DRR VISIT

What is DRR official visit?•It’smandatoryinRotaractthateachandeveryclubshouldconduct DRR Official visit

•DRRwillvisittheclubstoreviewthefunctioningoftheclub

•Clubswillsubmittheirreports,accounts(optional),etc.,toDRR

•TheclubswhichconductedtheDRRvisitareconsideredfor DistrictAwards

How to organizeDRR official visit?

Before scheduling yourClub’s DRR official visit...

•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

Pre DRR visit checklist

Thefollowinghastobechecklisted:

VENUE INVITE PROGRAM PRESENTATION DOCUMENTSTOBESUBMITTED BACKSTAGE FOOD DESIGN PHOTOGRAPHY(Delegate the committee works to members according to their availability)

Venue

Bookthecapacityofvenueaccordingtoyourinvitees&budget.Alsocheckthefollowingamenitiesinthevenue:

•Hallcapacity •Audiowithmike&speakers •Projectorwithscreen&itsrequiredcables •Laptop •Dais,Podium,Tables&Chairs •Placeforprovidingrefreshments •Restrooms •Parkingspace

Invite

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.)

Program

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

GRR/GRS

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

Presentation

Thepresentationswhichhastobechecklistedare:

•Secretaryreport•Agendaslides•Projectlaunchslides/videos,ifany•Introductionpresentation/videoofPresidentelect andSecretaryelect

Documents to be submitted

Themandatorydocumentswhichhastobesubmittedare•Minutesofthemeeting(bothgeneralandboard)•Clubprojectreportwithphotos•Monthlyreport•Clubattendance•Treasuryreport•Clubmagazine/bulletinPresident’s&Secretary’sincomingandoutgoingprofile

Backstage

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)

•Tray•Water•Awards&Mementos•TableCloth•Flowersbuds•Stationaries

Food

Providingfoodatameetingoranyothereventwillcreateawelcomingatmosphere.Refreshmentsmayinclude:

•Snacks/food•Water•Cold/Hotdrinks

Makesuretherefreshmentsareproperlyservedwith

•Paperplates,Cups,TissuePaper,etc...

Design

Design plays a very important role in communicating your ideaseffectively.

Thefollowingdesignshastobereadybeforetheinstallation:•Invitation•Banner•Letterhead•Bulletin•Posters,ifany

Photography

“A picture is worth a thousand words”

Makesurethewholeprogramisclickedbyagoodphotographer.

POINTS TO REMEMBER

•NeverprolongDRRvisit•Keepitsimple•Don’thavetoomanypeopleonthedais•Onlyoddnumberofseatsallowedinthedais•Keeptheaudienceinmind•Bewellprepared•Maintainthedecorum•Startontimeandfinishontime•RecognizetheeffortsoftheRotaractorsfortheirdedication andsupport

As the old year comes to an endand the new year unfolds,

we feel renewed with new promises.

Wishingyourteam,thebestsuccessforfutureendeavors!

HappyRotaraction!