VItal - Installation Ceremony

Rotaract Club of Zenith

Sponsored by Rotary Club of Madras North East Rotary International District 3232 Club no: 43149 | Chartered on 18.07.1996

An orientation presentation on ‘How to conduct Installation Ceremony’

DISCLAIMER The presentation is prepared by the Rotaractors of Rotaract Club of Zenith, sponsored by Rotary Club of Madras North East, Rotary International District 3232.

The Presentation is prepared by the guidelines given in the Rotaract Constitution and experience from the Rotaractors in organizing Installation Ceremony. The Presentation is intended for educational purposes only and does not replace independent professional judgment. Rotaractors are also requested to follow the guidelines given in their respective District Rotaract Council and Rotary Youth Service team.

The Presentation consists of 2 segments: 1. Regular Installation Ceremony 2. V irtual Installation Ceremony (for the COV ID-19 situation)

About

Installation Ceremony

Installation of the Rotaract Club President along with his / her Office Bearers and new members.

It is the most august occasion where the Club’s new President and Office Bearers are officially announced.

At this ceremony, the ex-officers are acknowledged and thanked for their dedicated efforts while the new Office Bearers are greeted and given a charge for the year ahead.

New year.

New beginnings.

New ideas.

A celebration of the end of an era and a beginning of a new year welcoming the new president and the board for a fresh year ahead.

Rotary & Rotaract are constantly proving that the current pandemic will not stop their functions by going digital!

Let’s see how to conduct an Installation Ceremony both regular and v irtual!

Before scheduling your Club’s Installation Ceremony...

Prepare the budget & raise the fund. (if any, for virtual)

Confirm the dates with the parent club President and DRR. It is advisable to suggest 3 tentative dates. (if your club is college-based, confirm with your Faculty coordinator, Principal or Dean, before confirming the dates with parent club President and DRR).

Cross-check the time of fixing the Installation Ceremony, with DRR/DRS, so that it doesn’t clash with co-clubs’ installations.

Check the availability of hall/venue.

(Digital platform for virtual)

Check your invitee list .

Pre - Installation Checklist Create the following committee and delegate each work to the members based on their availability

For Regular Installation

For Virtual Installation

VENUE

VENUE (Digital Platform)

INVITE

INVITE

PROGRAM

PROGRAM

BACKSTAGE

PRESENTATION

PRESENTATION

DESIGN

DESIGN

PHOTOGRAPHY

PHOTOGRAPHY

BRANDING

BRANDING FOOD

Venue

For Regular Installation Book the capacity of venue according to your invitees & budget.

Also, check the following amenities in the venue:

• Hall capacity • Audio with Mic & Speakers • Projector with screen & its required cables • Laptop • Dias, Podium, Tables & Chairs • Place for providing refreshments • Restrooms • Parking space (Avoid littering the venue during the Regular Installation Ceremony)

For Virtual Installation Choose a feasible Virtual Venue (now called online platform) according to your invitees & budget. Make sure you have the following in your space during the meet:

• Laptop or Mobile with audio & video enabled (Keep them charged in prior) • Seamless Internet connection • Table & Chair • Lights • Fan or Air Conditioner • Notepad & Pen

Invite An invitation will make people feel valued. The invitation list must include the following people:

• Sponsoring club Rotarians: President, Secretary, Youth Service Director and other Rotarians • If the club is college-based: invite your Faculty Coordinator, Principal and Dean • District Rotaract Council: DRR, DRS and other District Officials • Rotary District Team: Youth Service Director, Rotaract Chairman and other Rotarians (if any) • Presidents, Secretaries and members of fellow clubs • Club Alumni members • Other Guests and Special invitees • Family embers (Rotary encourages family participation)

(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.

For Regular Installation

For Virtual Installation

• Agenda • Minute-by-minute agenda • Rotaract song / Invocation song • Master of ceremony or Moderator • Guest List: Chief Guest, Guest of Honor & other invitees • Profiles of Chief Guest, Guest of Honor, Incoming President & Secretary • Secretary report / Presentation

• Agenda • Minute-by-minute agenda • Rotaract song / Invocation song • Master of ceremony • Guest list: Chief Guest, Guest of Honor & other invitees • Profiles of Chief Guest, Guest of Honor, Incoming President & Secretary • Secretary report / Presentation

For Regular Installation (cont.)

For Virtual Installation (cont.)

• 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)

• 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)

(Take the advantage of online platform to display awards, membership form, database virtually)

The following is the agenda for Regular Installation Ceremony:

• Calling the dignitaries on to the dias • 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

(cont.)

• 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

SEATING ARRANGEMENT

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4

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1

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President Chief Guest Staff Advisor/ Parent Club President Immediate Past President

Guest of Honor District Rotaract Representative Secretary

The following is the agenda for Virtual Installation Ceremony: Your club has the flexibility to adapt this ritual in whatever way that makes the most sense for your club virtually (as per the information received from Rotary International when approached).

• Adding guests to the meeting room • Welcome the guests • 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 (Display the oath on screen) • Farewell address & introduction of new President by the outgoing President • Installing new President and transfer of club authority through Virtual Changeover • Acceptance speech by the new President • New year banner launch (Display on screen)

(cont.)

