rotary's pets leader's guide - lg

7/30/2019 Rotary's PETS Leader's Guide - LG

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The Presidents-elect Training Seminar Leaders Guide is an editable tool for those

planning training for club presidents-elect, containing a variety of sessions in order to

give attendees a wide-ranging learning experience. The sessions are written for you

the presidents-elect training seminar (PETS) organizers and trainers to customize for

your audience. The purpose of this seminar is to

Prepare incoming club presidents for their year in office Give district governors-elect and incoming assistant governors the opportunity to

motivate incoming presidents and build working relationships

Each club president is required to attend PETS unless excused by the governor-elect.

Presidents-elect who are excused must send a club representative in their place.

PETS should be held in February or March, preferably for a day and a half, after both the

International Assembly and the district team training seminar. These district leaders

should be involved:

District governor-elect, who has overall responsibility for the seminar District governor, who assists the governor-elect with the seminar District training committee members, who plan and conduct the seminar under

the supervision of the governor-elect

Assistant governors, who help the governor-elect with team-building and goal-setting during the seminar

When planning your PETS, consult www.rotary.org/trainers for information on meeting

logistics, adult learning theory, webinars, and training your trainers, as well as links to

worksheets and planning calendars. When selecting a venue for your PETS, consider one

with wireless Internet access, which will enable you to enhance the sessions with

multimedia presentations.

Participant materials

District governors-elect should send the Club Officers Kitto presidents-elect beforePETS. The Club Presidents Manualis an integral part of PETS, and presidents-elect are

expected to read it in advance and bring it with them to the seminar. You may also ask

participants to bring laptop computers or mobile devices to the seminar.

Presidents-elect Training Seminar Leaders Guid


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Sessions

This guide is intended to be flexible for organizers, trainers, and participants. The

sessions, which should be reviewed in advance to allow time for planning, are written

for trainers to tailor to the needs of their participants. If resources do not allow all

sessions to be offered, you can combine some or choose those that best meet the needs

of your participants. There are three types of sessions:

Role-based sessions focus on skills and specific information pertinent to the role of club

president. All participants should attend them. Topics include:

o Planning for Your Year (workshop or table topics)o Running Meetings (panel or idea exchange)o Leading Rotarians (self-led round tables or idea exchange)o Engaging Your Members (idea exchange or speedmeet)o Running Your Club (panel or idea exchange)

Rotary topic sessions give presidents-elect the opportunity to explore certain topics in

depth, depending on their needs and interests.o Rotary Foundation Grants (panel or workshop)o Fundraising (self-led round tables or panel)o Making an Impact on Your Community (idea exchange or speedmeet)o How to Use Partnerships to Maximize Service (workshop or panel)o New Generations (panel or table topics)o Using Social Media (workshop)o Promoting Your Signature Project (idea exchange)o Telling Your Rotary Story (workshop)o Organizing a Public Image Campaign (panel)o Are We Who We Say We Are? (table topics)

Plenary sessions bring all participants together and often feature dynamic visual

presentations, informational updates, reports from breakout sessions, motivational and

inspirational messages, and discussions of district business. Plenary session guides are

available for the following topics:

o Strong Clubso Humanitarian Serviceo Public Imageo Closing Plenary (district business or wrap-up)

Agenda

Build your agenda using the sessions listed above. Depending on the space and number

of trainers available, you can offer concurrent sessions to give participants options, and

can repeat certain sessions to maximize attendance. If resources are limited, choose the

sessions that are most relevant to your participants.

Although most sessions are designed to last 45 minutes, times can be adjusted to meet

the needs of your trainers and participants. Trainers should be sure to plan the sessions


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carefully, allotting time to each portion. Most sessions offer trainers a choice between

two suggested activities; however, the session can be structured to include time for

both.

Note that the sessions correspond with the priorities and goals of the RI Strategic Plan,

to

o Support and strengthen clubso Focus and increase humanitarian serviceo Enhance public image and awareness

Be sure that each of those priorities is addressed in your PETS sessions. And consider

recasting any sessions that do not fit into your agenda as an assignment or webinar,

either before or after PETS.

SAMPLE AGENDA

Here is an example of an agenda for a day-and-a-half training seminar.

DAY 1

08:00-08:30 Opening Plenary: Strong Clubs

08:35-09:20 Planning for Your Year workshop

09:25-10:10 Running Meetings panel

10:15-11:00 Engaging Your Members speedmeet

11:05-11:50 Running Your Club self-led round tables

11:55-12:55 Lunch Plenary: Humanitarian Service

13:00-13:45 Leading Rotarians idea exchange

13:50-14:35 Rotary Foundation Grants workshop

OR Fundraising self-led round table

14:40-15:25 Making an Impact on Your

Community idea exchange

OR How to Use Partnerships to

Maximize Service panel

15:30-16:00 Closing Plenary: District Business

DAY 2

08:00-08:30 Opening Plenary: Public Image

08:35-09:20 New Generations table

topics

OR Using Social Media workshop

09:25-10:10 Using Social Media workshop OR Promoting Your Signature Project idea exchange

10:15-11:00 Are We Who We Say We Are? table topics

11:05-11:35 Closing Plenary: Wrap-up


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Session Formats

Different session formats are suggested depending on the topic, and some topics offer a

choice of two. The table below describes each format.

Idea exchange Idea exchanges work best with topics that participants haveexperience with. A training leader facilitates discussion,

ensuring that all participants have a turn to speak and that no

one dominates the discussion. The trainer can incorporate an

activity at the end of the session so participants can apply the

ideas discussed. Idea exchanges work best when seating is

arranged in a U shape.

Workshop Workshops work best when the objective is to teach

participants a practical skill by having them practice it, or to

give them new understanding through an interactive activity.Workshops should be led by experts, and require a room

configuration that allows for group collaboration and space for

the facilitator to circulate among participants.

Panel Panels work best when the objective is to convey information

through personal stories, expert-led demonstrations, and/or

visual presentations. The room should be set up with a table in

front for panelists and theater seating for the audience, and

should be able to accommodate needed audiovisualequipment.

Speedmeet Speedmeet sessions allow for a series of timed one-on-one

conversations in which participants share ideas and network.

The room can be configured in a U shape or with a line of

tables and chairs on both sides.


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Multidistrict PETS should allot time for district business, including requirements for

Rotary Foundation District Grants. If your district is interested in conducting a

multidistrict PETS, contact your Club and District Support representative.

Getting Started

After reviewing this guide, determine who your training leaders will be. Find experts to

lead the technical sessions and provide them with the session guides and slides in

advance to allow sufficient time for planning. Be sure to encourage your presidents-

elect to evaluate the sessions they attended (see sample evaluation form). Finally,

have fun!

Comments?

Direct questions or comments about this manual or any of RIs training resources, to:

Leadership Education and Training Division

Rotary International

One Rotary Center

1560 Sherman Avenue

Evanston, IL 60201-3698 USA

Email: [email protected]

Phone: +1-847-866-3000

Fax: +1-847-866-9446


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Relevance: Club presidents are responsible for implementing and continuallyevaluating the clubs goals and motivating members to accomplish them.

