PREPARATION FOR REGULAR WEEKLY ROTARY MEETINGS
Notes on activities prior to meeting:
Chairman for the day Rotarian (Name)
Phone the guest speaker some days before the meeting to ensure that they are available, have transport and ask their time of arrival at the meeting venue.
Check that seating is adequate at the head table for guest speaker and chairman.
Be available to meet the guest speaker on arrival and see that they are made welcome. Arrange for the guest speaker to be met and made welcome if you cannot personally attend to it.
Check to see that the presentation gift for the guest speaker is available.
At the call to order make your way with the guest speaker to the head table.
Before and during the meal find out a few facts about the background of the guest speaker for use in their introduction.
Ensure that the guest speaker is aware of the time allocated for the speech and arrange a method of letting them know when they have three minutes remaining.
When introducing the speaker please be brief.
Watch the time observance by the speaker and give the predetermined signal when required.
Seek questions if time permits.
Give a vote of thanks and make presentation (or nominate a Rotarian to do the same). Lead the applause.
Recommendations
Regular Weekly Rotary Meetings
It is the responsibility of the Sergeant-at-Arms to ensure that the venue is properly prepared for the meeting. Check that the Charter, Flag, banners, amplifier, heating or cooling, lectern and gong are in order.
It is the responsibility of the Sergeant-at-Arms to ensure that the meeting starts on time.
The President should keep a folder of weekly meeting agendas with appropriate spaces to record activities and statistics.
The President should involve members in the meeting procedures.
| FELLOWSHIP | for thirty minutes prior to the advertised starting time. |
| SERGEANT-AT-ARMS | First bell as five minutes warning; |
| Second bell as two minutes warning; | |
| Third and final bell to commence meeting | |
| Calls meeting to order and introduces President. | |
| PRESIDENT | Bids good day/good evening to everyone who respond; |
| Request Rotarian to recite Rotary Grace; | |
| Requests Rotarian to propose Loyal Toast; | |
| Welcomes all Rotarians and calls for visiting Rotarians to introduce themselves. | |
| Invites Rotarians with guest present to introduce them to the meeting; | |
| Invites Rotaractors to introduce themselves; | |
| Names the guest speaker who will be formally introduced later. | |
| Gives list of apologies and sick members. | |
| Makes general announcements. | |
| SECRETARY | Reports correspondence, notices and forthcoming events. |
| ATTENDANCE REPORT | Not compulsory but it does however highlight the attendance record. |
| 3 MINUTE TALK. | Members are requested to speak in rotation for three minutes on "What is new in my business" or a Rotary information segment. |
| DIRECTORS REPORTS | |
| OTHER REPORTS | |
| GENERAL BUSINESS | |
| PRESIDENT | Introduces Chairman |
| CHAIRMAN | Introduces Sergeant-at-arms for light hearted segment of fund raising for about five minutes. |
| Introduces guest speaker who speaks for about 20 minutes and is not crammed by other business. | |
| Controls question time. | |
| Presents the vote of thanks and makes the presentation or calls on another Rotarian so to do. | |
| Hands the meeting back to the President. | |
| PRESIDENT | Thanks speaker very briefly. |
| Calls for and other business | |
| Iterates rosters for the following week; | |
| Names and thanks visiting Rotarians, guests and Rotaractors for their attendance; | |
| Closes meeting approximately sixty minutes after start. | |
| NOTE: | It is important that a guest speaker is NOT booked for the occasion of the District Governor's official visit. The District Governor is the only speaker on the occasion of his official visit. |
