THE FACE OF THE CLUB :REGULAR MEETING

By Shrirang Prabhu

REGULAR MEETING• Important Feature of a

Rotary Club. • Indicates club health.• Platform to conceive

worthy service projects.

• Imp. Criteria for club’s failure to function.

REGULAR MEETINGPrerequisites

•Venue•Food / Snacks•Logistics•Preparation•Agenda: Crisp, Time Bound

REGULAR MEETING

Main Components•Fellowship~ ½ Hour•Meeting ~ 1 Hour

FELLOWSHIP• Right remedy to relieve stress.• Insist to come at beginning of fellowship time.• Meet & interact with as many members possible.•Opportunity to conceive/ shape new ideas, projects.

(A) REGULAR MEETINGSuggested Agenda

• Members asked to take up seats (2mins. before start time).• President wears collar. • Escort chief guest to dais.• Meeting called to order.

• National Anthem. • A minutes silence : To pray in one’s faith (optional) / Reciting 4 way test / Prayer/ Invocation. • Welcome : Chief guest, dignitaries, visiting Rotarians, guests. •

REGULAR MEETING- Suggested Agenda (Contd..)

•Rotary Information(2mins.)•President’s Announcements: Condolences

Recognitions District / R.I. matters

•Exchange of Banners.•Secretary’s announcements: Club dues, Admn. Matters,

Greetings.•Committee Reports : Brief

(5mins.)

REGULAR MEETING- Suggested Agenda (Contd..)

(B) Introduction of Guest speaker - 2/3 Mins.

• Don’t address the speaker.

• Don’t mechanically read bio-data

received from guest speaker.

Edit it, give your touch, make it

interesting.

• TIS Formula.

Speech by guest speaker

(20mins.)• Observe decorum

• Avoid Gossiping,

chitchatting, talking

on phone, leaving

suddenly (except in emergency).

• Last main item

No more major speeches after chief

guest speaks.

POST SPEECH•Questions/Answer (5mins.)

•Presentation of Memento with few words.

Vote of thanks (2 mins.)–Don’t address the speaker.–Don’t thank President for giving you

an opportunity for vote of thanks.–Don’t contradict the speaker’s views.–Pick up couple of points from

speech.–Don’t thank one and all for every

small presentation during the meeting.

Meeting Conclusion

•Secretary: - Statistics - Next Meeting

- Service Box Collection

•Meeting adjourned

(C) COURTESIES TO GUEST SPEAKER•Book around 3 to 4 weeks before.

•Confirm by letter, Collect biodata.

•4/5 days before meeting: - Remind about date with club. - Travel assistance if needed. - Venue address.

COURTESIES TO GUEST SPEAKER (Contd….)

• Receive warmly,accompany for food, introduce to others.• Escort to dais, proper welcome.• Don’t stretch his patience. • Introduce well – 2/3 mins.• Speech : Observe decorum

COURTESIES TO GUEST SPEAKER (Contd….)

•Questions / Answers•Memento•Vote of Thanks(2mins.)•A letter of thank, a day after.

CONCLUSIONA good regular meeting •Gives great satisfaction to presiding officer of doing a job well.

•Gives joy to audience.•Gives good impression to visitors.

THANK THANK YOUYOU