Option 1: Workshop

Workshops work best when the objective is to teach participantsa practical skill by having them practice it, or to give them newunderstanding through an interactive activity. Workshops shouldbe led by experts, and require a room configuration that allowsfor group collaboration and space for the facilitator to circulateamong participants.

Learning Objectives

Identify your clubs strengths and weaknesses. Set goals to capitalize on those strengths and address the weaknesses. Create an action plan for each goal.

For the Trainer

Before the session:

Review the resources listed below. Consider involving assistant governors. Review slides 1-4. Decide which ones you will use, make edits or additions, and

think about when you will show each one.

Choose the activity that will work best. You may want to combine the activities ordo them both consecutively.

Make sure you have the necessary materials: flip chart and markers. (For secondactivity, you will need a computer with Internet access, a projector, and a screen.)

During the session:

Review learning objectives with participants at the start. Refer participants to the resources below.

Resources

Chapter 2 of theClub Presidents Manual:Setting Goals and Creating a Strategic Plan

Planning Guide for Effective Rotary Clubs

Rotary Club Central

Session 1: Planning for Your Year

(45 minutes)


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Activities

Choose one of the following activities:1. Ask presidents-elect to think about their clubs strengths and weaknesses. Then

ask them to formulate two goals they would like to accomplish during their yearas president that capitalize on those strengths or address the weaknesses. Record

the goals on a flip chart. Identify common themes among the goals, and groupparticipants based on those themes. For example, if several participants goalsrelate to the weekly meeting, group them together. For 10 minutes, ask membersof each group to discuss how they are going to accomplish this goal, by creatingan action plan (show slide 4: Creating an Action Plan):

a. Actions needed to achieve the goalb. Person responsible for each actionc. Timeline for actionsd. How progress will be measurede. Available resourcesIf time allows, have participants start working on another goal. Each group thenpresents its goal and strategy to the larger group. Encourage the other groups toprovide additional suggestions.

2. Access Rotary Club Central on www.rotary.org and demonstrate logging on andentering club goals. Then have participants practice on their laptops, offeringassistance as needed. After they have entered their goals, have them create anaction plan for each, indicating

a. Actions needed to achieve the goalb. Person responsible for the actionc. Timeline for actiond. How progress will be measurede. Available resources(Show slide 4: Creating an Action Plan for participants to reference during thisactivity.)

Note: Allow time to cover any district or regional issues pertaining to this topic.


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Option 2: Table Topics

Table topics sessions are designed for idea sharing. They are led

by a trainer, with assistants or facilitators at each table who keepthe topic-focused discussion on track. Facilitators ensure that allparticipants have the opportunity to contribute, and that nosingle participant dominates the discussion. They should alsoknow enough about the topic to clarify any questions.Tablesshould be round, to maximize idea sharing.

Learning Objectives

Identify the steps for creating a strategic plan. Collaborate on strategies for creating a new strategic plan or evaluating an

existing one.

For the Trainer

Before the session:

Review the resources listed below. Review slides 5-8. Decide which ones you will use, make edits or additions, and


Ask presidents-elect to bring their strategic plans. Consider having an expert in strategic planning lead this session. Consider involving assistant governors as facilitators. Choose the activity that will work best. Make sure you have the necessary materials: flip chart, markers, and copies of the

Strategic Planning Guide.

During the session:

Review learning objectives with participants at the start. Provide participants with an overview of strategic planning. Refer participants to the resources below.

Resources

Strategic Planning Guide

Chapter 2 of theClub Presidents Manual:Setting Goals and Creating a Strategic Plan

Planning Guide for Effective Rotary Clubs

Rotary Club Central

Activities

Choose one of the following activities:

Session 1: Planning for Your Year

(45 minutes)


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1. Assign a table to each of the following stages of strategic planning: visioning,long-range goals, annual goals, and evaluation. Add other topics if desired, orassign multiple tables to the same stage or topic. Assign a facilitator to each tableand give each a printout of the Strategic Planning Guide. Have each facilitatordiscuss a strategic planning stage and find out participants concerns. After 10

minutes, have participants switch tables to learn about another stage of theprocess.

2. Ask participants to identify four long-term priorities for the clubs in the district(such as membership recruitment, retention, improved communication, publicrelations, etc.). Write the priorities on a flip chart and assign each topic to a table.Ask facilitators to lead a discussion to identify annual goals to support each of thepriorities. Participants can move to the table that represents the topic they wouldparticularly like to discuss. After 10 minutes, they can either move to anothertable to discuss another topic or remain where they are.



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Relevance: Club presidents are responsible for planning weekly club meetings,quarterly club assemblies, and club board meetings, as well as for preparing for visits by

the district governor and assistant governor.

Option 1: Panel

Panels work best when the objective is to convey informationthrough personal stories, expert-led demonstrations, and/or visualpresentations. The room should be set up with a table in front forpanelists and theater seating for the audience, and should be ableto accommodate needed audiovisual equipment.

Learning Objectives

Understand what meetings you will lead as a club president. Identify tips for running effective meetings. Learn how to prepare for your governors visit.

For the Trainer

Before the session:

Review the resources listed below. Review slides 9-11 and make any necessary changes. Have your panelists send

you slides or other visuals for their presentations so you can coordinate them forthe session.

Ask three to five past club presidents to be your panelists, and consult with themon the presentation topics below.

Encourage panelists to include slides or other visuals to accompany theirpresentations.

Allot time at the end of the session for a Q&A. Communicate with panelists regularly to coordinate their presentations, ensuring

that the desired topics will be covered and that the presentations are notredundant.

Make sure you have the necessary materials: computer, projector, screen.During the session:


Resources

Chapter 3 of the Club Presidents Manual: Running Your Club

Rotary club meetings

Session 2: Running Meetings

(45 minutes)


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Presentation Topics

Panelists should cover the following topics:

Purpose of each meeting the club president runs Logistics to consider for each meeting How to ensure that meetings meet member needs Delegating (before, during, and after meetings) Appropriate frequency for each type of meeting Ideas for speakers, and activities or topics for club meetings Running productive and interesting meetings Importance of innovation and flexibility when planning and running meetings What to do for your governors visit


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Option 2: Idea Exchange

Idea exchanges work best with topics that participants have experiencewith. A training leader facilitates discussion, ensuring that all participantshave a turn to speak and that no one dominates the discussion. The trainercan incorporate an activity at the end of the session so participants canapply the ideas discussed. Idea exchanges work best when seating isarranged in a U shape.

Learning Objectives

Understand what meetings you will lead as a club president. Identify tips for running effective meetings. Share ideas for diversifying meetings and for making them interesting and

productive.

Learn how to prepare for your governors visit.For the Trainer

Before the session:

Review the resources listed below. Get input from area district governors on what clubs should do to prepare for

visits by their district governor and assistant governor, or consider asking an area

governor to lead the session. Review slides 12-15. Decide which ones you will use, make edits or additions,

and think about when you will show each one.

