure the whole program
is clicked by a good photographer.
POINTS TO REMEMBER
Never prolong DRR visit Keep it simple Dont have too many
people on the dais Only odd number of seats allowed in the dais
Keep the audience in mind Be well prepared Maintain the decorum
Start on time and finish on time Recognize the efforts of the
Rotaractors for their dedication and support
As the old year comes to an end and the new year unfolds, we
feel renewed with new promises. Wishing your team, the best success
for future endeavors! Happy Rotaraction!