Club Service

Tutorial
 Rotaract Club Service Tutorial

Table of Contents
1. Introduction ……………………………………………………………………… 2
2. The role of the Club Service..………………………………………………….. 2
3. Club Service (Member’s Spirit)………………………………………………… 2
4. Membership & Recruitment…………………………………………………….. 3
5. Helpful Hints………………………………………………………………………. 4

1. Introduction

This guide has been produced by Rtr. Nael El Menshawy, After Reading, Editing, Adding, Simplifying
and Collecting a lot of data from RI and different Resources to provide advice on being a Rotaract
Club Service.

This pack is not a definitive guide to being a Club Service and you should always work closely with
your predecessor.

2. The role of the club service

This committee shall be responsible for :-
a. Attendance
b. Membership
c. Fellowship
d. Develops strategies for recruiting new members and keeping current
members active
e. Publicizes the club’s activities to members and the general public
f. Plans activities for networking and socializing
g. Maintains a historical record, including pictures and descriptions of club
activities

The main duty of the Club service director is the club spirit, We are not just a club, We
are more than family. Being A Family is not an easy thing. Family is Love, Trust, Safety,
Responsibility and Faith in one another, Faith that together we can achieve anything,
Through this spirit we must make the impossible possible, Even the word it self says I’m
possible.
Club service committee is one of the important committees in our club structure. It
consists of two responsibilities:-
1) The Club Service, Spirit & Family Members
2) The Family Membership
3. The Club Service, Spirit & Family Members
Club Service Director shall have all club members membership application info
which consists of all basic information about any member.
We can achieve our family spirit through implementing and applying club service
correctly through:
a. Birthday Parties & Posts : As a family we must not forget our family
member’s birthday, At least wishing a happy birthday & writing a special,
unique post on our social media is least what we can do. Celebrating
together a birthday of our member is a great thing to be done.

b. Club Outings & Trips : Making Family Outings to new, special, unique
places is very important thing to revive and keep our family bond.
Family Trips is one of the beautiful things to be done, Learning together
and visiting new places is such an adventure with people we love, Which
helps to know each others more & more.

c. Special Events : Special activates can be done all year long such as
pajama party, Ladies night, Family Night Dinner, Picnic Party, Beach Day
Even Going To Conferences power up our family bond & make us closer.
Also at special days such as Christmas, new year and more we can make
special activities such as secret Santa, Sending secret gifts to our family
members doorstep with a happy postcard & more creative ideas can be
done.

d. Ways of Conducting Meeting Activities : We are not coming to have

serious talk all the time, we are coming before everything to have fun.
Making meetings fun is one of the important things to attract members,
There is a lot of ideas can be done such as ice breaking, team building
games, Project Brain Storming Competitions, our society challenges such
as mannequin challenge & more. Being Creative in meetings & putting
creativity in meetings : Games, Presentations, Trivia & more can be done.

e. Meeting Problems : The Club Service Director is responsible to analyze

meeting protocols problems we face regularly during club meeting such as
members coming late not on time, Side Talks, etc…

We have faced some problems related to meeting such as for example

late attendance, Some people doesn’t come on time so we have analyzed
this problem & searched for solutions how we can fix such problems with a
funny way. So we started a trend we called it “Think Smart, Act Smart”.
For example to make people come on time unless they have a reasonable
reason, We have decided the last group or person who comes late make
them sing a song we choose, While recording it at the meeting, Then we
 post it on our social media by tagging this person. Side Talks problems we
have reached that by changing the way of seating such as for example,
Seating in a circular way, Side Talks will be decreased by about 60% .

f. Relationship Between Family Members : The Club Service Director is

responsible upon any problem or Conflict between members & he/she is
responsible to act fast to solve it Wisely, By informing the president and
board of directors to help.

4. The Family Membership

It is the part that is responsible for recruiting new members upon the club
membership criteria and conducting the best interviews & recruitment campaigns &
most important tracking new guests progress and making sure that they are on the
right track of membership cycle.
The Club Service Director is also responsible for Family Membership, By tracking
members attendance, Putting recruitment campaigns strategies.
a. Tracking Members : The Club Service Director have to track
members attendance for every meeting, event, outings & projects.
Should also track their behavior & study their character to know and
advise the president & board of directors where this member is suitable
for, To reach the best efficiency.

b. Our Membership Criteria : The Club Service Director Puts the club
membership criteria with the advice and approval of the president &
board of directors. And remember that we seek for quality not for
quantity.