Review the activity options below and choose the one that will work best. Make sure you have the necessary materials: flip chart and markers.

During the session:

Review learning objectives with participants at the start. Refer participants to the resources below. Use the discussion questions below to facilitate idea sharing among participants. Finish with one of the activities below to help participants apply the information

learned.

Resources

Chapter 3 of the Club Presidents Manual:Running Your Club

Rotary club meetings

Session 2: Running Meetings

(45 minutes)


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Discussion Questions

How would you rate your weekly club meetings? How could your weekly meetings be improved? For what occasions do you hold club assemblies? What kind of venue does your club use for assemblies? What could make assemblies more effective? How are decisions made at club board meetings? How could you make board meetings more effective? How does the quality of a meeting contribute to the clubs membership? How can you prepare for your governors visit? How can you engage members when your governor visits?

Activities


1. Create a flip chart gallery by posting four flip charts around the room, each withone of the following topics: weekly club meeting, club assembly, club boardmeeting, governors visit. Ask participants to provide ideas for each topic, andwrite them on the corresponding flip chart. Then have participants walk aroundthe room, adding more ideas to the charts and reviewing the others. Finally, askparticipants to share with the group one new idea they will take back to their club.

2. Ask participants for creative ideas for making their club meetings moreinteresting. Write their responses on a flip chart, then have participants place a dotnext to the three ideas they will take back with them. When all have marked theirfavorite ideas, have them return to their seats. Identify the two ideas that received

the most votes and ask the participants who suggested them to discuss them ingreater detail so that their peers will be able to implement them.

3. Have participants discuss the importance of innovation for engaging membersduring club meetings and assemblies. Ask them to offer innovative twists on thedifferent meetings that were discussed. Write their suggestions on a flip chart.Then discuss the importance of flexibility and have participants list examples ofhow exercising flexibility can help them during their year as president.



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Relevance: Club presidents are responsible for clearly communicating with club anddistrict leaders, recognizing club leaders and members with awards, motivating members

to reach goals, and listening to all members to ensure that their needs are met.

Option 1: Self-led Round Tables

Self-led round tables work best when the objective is to offerparticipants more time to network, share best practices, discusstopics theyve chosen, and collaborate on ideas for joint projects.Tables should be round, to facilitate discussion and networking.

Learning Objectives Identify skills needed to serve as effective club leaders. Anticipate potential challenges in leading fellow Rotarians, and develop strategies

for handling them.

For the Trainer

Before the session:

Review the resources listed below. Review slides 16-20. Decide which ones you will use, make edits or additions,


Make sure you have the necessary materials: flip chart and markers.During the session:

Review learning objectives with participants at the start. Refer participants to the resources below. Start by using the discussion questions in Activity 1, and use the last 20 to 25

minutes to conduct the case study exercise described in Activity 2.

Resources

Chapter 4 of the Club Presidents Manual: Leading Rotarians

Be a Vibrant Club: Your Club Leadership Plan

Leadership Development: Your Guide to Starting a Program

Activities


Session 3: Leading Rotarians

(45 minutes)


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1. Discussion questions (20 minutes): Ask participants the following questions toget them thinking about their leadership role. Refer to slides 19-20.

What are important leadership skills for your role? What strategies will you use to keep club members motivated? How will you select and prepare your club leadership team? What committees does your club have? What tasks can be delegated to committees throughout the year? What concerns do you have about working with other club leaders? How will you handle disagreements between club leaders? How do you communicate with district leaders? How do district leaders

communicate with your club? What will you do to ensure continuity in leadership during your year?

2. Case study exercise (25 minutes): Distribute a different case study to each table.After participants discuss theirs, have them share with the larger group and

discuss ways to resolve each situation. Consider using a flip chart to documentideas.

Case study 1: Service project opportunities Your community hasidentified a need for a new day care center. You have many youngermembers who are working full time and cant volunteer. Many of theolder members have time but are not as physically able to do the manuallabor. What do you do?

Case study 2: Dominant past president Your past president has adominant personality and tries to impose her will on your decisions.Although a few of your members agree with her, many do not. How doyou work with your past president and meet all of your members needs?

Case study 3: Overburdened club president You volunteered to bepresident when no one else stepped up. Now that you are a quarter of theway into your year, you are feeling overwhelmed with the work involvedin planning for meetings, developing goals, and motivating your club.What should you do?

Case study 4: Underperforming committee chair Daniel is yourservice projects committee chair and this is his first year in office. Itshalfway through the year and he isnt meeting your expectations. Hedoesnt communicate with committee members and hasnt made progresson any of the committees goals. The committee members are frustrated

and are saying they will step down if action isnt taken. What do you do? Case study 5: Disorganized assistant governor Maria has been an

assistant governor for one year. The previous club president had somedifficulties with her, but you are determined to overcome these challengesand have a great year. Halfway through the year, you realize that your pastclub president was right: Maria is not organized, and you havent beenable to reach her. She also forgot to schedule your governors visit. Whatdo you do?


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Note: Allow time to cover any district or regional issues

pertaining to this topic.


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Learning Objectives

Identify skills needed for effective club leaders. Anticipate potential challenges in leading Rotarians, and develop strategies for

handling them.

For the Trainer

Before the session:

Review the resources listed below. Review the activity options below and choose the one that will work best. Review slides 21-24. Decide which ones you will use, make edits or additions,


Make sure you have the necessary materials: flip chart and markers.During the session:


learned.

Resources

Chapter 4 of the Club Presidents Manual: Leading Rotarians

Be a Vibrant Club: Your Club Leadership Plan

Leadership Development: Your Guide to Starting a Program


Think about a successful Rotarian leader you have worked with. What made himor her successful?

Session 3: Leading Rotarians

(45 minutes)


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How does a leadership position in a volunteer organization differ from one in acorporation?

How will you select and prepare your club leadership team? What committees does your club have? Will you change the structure of your

clubs committees?

What tasks can be delegated to committees throughout the year? What concerns do you have about working with other club leaders? How will you handle disagreements between club leaders? How do you communicate with district leaders? How do district leaders

communicate with your club?

Activities


1. Group activity: Have participants list their challenges with leading volunteers.Summarize these concerns on a flip chart, then divide participants into groups andassign each group one of the challenges listed. The groups task is to come upwith a creative way to overcome the challenge.

2. Pair and share activity: Have participants pair off, and have each pair think of aproblematic scenario, such as finding a replacement for a resigning club treasurer,getting buy-in on an innovative idea that changes a club tradition, or changing theclubs committee structure (see slide 24 for examples). Ask each pair to discussthe situation theyve identified and ways to resolve it, and then report theirsolution to the larger group.



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Relevance: Club presidents are responsible for appointing and meeting with membersof the club membership committee; identifying long-range and annual membership goals;supporting innovative strategies to recruit and keep members; promoting membereducation for prospective, new, and current members; and seeking opportunities tosponsor a club in their area.


