Vital1415 - an orientation slide on 'How to conduct DRR visit'
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Transcript of Vital1415 - an orientation slide on 'How to conduct DRR visit'
What is DRR official visit?•It’smandatoryinRotaractthateachandeveryclubshouldconduct DRR Official visit
•DRRwillvisittheclubstoreviewthefunctioningoftheclub
•Clubswillsubmittheirreports,accounts(optional),etc.,toDRR
•TheclubswhichconductedtheDRRvisitareconsideredfor DistrictAwards
•Preparethebudget&raisethefund
•ConfirmthedateswiththeparentclubPresidentandDRRbefore fixing.Itisadvisabletosuggest3tentativedates. (if your club is college based, confirm with your Faculty co-ordinator, Principal or Dean, before confirming the dates with parent club President & DRR)
•CrosscheckthetimeforfixingDRRvisit,withDRR/DRS,sothat youdontclashwithco-clubsDRRvisit
•ChecktheavailabilityofHall/Venue
Thefollowinghastobechecklisted:
VENUE INVITE PROGRAM PRESENTATION DOCUMENTSTOBESUBMITTED BACKSTAGE FOOD DESIGN PHOTOGRAPHY(Delegate the committee works to members according to their availability)
Bookthecapacityofvenueaccordingtoyourinvitees&budget.Alsocheckthefollowingamenitiesinthevenue:
•Hallcapacity •Audiowithmike&speakers •Projectorwithscreen&itsrequiredcables •Laptop •Dais,Podium,Tables&Chairs •Placeforprovidingrefreshments •Restrooms •Parkingspace
Inanopenspace,everythingstartswithaninvitation.Theinvitationlistmustincludethefollowingpeople:
•DistrictRotaractRepresentative(DRR) •DistrictRotaractSecretary(DRS) •ParentclubPresident/Secretary/otherRotarians •RotaractChairman •Ifcollegebasedinviteyourfacultyco-ordinator,Principal orDean •AssociateDistrictRotaractRepresentative(ADRR) •AssociateDistrictRotaractSecretary(ADRS)
•GroupRotaractRepresentative(GRR) •GroupRotaractSecretary(GRS) •DistrictTreasurerteam •Sergeant-at-arms •Directorsfromthefouravenueofservice •RepresentativefromEditorialBoard •DistrictRotaractRepresentativeElect(DRRE) •DistrictRotaractRepresentativeNominee(DRRN) •PresidentandSecretaryofco-clubs •Otherguestandspecialinvitees(A formal invite/announcement a week before helps the invitees to give prior importance to attend the event.)
Theprogramcommitteeisformedtofix/assisttheentireprogramschedule.Thecommitteemustdecideontheagendaoftheprogramandthendevelopaplantoaccomplishit.
TheProgramsshouldcover: •Agenda •Minute-by-minuteagenda •Invite •Rotaractsong/Invocationsong •Masterofceremony •FinalisetheChiefGuest(DRR)andtheGuestofHonor •ProfilesofChiefGuest,GuestofHonor,Incoming President&Secretary •Secretaryreport/Presentation
•ProfilesofChiefguest,Guestofhonor,Presidentelectand Secretaryelect •Secretaryreport/presentation •Avenuewisereport •Clubattendance,membershipapplicationbook •Treasuryreport •Minutesofmeetingbook(bookgeneral&board) •Clubcharterandclubnumber •Presidentcollarandgavel •Clubbannerandletterhead •Districtdirectory •Awardslist •Project(ifany)
ThefollowingistheagendaforDRRofficialvisit:•Callingthedignitariesontothedais•CollaringthePresidentbySergeant-at-arms•CollaringtheDRRbyDistrictSergeant-at-arms•Rotaractsong/Invocationsong/Silentinvocation•WelcomeaddressbyPresident•Projects(ifany)•Secretary’sreport/PresentationbySecretary•SubmittingthesecretaryreporttoDRR,DRS&GRR•SubmittingthefouravenuewisereporttotheDistrictavenue ofservicedirectors
•Addressbyotherinvitees•IntroductionoftheChiefguest(DRR)•DRRaddress•Voteofthanks•Nationalanthem•Adjournmentofthemeeting•Fellowship
PROTOCOLS TO BE OBSERVEDOrderofinvitingdignitariesontothedais:
•President•Secretary•DRR(ChiefGuest)•GuestofHonor•Parentclubpresident•Facultyco-ordinatorandPricipal/Dean(forcollegebasedclub)•GRR•DRS
PROTOCOLS TO BE OBSERVEDOrderoffelicitatingthedignitaries:
•DRR(ChiefGuest)•GuestofHonor•SpecialInvitee•Rotarians•Staffco-ordinatorandPrincipal/Dean-forcollegebasedclub•RotaractDistrictOfficeBearers•RotaractClubPresidents
Thepresentationswhichhastobechecklistedare:
•Secretaryreport•Agendaslides•Projectlaunchslides/videos,ifany•Introductionpresentation/videoofPresidentelect andSecretaryelect
Themandatorydocumentswhichhastobesubmittedare•Minutesofthemeeting(bothgeneralandboard)•Clubprojectreportwithphotos•Monthlyreport•Clubattendance•Treasuryreport•Clubmagazine/bulletinPresident’s&Secretary’sincomingandoutgoingprofile
Backstageismanagedbyacentralorganizingteam,whichplanstheoverall direction of the event. The committee is co-ordinated withprogramstoensureeverythinggoeswellasscheduled.
Thefollowinghastobechecklistedinbackstage:•Collar,Gavel&Charter•Banner&Letterhead•Invitation•ProfilesofChiefGuest,GuestofHonor,Incoming President&Secretary•Agenda•Minutebyminuteagenda
•Rotaractsong/invocationsong •Secretaryreport/presentation •Avenuewisereport •Attendancebook,Membershipapplicationbook •Minutesofthemeeting(bothboardandgeneral) •Treasuryreport •Districtdirectory •Awardslist•Project(ifany)
Providingfoodatameetingoranyothereventwillcreateawelcomingatmosphere.Refreshmentsmayinclude:
•Snacks/food•Water•Cold/Hotdrinks
Makesuretherefreshmentsareproperlyservedwith
•Paperplates,Cups,TissuePaper,etc...
Design plays a very important role in communicating your ideaseffectively.
Thefollowingdesignshastobereadybeforetheinstallation:•Invitation•Banner•Letterhead•Bulletin•Posters,ifany
•NeverprolongDRRvisit•Keepitsimple•Don’thavetoomanypeopleonthedais•Onlyoddnumberofseatsallowedinthedais•Keeptheaudienceinmind•Bewellprepared•Maintainthedecorum•Startontimeandfinishontime•RecognizetheeffortsoftheRotaractorsfortheirdedication andsupport