• Introduction of new office bearers by the President • Oath taking by the office bearers (Display the oath on screen) • Release of club bulletin (if published) • Project launches (if planned) • Introduction of the Guest of Honor • Address by the Guest of Honor • Introduction of the Chief Guest • Address by the Chief Guest • Felicitations and announcements • Vote of thanks by the new Secretary • National Anthem • Adjournment of the meeting • Fellowship

When collar exchange isn’ t in your cards (for Virtual Installation Ceremony) Suggested way to pass over the Presidentship to the incoming President: The outgoing President can virtually hand over the responsibilities by saying, “ I am happy to hand over the proceedings and responsibilities of Rotaract Club of ___________ to Rtr._____________ and hereby install him as the President for the year 2020-21” The incoming President can take over the proceedings by saying, “ I, Rtr.____________ hereby accept to be the President of Rotaract Club of____________ and fulfill my roles and responsibilities as the President of the club by following or abiding the standard Rotaract Club constitution as devised

by Rotary International” Followed by the acceptance speech of the newly installed President.

PROTOCOLS TO BE OBSERVED Order of inviting dignitaries on to the dias (For Regular Installation):

• Chief Guest • Guest of Honor • Parent Club President • Staff coordinator and Principal / Dean (for college-based club) • DRR

Order of honoring the dignitaries:

• Chief Guest • Guest of Honor • Special Invitee or DRR • Rotarian • Staff coordinator and Principal / Dean (for college-based club) • Rotaract District Office Bearers • Rotaract Club Presidents

PROTOCOLS TO BE OBSERVED Order of Introducing Board officials:

• Immediate Past President • Vice President • Secretary & Joint Secretary • Treasurer & Joint Treasurer • Sergeant-at-Arms • Club Service Director • Community Service Director • Professional Service Director • International Service Director • Editorial Board Chairperson • PRO • Other nominated Board Officials (as per the club)

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 principles 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.

Backstage The following must be check listed in backstage (for Regular Installation): 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.

• Collar, Gavel and Charter • Banner of the current and incoming year • Profiles of Chief Guest, Guest of Honor, Incoming President and Secretary • Board of Directors pins and Lapel pins • Agenda Copy • Club Letterheads for the current & incoming year • Attendance List, Bulletin, Posters and project launches • Tray

• Water • Awards & Mementos • Flower buds (if any) • Tablecloth (if any) • Stationeries

Presentation

The following list is to be checked for presentation purposes: For Regular Installation

For Virtual Installation

• Secretary report • Agenda Slides • Introduction presentation/video of President and Secretary • Presentation slides of new members and office bearers • Project launch slides/videos, if any • Year Planner, if any

• Secretary report • Agenda Slides • Introduction presentation/video of President and Secretary • Presentation slides of new members and office bearers • Letterhead • Club banner • Profiles of Chief Guest and Guest of Honor • Project launch slides/videos (if any) • Year Planner (if any)

Design Design plays an essential role in communicating your ideas effectively. The following designs have to be ready before the installation: For Regular Installation

For Virtual Installation

• Invitation • Banner • Agenda slides • Letterhead • Bulletin • Posters, if any

• Invitation • Virtual Banner • Agenda slides • Letterhead • Bulletin • Posters, if any

(Check the dimensions and resolution to create consistent-quality design)

Photography “A picture is worth a thousand words” For Regular Installation

Make sure the whole program is clicked by a good photographer.

For Virtual Installation

We all miss posing for the camera. Don’t worry! Ask your shutterbug to screen capture all the beautiful moments.

Food Providing food at a meeting or any other event will create a welcoming atmosphere (For Regular Installations).

For Regular Installation

Refreshments may include: • Snacks / food • Water • Cold / Hot drinks Make sure the refreshments are properly served with • Plates, Cups, Tissue Paper, etc.

(Avoid wastage of food during Regular Installation Ceremony)

Branding A good branding for your event will not only increase it’s visibility, but also makes people foresee the event.

For Regular Installation

For Virtual Installation

• Announcement in Council meetings • Social Media Branding • Phone call invitation • E-mail / WhatsApp / SMS invitation • Reminder messages / calls

• Go Live! (during Installation Ceremony ) • Social Media Branding • Phone call invitation • E-mail / WhatsApp / SMS invitation • Reminder message / calls

(Bring out your creative juices to make your branding unique and have periodic live updates in Social media)

Points to Remember For Regular Installation

• Never prolong the installation • Start on time and finish on time • KISS – Keep It Simple and Short • Don’t have too many people on the dias • Only odd number of seats allowed in the dias • Be well prepared • Keep the audience in mind • Be well dressed • Take breaks (if required) • Maintain the decorum • Recognize Rotaractors of previous year for their dedication and effort (optional)

Points to Remember For Virtual Installation

• Never prolong the Installation • Start on time and finish on time • KISS – Keep It Simple and Short • Have 2-3 Co-hosts • Be well prepared • Have Time keeper • Keep your audio in mute until you are asked to speak • Avoid speaking over the phone or texting (Incase of emergency, turn off your video)

• Avoid unnecessary comment while speaker speaking • Avoid external disturbances • Have a good lighting in your room

• Don’t keep your mobile too close or too far. Maintain proper distance from the screen.

• Be well dressed • Keep yourself hydrated, have a water bottle with you.

• Take breaks (if required) • Maintain the decorum • Recognize Rotaractors of previous year for their dedication and effort (optional)

Wishing your team, the best success for your future endeavors Happy Rotaraction!

Presentation by

/rczenith

Design Partner

@thefatbraindesings