Idea exchanges work best with topics that participants have experiencewith. A training leader facilitates discussion, ensuring that all participants

have a turn to speak and that no one dominates the discussion. The trainercan incorporate an activity at the end of the session so participants canapply the ideas discussed. Idea exchanges work best when seating isarranged in a U shape.

Learning Objectives

Identify strategies to recruit and engage members on an ongoing basis. Share ideas for communicating with and engaging potential, new, and current

members.

Note: Consider extending the length of this session to allow time to cover all the topicsand to include the activity.

For the Trainer

Before the session:

Review the resources listed below. Review the activity options below and choose the one that will work best. Review slides 25-28. Decide which ones you will use, make edits or additions, and


Make sure you have the necessary materials: flip charts and markers.During the session:


learned.

Session 4: Engaging Your Members

(45 minutes)


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Resources

Chapter 5 of the Club Presidents Manual:Engaging Your Members

Members section of www.rotary.org

Membership Development Resource Guide

Club Assessment Tools


What does it mean to engage members? What does your club do to engage both new and current members? What strategies does your club use to recruit new members? How do you train new and current members? How do you keep members informed? How do you involve all members in a project, activity, or leadership role? What does your club do to recognize members for their efforts? When was the last time you conducted a membership satisfaction survey? Does your club conduct member exit interviews or surveys? Does your club use survey results to make changes? What changes has your club

made recently?

Is your club diverse? If not, how could it become more diverse? Do you see any opportunities to form a new club? What initiatives or goals has your membership committee formulated?

Activities


1. Ask participants to share their clubs best practices for recruiting prospectivemembers and for engaging new and current members, and record their responseson a flip chart. Participants can share their name and club name so other clubpresidents can follow up with them afterward.

2. Ask participants to raise their hand if their club offers the following types oftraining to their members (and tally the results):

o New member orientationo Leadership development programo Mentoring programo Support from a club trainer

Ask those who respond to describe for the group how their club handles eachactivity.

3. Discuss how your club can use each Avenue of Service to engage members.Note: Allow time to cover any district or regional issues pertaining to this topic.


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Option 2: SpeedmeetSpeedmeet sessions allow for a series of timed one-on-one conversations in which participantsshare ideas and network. The room can be configured in a U shape or with a line of tables and chairs onboth sides.

Learning Objectives

Network and share ideas for engaging potential, new, and current members. Identify strategies to recruit and engage members. Collaborate with peers on membership plans for the year. Understand how engaging members through participation in club activities affects

morale.

For the Trainer

Before the session:

Review the resources listed below. Encourage participants to bring business cards to the session. Choose the speedmeet activity below that will work best. Review slides 29-32. Decide which ones you will use, make edits or additions, and

think about when you will show each one. Make sure you have the necessary materials: timer, whistle, worksheet/handout

with nine-square topics grid.

During the session:

Review learning objectives and logistics of the session with participants. Refer participants to the resources below.

Resources

Chapter 5 of the Club Presidents Manual: Engaging Your Members

Members section of www.rotary.org

Membership Development Resource Guide

Club Assessment Tools

Activities


Session 4: Engaging Your Members

(45 minutes)


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1. Timed speedmeet: Arrange tables and chairs in a line or U shape and haveparticipants sit across from one another to discuss topics provided by the trainer.See slide 31 for suggested topics. After three minutes, participants on one side ofthe table will move one chair to the left or right to face a new partner, while thoseon the other side will remain in their seats.

The training leader keeps time and indicates when to switch partners. The trainercan change the topic at each switch or after three switches (enabling participants todiscuss each topic with several people). Consider using the last 10 minutes forparticipants to share what theyve heard and how they plan to use those ideas. Seeslide 31 for suggested topics.

2. Open networking speedmeet: Set up the room with plenty of open space to allowparticipants to walk around. Give each one a worksheet with a nine-square gridcontaining a topic in each square (see sample below). Have participants discusseach topic with another participant and write in the appropriate square either thequestion they asked or a best practice or idea they heard about.

Interactions are not timed, so participants must manage their own time, aiming tomake many connections to cover many of the grid topics. Consider using the last10 minutes for participants to share the ideas they heard and their experience innetworking.

Tip: To encourage participants to discuss all nine topics, consider offering a prizeor other incentive for those who complete their grid.

Recruitingmembers

Keeping members/satisfaction surveys

Educatingmembers

Engaging members Prospectivemembers

Reasons fortermination/exit

interviews


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Diversity Sponsoringnew clubs

Innovation


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Relevance: Club presidents are responsible for managing club administrativeactivities, including understanding how to use Member Access, overseeing themanagement of club finances, minimizing risk for activities, and ensuring that RotaryMarks are used properly.

Option 1: Panel

Panels work best when the objective is to convey informationthrough personal stories, expert-led demonstrations, and/or visualpresentations. The room should be set up with a table in front forpanelists and theater seating for the audience, and should be able

to accommodate needed audiovisual equipment.

Learning Objectives

Learn how to use Member Access to expedite administrative duties. Understand your basic duties regarding club finances and risk management. Learn the process for amending club bylaws.

For the Trainer

Before the session:

Review the resources listed below. Ask three to five current or recent past club presidents to be your panelists, and

consult with them on the presentation topics below.


Plan time at the end of the session for a Q&A. Communicate with panelists regularly to coordinate their presentations, ensuring

that the desired topics will be covered and the presentations wont be redundant.

Review slides 33-35 and make any necessary changes. Have your panelists sendslides for their presentations so you can coordinate them for the session.

Make sure you have the necessary materials: computer, projector, and screen.During the session:


Resources


Session 5: Running Your Club

(45 minutes)


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Running a club

Club Treasurers Manual

Club and District Support Representative

Member Access and Member Access Quick Reference Guide

RI Visual Identity Guide

Presentation Topics

The following topics should be covered in panelists presentations:

Member Access (what club presidents need to know, how to register, accessingclub information, reports)

Club finances/budgeting (best practices, working with your treasurer, budgeting) Risk management (liability, responsibilities as club president, lessons learned) Amending club bylaws (how to do it, why its important, example of an amended

bylaw)

Rotary Marks (how to use them correctly)


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Learning Objectives

Learn how to use Member Access to expedite administrative duties. Understand the basic duties regarding club finances and budgeting. Identify best practices for performing administrative duties.

For the Trainer

Before the session:

Review the resources listed below. Become familiar with Member Access and its functionalities. Review the activity options below and choose the one that will work best. Review slides 36-39. Decide which ones you will use, make edits or additions,


Make sure you have the necessary materials: flip chart and markers.During the session

Review learning objectives with participants at the start. Refer participants to the resources below. Use the discussion questions below to facilitate idea sharing among participants. Finish the session with one of the activities below to help participants apply the

information learned.

