Northwest Summit Rotary Club Program Policy

(Adopted 07/12/04)

A. Purpose

1. The purpose of the Northwest Summit Rotary Club Program Policy is to provide guidelines and instructions to the Club, as well as to prospective speakers so as to maintain formality and uniformity in program content, presentation, and effectiveness.

2. The objective of Club meeting programs is to inform, educate, motivate, and entertain in a manner that is professional, organized, respectful, and consistent with the 4-Way Test.

3. The President or the Program Chair may authorize any exceptions to the Program Policy prior to confirming the program content and the Speaker.

4. The Program Policy is intended only to apply to the normal, regularly scheduled Club meetings, and does not apply to special events such as informal gatherings, outings, Annual Gala, and other social programs.

B. Program Hosts

1. All active members of the Club will be responsible for developing, arranging, and scheduling program content and speakers; and act as the Program Host during the designated Club meeting.

2. A list of Program Hosts, along with respective meeting dates, will be maintained by the Program Chair, and will be posted on the Club Website at www.nwsummitrotary.org. In addition, the Program Chair will remind the Program Host of his/her responsibility for the designated meeting program approximately two months prior to the scheduled meeting date.

3. Whenever special events or unexpected emergencies preclude the planned schedule, the President or the Program Chair will notify the Program Host that the scheduled program must be cancelled.

4. In the event that the scheduled program must be revised because of a Speaker cancellation or other cause, the Program Host should notify the President or the Program Chair immediately, and seek to locate a substitute speaker.

5. In the event of a cancellation, the President or the Program Chair may take whatever action necessary to prepare a last-minute program at his/her discretion.

6. Program Hosts may exchange with another Club member scheduled meeting dates, with the approval of the President or the Program Chair.

C. Program Speakers and Content

1. In order to make the meeting programs enjoyable and inviting, every effort should be made to vary the type and nature of the program. A balance should be sought in program material to include a variety of topics; for example, government, education, business, finance, benevolent affairs, human services, cultural, sports, family, motivational, recreational, medical, humor, technology, and developmental.

2. Political and campaign speeches are prohibited. Promoting of local election issues should be kept to a minimum, and may only be granted with the approval of the President. With approval of the Board, the President may endorse a ballot issue.

3. Promotion of Rotary projects by another Club is permissible, but any attempt to urge or compel the Club or individual members to become involved will be prohibited. The Board, or the President, may approve solicitation for certain projects such as Polio Plus.

4. Speakers should be of high character, be community and government leaders, be recommended or approved by other organizations or clubs, have creditable business credentials, or referred by a Club Rotarian.

5. Programs may include Classification talks by Club members, either active or honorary.

D. Program Format

1. The Program Host, or designated representative, will ensure that the Speaker arrives at the meeting location in proper time, will welcome the Speaker and accompanying guests, and will introduce the Speaker and associated guests to fellow Club members as appropriate.

2. Following normal business proceedings, the President or the Program Chair will call on the Program Host who will make a brief introduction to the program, and, following an appropriate recognition and biographical sketch, will introduce the Speaker.

3. The main program should last no longer than 20 minutes, and a 5-minute question and answer period will follow.

4. If the President rises, the Speaker should take only one more question, or conclude briefly.

5. The Speaker should be aware of the audience make-up, and should employ a manner of speech accordingly.

6. The Speaker may speak extemporaneously at his/her table, or may speak from a podium with a prepared text; however, the Program Host should be informed as to which format will be used. The use of handouts is recommended, if possible.

E. Equipment Requirements

1. The use of special equipment, such as a podium, audio/visual equipment, extra tables, etc. is advisable; however, proper notification must be made to the Program Chair at least one week in advance of the meeting date.

2. Whenever the program is primarily dependent on visual aides, an effort will be made to relocate the meeting to a room that can be darkened so that the full effect of the presentation will be enjoyed.

3. Whenever the program includes audio/visual aides, such as Power Point presentations, the Speaker should be instructed to arrive no later than 15 minutes before the scheduled meeting time. In addition to setting up the equipment, the Speaker should test everything out so that no time is wasted during the program presentation.

F. General Information

1. The Program Host should make arrangements for his/her Speaker as early as possible. Three months is appropriate, and often is appreciated by the Speaker for planning reasons.

2. Program marketing and advertising is becoming common, and the Speaker should be made aware of this. The meeting program will be posted on the Club Website.

3. In general, the Speaker should be available after the regular meeting to take individual questions and inquiries by Club members.

4. The Speaker will receive no compensation for his/her services; furthermore, no obligation of any kind will be made by the Club to endorse or support the Speaker.

5. Photography and taping may be used at the discretion of the Club.

6. A program rating system may be adopted for Club members to express their opinions.

7. The Program Chair will act as coordinator for all requests, schedule changes, and communication with the meeting facility.

8. As much as possible, the Program Host should seek to understand clearly the nature of the program, and should obtain a program title for advertising purposes.

9. Normally, at the close of the meeting, the President will thank the Speaker and add any closing comments about the program or future activities relating to the program. At the discretion of the President, a token of appreciation may be presented to the Speaker.