Rotaract in
Great Britain & Ireland
Club Vice
President’s Training
Pack
July 2006
Rotaract Club Vice President’s Training Pack
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Rotaract Club Vice President’s Training Pack
Table of Contents
1.
2.
3.
Introduction ................................................................................................................... 2
The role of the Vice President ...................................................................................... 2
Supporting the President .............................................................................................. 2
3.1. Taking Meetings in the President’s Absence ....................................................... 2
3.2. Helping with other Committee Posts .................................................................... 2
3.3. Attend Meetings ................................................................................................... 2
4. Organising the Charter Night ........................................................................................ 3
4.1. Setting the Charter Night Budget ......................................................................... 3
4.2. Calculating the Ticket Costs ................................................................................ 3
4.3. Other items to organise for the event ................................................................... 3
4.4. Publicity ............................................................................................................... 3
4.5. Some important Tips ................................................................................................. 3
1. Introduction
This guide has been produced by Rotaract in Great Britain & Ireland (RGBI) to provide advice on being a
Rotaract Club Vice President. The experiences of several Past Club Vice Presidents have been drawn upon
to produce this pack.
This pack is not a definitive guide to being a Club Vice President and you should always work closely with
your Club President to ensure that the themes of the Club are continued.
2. The role of the Vice President
The Vice President’s main role is to support the President and deputise for them by running meetings in the
President’s absence. In some clubs the Vice President is also responsible for organising the Club’s Charter
Night. The Charter Night marks the anniversary of the foundation of a Rotaract Club.
Remember, if you are thinking of continuing to the role of President, this is your year to practice what is
involved. Work closely with the President, learn the ropes and continue the themes and objectives of the
current President to ensure continuity and a successful year.
3. Supporting the President
3.1. Taking Meetings in the President’s Absence
On occasions the President may be absent from a Club meeting. The Vice President should obtain an
up to date report from the President including details of upcoming events. The Vice President should
chair the meeting ensuring that any on going projects are addressed and should take a pro-active
approach. Following the meeting the Vice President should brief the President on any matters arising.
3.2. Helping with other Committee Posts
The Vice President may assist other Committee members to fulfil the various committee posts especially
in a small Rotaract Club where the responsibilities are divided amongst a small number of people.
The Vice President may need to mediate between Club members and the President in the event of a
difference of opinion to enable a compromise to be reached. If this isn’t possible liaise with your Rotary
representatives or District Chairman who will endeavour to bring the problem to a satisfactory
conclusion.
3.3. Attend Meetings
The Vice President will deputise for the President at Rotary meetings and District meetings as necessary
to ensure the Club is adequately represented.
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4. Organising the Charter Night
Charter Nights come in many different shapes and sizes including formal black tie events or a meal out for
Club members. The format of your Charter Night should be discussed and decided upon by the Club
members during a meeting.
The Charter Night is the Presidents night off so ask everyone else to help organise it! Choose a venue, date
and calculate the cost. Ensure the date is booked in the District Diary as soon as possible to avoid clashes!
4.1. Setting the Charter Night Budget
There are several things to think about when setting the budget for your Charter Night, including:
Cost of venue - The appendix contains a check list of questions to ask a venue
Cost of meal per person, read the small print for VAT and service charge.
Entertainment – disco, band, magician at the tables
Table & room decorations
VIP guests who do not pay to attend, e.g. Sponsoring Rotary Club President
Guest list – who will not be paying to attend
Stationery – name cards, tickets, place cards, menus etc
Wine for top table and Flowers for guests
The budget should be set by the Vice President, Treasurer and other Committee members. Work out
your break even point and be realistic about numbers who will attend.
4.2. Calculating the Ticket Costs
To calculate the cost per ticket add the total expenses for hire of the venue, entertainment, flowers,
decorations etc and divide this figure by the expected number of guests. To set the ticket price add the
cost of the meal per person to the expenses incurred per person. For example, if the total expenses for
entertainment, flowers etc are £400 and 100 people are expected to attend, the expenses charge per
person is £4. Add the cost of the meal e.g. £22 = £26 ticket price. You may need to increase this
slightly or round it up to cover unexpected costs of less people attending.
If the ticket price looks expensive, there are two options either trim some of the expenses e.g. less
decorations, or organise a raffle to help cover costs.
4.3. Other items to organise for the event
Set the Club and yourself a timetable of when, who and how to organise all areas of the evening.
As soon as you take over as VP start organising things. Book the event early then youcan leave it
without worrying until nearer the time. Do remember if your Charter Night is early in the Rotaract year
you should be organising the next year’s as well. Think ahead so the following year the VP isn’t
panicking to organise everything in time.
Find the right entertainment for your evening, if your club and district prefers to go to disco’s, then go
with a disco as it will be easier to sell tickets! Don’t be afraid to ask to see your entertainment in action,
this way you’ll know exactly what you’re buying!
If you’re running a raffle you need to start organising prizes early on. Write to local businesses asking
for their support; ask members and Rotarians to help too. You could even ask people who come to your
Charter Night to bring a prize with them! Mind you don’t forget to buy the raffle tickets too!
4.4. Publicity
Send flyers out to all Clubs in the District, your District Chairman and local Rotary Clubs.
Get the date on your Club website and District website if there is one and add the event to the RGBI
website (www.rotaract.org.uk)
Do Club visits, not only to the clubs in your district, but also the ones closest to you as they be
outside of your district! And remember to follow up club visits with a phone call
Send emails out to all Clubs with all the details
Remember to get people to invite Rotarians, friends and family
4.5. Some important Tips
Always check numbers allowed in the venue first
Check with the venue for approved seating plans complying with fire & safety regulations
Check for any special requirements of the venue e.g. sound levels
If running your own bar allow enough time for the application of a Temporary Event Notice (see the
TENS guide on the RGBI website www.rotaract.org.uk)
Don’t include your raffle in charter night costs, it funds itself
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30th Charter Night - Requirements
Event Details:
 High Wycombe Rotaracts 30th Charter Celebration
 Gala Dinner (sit-down meal) with entertainment
 Date:
 Numbers: approx 150 people
 Contact:
Questions:
1. Venue options – marquee or inside?
a. Cost differences
b. Capacity
c. Dimensions e.g. need to clear tables to reveal dance floor
d. In-room bar (get copy of bar prices)
2. Room & table decorations
a. They provide or us
b. Any limitations e.g. no party poppers or helium
3. Can they supply a disco/band – or a contact?
4. Menu options – can we mix & match? (get sample menus)
5. Staging for entertainment – can they provide?
6. AV Kit for announcements – can they provide or use entertainers kit?
7. Late license? What time can we continue until?
8. Free drinks reception?
9. How much is the deposit?
10.
When is latest to confirm numbers?
11.
Parking available?
12.
Disabled facilities?
Requirement
Gala Dinner Room
Price per head/unit
Gala Dinner Meal
Entertainment
Decorations
Drinks Reception
Rotaract Club Vice President’s Training Pack
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