Resources


Running a clubClub Treasurers Manual

Club and District Support Representative

Member Access and Member Access Quick Reference Guide

RI Visual Identity Guide

Session 5: Running Your Club

(45 minutes)


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What is Member Access and how can it help you do your job? What is the presidents role in club finances and budgeting? How will you create a budget that appeals to your members? How do you know when your bylaws need to be updated? What is the process for

updating them? How can you ensure that you minimize risk when planning an event? What are Rotary Marks and what do you need to know about them as a club

president (see slide 39)?

Activities


1. Have participants share their questions about administrative duties and record themon a flip chart. Ask participants to divide up into groups of three or four, assign each

group a question that was mentioned, and have group members come up with asolution. After 10 minutes, ask each group to share its solution and record it on theflip chart.

2. Write each of the following topics on a sheet of flip chart paper, and post themaround the room: Member Access, Finances, Bylaws, Risk Management, RotaryMarks. Ask participants to rate themselves on each topic listed on a scale of 1 to 5,with 1 signifying little knowledge and 5 significant knowledge.

Divide the group in half and ask one-half of participants to stand by the topic theyhave little knowledge about, and the other half to stand by the topic they havesignificant knowledge about. Involve assistant governors, who can fill in as experts as

needed.After five minutes, have the halves switch roles. At the end of the activity, eachparticipant should have both taught something and learned something.



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Relevance: Club presidents are responsible for qualifying their club for global grants,encouraging participation in planning projects and activities that are eligible for districtand global grants, and ensuring proper stewardship of Rotary Foundation grant funds.

Option 1: Panel

Panels work best when the objective is to convey informationthrough personal stories, demonstrations, and/or visualpresentations. The room should be set up with a table in front forpanelists and theater seating for the audience, and should be ableto accommodate needed audiovisual equipment.

Learning Objectives

Increase your knowledge about Rotary Foundation grants. Get motivated to apply for Foundation grants. Understand how clubs can use Foundation grants.

For the Trainer

Before the session:

Review the resources listed below. Ask three to five Rotarians who have had experience with Foundation grants to be

your panelists and consult with them on the presentation topics below. Considerasking your district Rotary Foundation committee chair to be a panelist.



that the desired topics will be covered and the presentations wont be redundant.

Review slides 40-42 and make any necessary changes. Have your panelists sendyou slides for their presentations so you can coordinate them for the session.


Review learning objectives with participants at the beginning of the session. Refer participants to the resources below.

Resources

Future Vision for clubs

Rotary Foundation Grants

(45 minutes)


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Preparing Your Club for Rotary Foundation Grants in 2013

E-learning modules Project and Activity Sustainability and Choosing a Grant

Chapter 6 of the Club Presidents Manual: Participating in The Rotary Foundation

Grant Management Manual

District Rotary Foundation Seminar Manual

Rotarys Areas of Focus

Terms and Conditions of Rotary Foundation District Grants and Global Grants

Fiscal agents (select areas only; contact district governor for information)

Presentation Topics


Overview of new grant structure Areas of focus and sustainability District grant vs. global grant vs. packaged grant District requirements for district grants Application process for district grant vs. global grant vs. packaged grant Overview of club qualification How to design your project to be sustainable Best practices/lessons learned from pilot projects (if applicable) Impact on community


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Option 2: Workshop

Workshops work best when the objective is to teach participantsa practical skill by having them practice it, or to give them newunderstanding through an interactive activity. Workshops shouldbe led by experts, and require a room configuration that allowsfor group collaboration and space for the facilitator to circulateamong participants.

Learning Objectives

Distinguish between district grants and global grants. Identify Rotarys areas of focus and how they relate to Rotary Foundation grants. Demonstrate an understanding of sustainable service projects.

For the Trainer

Before the session:

Review the resources listed below. Consider having your district Rotary Foundation committee chair or other expert

in Foundation grants lead this workshop.

Choose the activity that will work best. You may want to combine the activities ordo them both consecutively.

Review slides 43-55. Decide which ones you will use, make edits or additions,and think about when you will show each one. Be sure to read the slide notes in

the PowerPoint file for the correct answers to the activity scenarios. Make sure you have the necessary materials: computer, projector and screen.

During the session:

Review learning objectives with participants at the start. Give a presentation using slides 44-50, covering:

o Overview of the new grant structureo Differences between global and district grantso Review of areas of focus and concept of sustainabilityo Club qualification

Allow 10 to 15 minutes for a Q&A. Conduct one of the activities below. Refer participants to the resources below.

Rotary Foundation Gran

(45 minute


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Resources

Future Vision for clubs

Preparing Your Club for Rotary Foundation Grants in 2013

E-learning modules Project and Activity Sustainability and Choosing a Grant


Grant Management Manual

District Rotary Foundation Seminar Manual

Rotarys Areas of Focus

Terms and Conditions of Rotary Foundation District and Global Grants

Fiscal agents (select areas only; contact district governor for information)

Activities


1. Review district and global grants and the difference between the two. Go throughslides 51-55 as a group to read examples of projects from around the world andhave participants vote as to whether they think the project received a districtgrant or a global grant. Discuss the rationale for each project example (see slidenotes) and answer participants questions.

2. Have participants divide into small groups and discuss: Ways to educate and motivate their club to participate in Rotary

Foundation grants

What it would take to enable their club to conduct larger projects(members skills, resources, partnerships) Their experiences with the new grant process (for clubs in pilot), or how to

transition their projects and activities to the new model (for other clubs)

Have the groups share with the larger group ideas and questions that come out oftheir discussions.



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Relevance: Club presidents are responsible for asking their members to contribute toThe Rotary Foundation, acknowledging contributions, and leading by example by makinga personal contribution to the Foundation.

Option 1: Self-led Round Tables

Self-led round tables work best when the objective is to offerparticipants more time to network, share best practices, discuss topicstheyve chosen, and collaborate on ideas for joint projects. Tables

should be round, to facilitate discussion and networking.

Learning Objectives

Identify strategies to engage club members in giving to the Foundation. Network with other club presidents and collaborate on fundraising efforts.

For the Trainer

Before the session:

Review the resources listed below. Choose the activity that will work best. Review slides 56-59. Decide which ones you will use, make edits or additions,




Resources

Chapter 7 of the Club Presidents Manual:Participating in The Rotary Foundation

Foundation Funding e-learning module

The Rotary Foundation Fund Development Goal Report Form

Activities


Fundraising

(45 minutes)


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1. Display slide 59 with a list of the following questions to guide discussions:o What fundraisers has your club held and how much money was raised?o What lessons have you learned when holding fundraising events?o What are the benefits of giving to The Rotary Foundation vs. your clubs

foundation?o

What can you do to encourage all club members to give to the AnnualFund or Permanent Fund?o How does your club involve the community in giving to the PolioPlus

Fund or to one of the areas of focus funds?o How do you recognize club members for their financial contributions to

your club?o What are best practices for soliciting contributions?Give participants the opportunity to switch tables every 10 minutes.

2. Have participants brainstorm new ideas for fundraising. Ask them to thinkabout other organizations they contribute to and why they give. Ask them

what new ideas they have for motivating members to give.

