INSTALLATION CEREMONY
What is an Installation ceremony? • Installation of the Rotaract Club President along with his / her Office Bearers. • It is the most august occasion when the Club’s new President and Office Bearers are officially announced. • At this ceremony, the ex-officers are acknowledged and thanked for their dedicated effort while the new office bearers are greeted and given a charge for the year ahead.
How to organize an Installation ceremony?
Before scheduling your Club’s Installation Ceremony...
• 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 and DRR). • Cross check the time for fixing Installation Ceremony, with DRR/ DRS, so that you don’t clash with co-clubs installations. • Check the availability of Hall / Venue.
Pre Installation Checklist
The following has to be checklisted: VENUE INVITE PROGRAM BACKSTAGE PRESENTATION 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 • Restrooms • Parking space
Invite
In an open space, everything starts with an invitation. The invitation list must include the following people:
• Parent Club President, Secretary and other Rotarians. • If the club is college based - invite your Faculty co ordinator, Principal and Dean. • DRR, DRS and other District Officials. • Presidents and Secretaries of fellow clubs. • Other Guests 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 • Rotaract song / Invocation song • Master of ceremony • Finalise the Chief Guest and the Guest of Honor. • Profiles of Chief Guest, Guest of Honor, Incoming President & Secretary. • Secretary report / Presentatoin
• Board of Directors and new members list. • Oath for Board of Directors and new members. • Club Charter, Bulletin, Letterhead & Banner. • Awards list • Membership form • Database • District Dues • Any project launches (if any).
The following is the agenda for Installation Ceremony: • Calling the dignitaries on to the dais. • Collaring the outgoing President by Sergeant-at-arms. • Rotaract song / Invocation song / Silent invocation. • Welcome address by outgoing President. • Secretary’s report / Presentation by outgoing Secretary • New members induction, if any. • Oath taking by the new members. • Farewell address & introduction of new President by the outgoing President.
• Installing new President and transfer of club authority through collar and gavel exchange. • Acceptance speech by the new President. • New year banner launch • Introduction of new office bearers by the President. • Oath taking by the office bearers. • Exchange of charter by Secretary, club account books by Treasurer and SAA bands. • Release of club bulletin, if published. • Project launches, if planned. • Introduction of the Guest of Honor. • Address by Guest of Honor.
• Introduction of the Chief Guest. • Address by the Chief Guest. • Felicitations, announcements & pleasantries. • Vote of thanks by the new Secretary. • National Anthem • Adjournment of the meeting. • Fellowship
ROTARACT OATH For New Members I do solemnly swear, that I will sincerely serve as a member of this Rotaract club of _____ and shall at all times uphold the ideals and principal’s of this organization. For Office Bearers I do solemnly swear, that I will sincerely execute, the (office) of the Rotaract club of _____ and shall do my best to keep up the decorum of our Rotaract movement, by upholding the constitution and statement of policy of our organization.
SEATING ARRANGEMENT 6
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President Staff Advisor/ Parent Club President Immediate Past President
Chief Guest
Guest of Honor
District Rotaract Representative Secretary
PROTOCOLS TO BE OBSERVED Order of inviting dignitaries on to the dais:
• Chief Guest • Guest of Honor • Parent Club President • Staff co-ordinator and Principal / Dean - for college based club. • DRR
PROTOCOLS TO BE OBSERVED Order of honouring the dignitaries:
• Chief Guest • Guest of Honor • Special Invitee or DRR • Rotarians • Staff co-ordinator and Principal / Dean - for college based club. • Rotaract District Office Bearers • Rotaract Club Presidents
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 of the current & incoming year • Profiles of Chief Guest, Guest of Honor, Incoming President & Secretary • Board of Directors pins & Lapel pins • Agenda Copy • Club Letterheads for the current & incoming year • Attendance List
• Bulletin, Posters and project launches • Tray • Water • Awards & Mementos • Flower buds • Table Cloths • Stationeries
Presentation
The presentations which has to be checklisted are:
• Secretary report • Agenda Slides • Introduction presentation/video of President and Secretary • Presentation slides of new office bearers • Project launch slides/videos, if any • Year Planner
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 the installation • Keep it simple • Don’t 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 Rotaractors of previous year for their dedication and effort (optional)
SAMPLE INVITE
Coming together is a beginning. Keeping together is progress. Working together is success. -Henry Ford
Wishing your team, the best success for future endeavors! Happy Rotaraction! /rczenith
@rczenith www.rczenith.org
/rczenith