3. Share how you tailor your presentation about The Rotary Foundation toappeal to different donors. Assign each table a different type of donor (PaulHarris Fellows, Major Donors, Bequest Society members, etc.), and havethem create a story that would motivate that donor to contribute to theFoundation.



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Option 2: Panel

Panels work best when the objective is to convey informationthrough personal stories, expert-led demonstrations, and/orvisual presentations. The room should be set up with a table inthe front for panelists and theater seating for the audience, andshould be able to accommodate needed audiovisual equipment.

Learning Objectives

Identify strategies for fundraising. Share ideas about holding fundraising events. Understand the impact of giving to The Rotary Foundation.

For the Trainer

Before the session:

Review the resources listed below. Ask three to five Rotarians who have fundraising experience to be your panelists

and consult with them on the presentation topics below.


Plan time at the end of the session for a Q&A.

Communicate with panelists regularly to coordinate their presentations, ensuringthat the desired topics will be covered and the presentations wont be redundant.




Resources


Foundation Funding e-learning module

The Rotary Foundation Fund Development Goal Report Form

Presentation Topics


Fundraisin

(45 minutes


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Benefits of contributing to The Rotary Foundation (Annual Fund, PermanentFund, PolioPlus Fund)

Success story related to fundraising Lessons learned when holding a fundraising event Strategies for motivating club members and members of the community to

contribute Example of how your club was affected by a contribution An explanation, in simple terms, of what $100 can mean for humanitarian support

(for example, number of vaccine doses).

Relevance: Club presidents are responsible for ensuring that their club includes needsassessment, planning and implementation, and evaluation as part of every service projectand activity.



Learning Objectives

Identify new approaches your club could take to involve more Rotarians inservice projects.

Learn about ways to involve the community in planning and conducting a serviceproject.

For the Trainer

Before the session:

Review the resources listed below.

Review the activity options below and choose the one that will work best. Review slides 63-66. Decide which ones you will use, make edits or additions, and


Make sure you have the necessary materials: flip chart, markers.During the session:

Review learning objectives with participants at the start.

Making an Impact on Your Community

(45 minutes)


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Refer participants to the resources below. Use the discussion questions below to facilitate idea sharing among participants. Finish the session with one of the activities below to help participants apply the


Resources

Chapter 8 of theClub Presidents Manual:Supporting Service

Communities in Action: A Guide to Effective Projects

Community Assessment Tools

Rotarys Area of Focus

How to Start a Service Project e-learning module


What is your clubs signature project (one your club is most known for in thecommunity)? Do your club service projects make you proud? Do your service projects attract new or potential members? How does your club benefit the community? About how many people benefited from your clubs projects last year? How could you tweak projects to affect more people? What are innovative ideas you want to try for projects? How can you involve more club members in service projects? What is a needs assessment and why is it important? How did your club assess the needs of the community for its most recent project?

Activities


1. Ask participants to share a local service project their club has undertaken andrecord the projects on a flip chart. Then have participants put a mark beside oneproject they are interested in hearing more about. Have the participant whoseproject drew the most interest answer these questions (see slide 66):

a. How did you know your community would benefit from this project?b. How did your club decide to take on this project?c. Did your club partner with another club or organization?d. How long has your club been working on this project?e. What lessons have you learned that you can apply to other projects?

2. Ask participants to share with the person next to them details about a serviceproject they are proud of. While one person is taking about a project, the othershould either take notes or draw a picture portraying the project. Allow eachperson to share for 5 minutes. After 10 minutes, the members of each pair can


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introduce each others service project, either to the large group or to another pair,using the notes and/or drawings.

3. Ask participants to think about what their club is known for in the community.Then have them think about what they want their club to be known for. (Forexample, your club is known for the pancake breakfast but wants to be known forhumanitarian service.) Have participants share their ideas with the group. Givethem time to work on a plan for their club to become what they envisioned.



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Option 2: Speedmeet

Speedmeet sessionsallow for a series of timed one-on-one conversations in which participants

share ideas and network. The room can be configured in a U shape or with a line of tables and chairs on bothsides.

Learning Objectives

Network and share ideas on projects. Learn about other successful club projects. Build relationships for future collaboration on projects. Find five people to collaborate with on projects during the year.

For the Trainer

Before the session:

Read chapter 8 of the Club Presidents Manual: Supporting Service. Consider the set-up/activity from the options below that will work best. Encourage participants to bring business cards to the session. Choose the speedmeet activity below that will work best. Review slides 67-70. Decide which ones you will use, make edits or additions,


Make sure you have the necessary materials: timer.

During the session:

Review learning objectives and logistics of the session with participants. Refer participants to the resources below.

Resources




Rotarys Areas of Focus Guide


Discussion Topics

Starting a project Conducting a needs assessment

Making an Impact on Your Communit

(45 minutes


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Signature projects Engaging members in projects Partnering with other clubs Evaluating projects Budgeting

Activities


1. Timed speedmeet: Arrange tables and chairs in a line or U shape and haveparticipants sit across from one another to discuss topics (see above and slide 69).Every three minutes, participants on one side of the table will move one chair tothe left or right to face a new partner, while those on the other side will remain intheir seats.

The training leader keeps time and indicates when to switch partners. The trainer

can announce a new topic every 15 minutes or can instruct participants to discussany of the topics above. Consider using the last 10 minutes for participants toshare the ideas theyve heard and how they plan to use those ideas.

2. Open networking speedmeet: Set up the room up with plenty of open space toallow participants to walk around. Give each one a worksheet with a nine-squaregrid containing a topic in each square (see sample below). Have participants thinkof a question about each topic and then walk around the room seeking people toanswer one of their questions.

In this speedmeet, interactions are not timed, so participants must manage theirown time and try to cover as many topics and meet as many people as possible.

Each person records topics covered on his or her own grid. Consider using the last10 minutes for participants to share the ideas theyve heard and their experiencein networking. (Show slide 70.)

Project ideas Needs assessment Resources

Signature projects Volunteers Planning a project

Implementing aproject

Partnering withanother club

Avenues ofService


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Relevance: Club presidents are responsible for ensuring that their club includes needsassessment, planning and implementation, and evaluation as part of every service projectand activity.

Option 1: Workshop

Workshops work best when the objective is to teach participantsa practical skill by having them practice it, or to give them newunderstanding through an interactive activity. Workshops shouldbe led by experts, and require a room configuration that allowsfor group collaboration and space for the facilitator to circulate

among participants.

Learning Objectives

Identify resources to locate potential partners for projects. Identify ways to make your service projects more significant and sustainable. Learn what kinds of projects are more likely to get Rotary Foundation funding. Learn about Rotary resources for project ideas.

For the Trainer

Before the session:

Review the resources listed below. Choose the activity that will work best. You may want to combine the activities or

do them both consecutively.

Review slides 71-74. Decide which ones you will use, make edits or additions, andthink about when you will show each one.

Make sure you have the necessary materials: computer with Internet access,projector, and screen.

During the session:


Refer participants to the resources below.

Resources




How to Use Partnerships to Maximize Service

(45 minutes)


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ProjectLINK

Work with partners

ActivitiesChoose one of the following activities:

1. Rotary clubs can strengthen their service projects by collaborating withindividuals, organizations, and other Rotary clubs or Rotary-sponsored groupslike Rotaract. Divide participants into groups of four. Have each group identify aproject carried out by one of its members clubs, and identify five ways theproject could be enhanced through a partnership.

2. Projects that address an area of focus and are sustainable may qualify for a RotaryFoundation Global Grant. Divide participants into two groups. Have participants

in one group play the role of a Rotary club with a specific project that addressesan area of focus but needs more support to have a greater impact.

Participants in the second group play a potential partner (such as an organizationlike an international relief agency; another Rotary club; or a Rotary-sponsoredgroup such as Rotary Community Corps, a Rotary Action Group, Rotaract, orInteract). Consider writing role descriptions on pieces of paper and distributingthem to participants.

Have the participants from the two groups talk with one another and pair up sothat the partnerships enhance the proposed projects. See slide 74, and give thepartnered pairs time to determine

a. What the project isb. What area of focus it addressesc. How sustainable it isd. How it was enhanced by the partnershipThen ask volunteers to share with the larger group their experience of finding apartner and the evolution of their ideas after talking with their partner.



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Option 2: Panel

Panels work best when the objective is to convey information

through personal stories, expert-led demonstrations, and/or visualpresentations. The room should be set up with a table in front forpanelists and theater seating for the audience, and should be ableto accommodate needed audiovisual equipment.

Learning Objectives

Identify potential partners and resources for projects. Identify ways to make your service projects more significant and sustainable. Identify best practices for forming partnerships with organizations and other

clubs.

For the Trainer

Before the session:

Review the resources listed below. Ask three to five Rotarians who have conducted large-scale service projects with

the help of partners to be your panelists, and consult with them on thepresentation topics below. (Panelists could also include experts on sustainabilityor representatives from other groups or organizations involved in Rotaryprojects.)



that the desired topics will be covered and that the presentations wont beredundant.




Resources




How to Use Partnerships to Maximize Service

(45 minutes)


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ProjectLINK

Work with partners

Presentation TopicsThe following topics should be covered in panelists presentations:

Recognizing opportunities for partnerships The club or organization with which their club partnered Working with partners during the planning and implementation process Steps that were crucial to making partnerships successful Experiences and lessons learned Making a project more significant and sustainable The difference that partnering can make in project outcomes Tips for designing a project so it is more likely to get a grant



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Relevance: Club presidents should promote participation in New Generationsprograms and other activities that engage new generations.

Option 1: Panel

Panels work best when the objective is to convey informationthrough expert-led personal stories, demonstrations, and/or visualpresentations.The room should be set up with a table in front andtheater seating for the audience, and should be able toaccommodate needed audiovisual equipment.

Learning Objectives Identify the programs available to involve New Generations. Determine ways to get your club more involved in working with young people.

For the Trainer

Before the session:

Review the resources listed below. Ask three to five participants in a New Generations program to be your panelists,

and consult with them on the presentation topics below. (Panelists could alsoinclude former program participants, or Rotarians who have started these

programs.) Plan time at the end of the session for a Q&A. Communicate with panelists regularly to coordinate their presentations, ensuring





Resources

An Introduction to New Generation Service

Rotary Youth Leadership Awards Handbook

Rotaract Handbook

New Generations

(45 minutes)


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Interact Handbook

Youth Exchange Handbook


Presentation TopicsThe following topics should be covered in panelists presentations:

Experiences as a sponsor of or participant in these programs Overview of Rotarian and club roles and responsibilities Ideas for enhancing and promoting Rotarys appeal to younger generations Tactics for developing and sustaining relationships with program participants

during and after their experience, to foster an ongoing connection with Rotary

Lessons learned/best practices working with the local Rotary club Differences between programs finding one that works for your club


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Option 2: Table Topics

Table topics sessions are designed for idea sharing. They are ledby a trainer with assistants or facilitators at each table who keepthe topic-focused discussion on track. Facilitators ensure that allparticipants have the opportunity to contribute, and that no singleparticipant dominates the discussion. They should also knowenough about the topic to clarify any questions.Tables should beround, to maximize idea sharing.

Learning Objectives

Learn about New Generations programs (Interact, Rotaract, Rotary YouthExchange, Rotary Youth Leadership Awards) and how they can benefit your club.

Determine how to get your club more involved in New Generations programs. Determine how to promote Rotary in ways that appeal to young people.

For the Trainer

Before the session:

Review the resources listed below. Find experts in each of the New Generations programs to facilitate discussion. Review slides 81-84. Decide which ones you will use, make edits or additions,


Make sure you have the necessary materials.During the session:


Resources

An Introduction to New Generations Service

Rotary Youth Leadership Awards Handbook

Rotaract Handbook

Interact Handbook

Youth Exchange Handbook

Chapter 8 inClub Presidents Manual:Supporting Service

New Generations

(45 minutes


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Activity

Assign a table to each of the following programs: Interact, Rotaract, Youth Exchange,Rotary Youth Leadership Awards (RYLA); have participants choose a table based ontheir interests. Designate a fifth table for New Generations programs, for participantswho want an overview of all of them. Have an expert facilitator lead the discussion at

each table, using the questions below as a guide.a) What experience do you have with the program?b) Does your club have the necessary commitment, resources, and support

available to participate effectively?c) What role do district Interact, Rotaract, RYLA, and Youth Exchange

committees play in these programs?d) How will your club promote opportunities for young people?e) How does your club determine who is eligible to participate?f) What are best practices or lessons learned from your clubs experiences?g) How does your club track program alumni, and how do you keep them

involved or connected with Rotary, especially when they relocate?

The facilitator for the New Generations table can discuss the differences betweenthe programs and answer participants questions.

Participants can either stay at one table or move to another one after 10 minutes.



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Review learning objectives with participants at the start. Provide an overview of the different types of social media and discuss how they

have become the dominant communication method among younger generations.

Activities


(Internet required)

1. Demonstrate how to use social media to promote a club and its service andfundraising efforts. Begin by discussing the efficiency of social media in gettingthe word out and then demonstrate different functionalities with different socialmedia sites (see below). Consider conducting a quick assessment of participantsknowledge and experience with social media and tailor your presentationaccordingly.

For novices, consider covering these basics, and be sure there is time for practice.

o Facebook: Demonstrate how to Register and set up an account Update their status Upload photos Create a group page for their club and invite people to like the

page Create an event and invite people to attend

o LinkedIn: Demonstrate how to Register and set up an account Update biographic information Join the Rotary International group Create a group for their club Post a discussion

o Twitter: Demonstrate how to Register and set up an account Tweet out Follow others tweets

For participants experienced with social media, consider demonstrating how to

use sites to promote club service efforts by integrating them into a club website.o Facebook: Demonstrate how to

Add Facebook to their club website Add an RSS feed of their website to their club Facebook page Measure the success of their club Facebook page with Insights Create Facebook ads


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o General: Demonstrate a social media dashboard like Tweetcaster,Hootsuite or TweetDeck to show the full capabilities and ease of socialnetworking, including how to Register and log in Control all their social networks in one place

Schedule posts/updates so the same post will update all of theirclubs social network sites Link their clubs Twitter account with their club LinkedIn group

2. Ask participants to share their experiences with social media, and provide anopportunity for them to show their social media efforts to the group. Leave timefor questions.

(No Internet required)

3. Post flip charts around the room and label them with the different types of socialmedia. Ask participants to list all the ways each can be used to help promoteRotary to younger generations. Ask participants to take the top three ideas theyve

heard and use them during their year as president.



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Relevance: Club presidents are responsible for serving as club spokesperson, selectingqualified members to lead club promotional efforts, and providing regular updates to theircommunity on their club efforts, especially through the use of social media.

Idea Exchange

Idea exchanges work best with topics that participants have experiencewith. A training leader facilitates discussion, ensuring that all participantshave a turn to speak and that no one dominates the discussion. The trainercan incorporate an activity at the end of the session so participants canapply the ideas discussed. Idea exchanges work best when seating is

arranged in a U shape.

Learning Objectives

Learn how to develop a public relations plan for a signature project. Learn how to plan projects so they are newsworthy.

For the Trainer

Before the session:

Review the resources listed below. Consider having a public relations expert, such as your Rotary public image

coordinator, lead this session. Gather real examples of project PR plans to share with participants. Choose the activity that will work best. Review slides 89-93. Decide which ones you will use, make edits or additions,


Make sure you have the necessary materials: flip charts and markers.During the session:


Use the discussion questions below to facilitate idea sharing. Finish the session with one of the activities below to help participants apply the


Resources

Effective Public Relations:A Guide for Rotary Clubs

Chapter 6 in the Club Presidents Manual: Promoting Rotary and Your Club

Promoting Your Signature Project

(45 minutes)


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Rotary public image coordinator


What elements of a service project make it newsworthy, and why is thisimportant? (Trainer can write participants responses on a flip chart.)

Which of these elements does your signature project have? What innovative methods can you use to promote your project to your club and to

the public?

What image does your signature project create about your club? Does your signature activity project the image of your club, and of Rotary, that

you want to convey to the public?

Activities


1. Ask participants to share their clubs signature project and record the responses on aflip chart. Divide participants into groups of four to six and assign a signatureproject to each group. Ask each group to develop a public relations plan for theassigned project. Show slide 92 to help with creating the plan.

Have participants discuss the following:a) Whom does your signature project benefit?b) How will you get the community involved?c) To what type of media will you deliver information about the project? Why did

you choose this type?d) How could this project attract prospective members?e) How will you recognize those involved in your project?Have each group share their public relations plan. Use the last part of the session toshare examples of actual project PR plans.

2. Case study: (Show slide 93.) For the last 10 years, your club has been known in thecommunity for its local Rotary football tournament. However, your club has alsodone significant humanitarian work. What initiatives can the club take to promotethe more significant projects that it, and Rotary, are involved in?



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Relevance: Club presidents are responsible for serving as club spokesperson and forproviding regular updates to their community on club efforts, especially through the useof social media.

Workshop

Workshops work best when the objective is to teach participantsa practical skill by having them practice it, or to give them newunderstanding through an interactive activity. Workshops shouldbe led by experts, and require a room configuration that allowsfor group collaboration and space for the facilitator to circulate

among participants.

Learning Objectives

Improve public speaking skills by practicing with peers. Identify tips for effective public speaking. Learn ways to explain to a nonmember what Rotary is and the humanitarian work

Rotary does.

For the Trainer

Before the session:

Review the resources listed below. Consider having a public speaking expert lead this session. Choose the activity that will work best. You may want to combine the activities or

do them both consecutively.

Review slides 94-97. Decide which ones you will use, make edits or additions,and think about when you will show each one.



Refer participants to the resources below.

Resources

Chapter 6 of the Club Presidents Manual:Promoting Your Club and Rotary

Appendix 12 of the Club Presidents Manual: Key Rotary Messages

Telling Your Rotary Story

(45 minutes)


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Activities


1. Participants have been asked to be interviewed by a local television station topromote their clubs upcoming service project. The station has allotted only three

minutes for the segment. Ask participants to take 10 minutes to plan what theywill say to convey the most important details of their project in that limited timeframe. Then divide them into groups of four and have them take turns presentingtheir speech, seeking honest and constructive feedback from other members oftheir group. If time allows, have the groups share with the larger group the tipstheyve learned.

2. Pair participants with the person sitting next to them. Ask each pair to discuss thefollowing:

o What is Rotary?o Who are Rotary club members?o

What does Rotary do?Each participant has five minutes to answer the questions. After 10 minutes, askparticipants to share their responses with the group.

3. Consider inviting a local public speaking expert as guest speaker to demonstrategood public speaking skills. Then divide participants into groups and have thembrainstorm public speaking tips and common public speaking mistakes. Havethem report back to the larger group and record their responses on a flip chart.Consider having the expert offer final remarks.



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Panel

Panels work best when the objective is to convey newinformation through personal stories, expert-led demonstrations,and/or visual presentations. The room should be set up with atable in front for panelists and theater seating for the audience,and should be able to accommodate any needed audiovisual

equipment.

Learning Objectives

Identify the steps to organizing a public image campaign. Identify ways to promote your club and its activities and projects.

For the Trainer

Before the session:

Review the resources listed below. Ask public relations professionals or Rotarians who have led successful

campaigns to be your panelists and consult with them on the presentation topicsbelow.






Resources

Rotarys Media Center

Chapter 6 of the Club Presidents Manual:Promoting Your Club and Rotary

Organizing a Public Image Campaign

(45 minutes)


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Presentation Topics

The following should be covered in panelists presentations:

Steps to organizing a campaign Resources needed to create an effective campaign Personal examples of a successful campaign Lessons learned in planning a campaign Working with the media Evaluating community impact


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Table Topics

Table topics sessions are designed for idea sharing. They are led by atrainer, with assistants or facilitators at each table who keep thetopic-focused discussion on track. Facilitators should ensure that allparticipants have the opportunity to contribute, and that no singleparticipant dominates the discussion. They should also know enough

about the topic to clarify any questions.Tables should be round, tomaximize idea sharing.

Learning Objectives

Identify how Rotary clubs can promote the core values: service, fellowship,diversity, integrity, and leadership.

Share ways that clubs represent the core values. Collaborate on innovative ways that clubs can better represent Rotarys core

values.

For the TrainerBefore the session:

Review the resources listed below. Choose the activity that will work best. Review slides 101-105. Decide which ones you will use, make edits or additions,




Provide an overview of Rotary Internationals core values and the RI StrategicPlan.

Refer participants to the resources below.Resources

Core Valu

rotary's pets leader's guide - lg

Documents