c. Membership Cycle : There should be a plan for every new guest what
will he/she will do to become on of our family members, & how we test
him/her from day one for ex: we test his attendance, behavior, study
his/her character, rotating him/her upon most of committees to test
where he/she is suitable most. Making for him A Starter Kit To Learn
What Is Rotaract & How To Be A Good Effective Member.

d. Interviews : Conducting interviews upon our membership criteria, We

should prepare interview questions, Through these questions we can
test the interviewer through different aspects such as his English,
creativity, General Knowledge

e. Roaster Analysis : Balance in Gender, Age range, Professions

a. Ask your club’s floor to bring their friends through projects, Club
Service events.
b. Shall be balance between students and graduates too.
c. Inform your Rotary about Members turning 30
 f. Rotaract Awareness and Guests training: Members should be
aware with Rotaract program, awareness sessions, Trivia &
presentations is essential, We can attract them more by teaching them
how could a member benefit from Rotaract program.

g. Club’s Kit : T-shirt, Car logo, Club’s notebook/bracelet & Our Club
Pin. All of these and more is important things which attract members
more. We can create more creative attractive things such as Club
Membership ID.

h. Certificates & Awards : We should always honor our hard workers

Family Members. Appreciating them on their hard work is very
important print in their souls.

5. Helpful Hints

1) How to keep your club energetic

a) Check the members’ attendance; try to improve it by more club service events.
b) Expand your plans along the year
c) Increasing “Leaders” in Your Floor. *Rotation In Role
d) Participate in District events, interact with more clubs
*Rotation in Roles

2) Engaging your members

a) Club organizing & Sense of Belonging
Roaster Updated
A Group of communication (Preferably mail & social media)
Membership Kit (t-shirt, car logo, club’s notebook/bracelet)
Quarterly pin, award

b) Fellowship adds-on
Small coffee breaks after meetings or events

c) Events & Celebrations

Birthdays & events
Monthly Club service Event
Potentially Joint Events

d) Mentors Concept
Rotation in roles between members
Rotate each member along committees (Do not use the Same members
for the same posts/jobs, Rotate roles)
*Build Sense of “Community” with Members

3) Creative Plans
a) Creativity in Meetings: Games/ Presentations
 b) Host parties with the community
c) On a large scale: Trips, small conferences
d) Themed parties
e) Joined awareness sessions

4) Recruiting
a) How to recruit in 30 seconds (Elevator pitch concept)

Wear your Pin often (hats, T-shirts, sticker ect.)

Get always involved with your interact (Joint Meetings, Events)
Retain your existing ones by always retrieving old spirit, meetings and
projects with old members
Recruit from club activities and events (Trips, Conf. RYLA)
Through your “PR”: social media, Newsletters
Word of mouth
“What is Rotaract” networking Cards with Club info

b) On Recruiting, plant the S.E.E.D.S. of Membership

Specify
Educate
Execute
Debrief
Save
5) Retention
a) The reasons behind the retention of your members/guests might be
b) Lack of Interest in events or Lack of events
c) Lack of involvement and by result lack of belonging and commitment
d) Repetitive meetings, Events
e) Lack of Inter-connection between the club members/guests
f) Unsolved Interpersonal conflicts between club members
g) Relocation for studies or work

Membership Development

1. Balance in Gender, Age range, Professions

Ask your club’s floor to bring their friends through projects, Club Service events.

2. Encouraging interaction between old/new members and guests

a. Clubs’ best blackmail Quarterly: D (Funny pictures/ situations in Club’s events)
b. Bring your friend, sibling, pet..
c. Joint meetings with other clubs (interesting titles like vocations?)
d. Best Guest/ member of the quarter: Having a half-meeting about his best
series

3. Old is Gold: Always retain Old members, re-do old projects & re-Use old experiences:
 a. Presenting Old projects, to be revived.
b. Talks about old conferences, Interota
c. Helping in a new Project’s workshop
d. Celebrating their Work success, Marriage,
e. PD sessions (How to fundraise a new suggested project)

4. Members/Guests Training
a. Handbook and bylaws sessions for the club floor
b. Informative session to guests:
a. about Rotary/Rotaract in general
b. And about Club’s membership criteria

* Don’t pin any new members unless they are smoothly fitting into your community.
Guests Rotation: Suggest the guests “who don’t fit” to another adequate club.

* Regular checking up on members will help you avoid any inter-members problems, or
early solving. The whole board should be everybody’s friend.

*Reporting Manner: Monthly

Team Work Plan

- Make a plan for an event combining the 5 committees

Or at least 5 events jointly with each committee

- Suggestion for a part in RAC day
11 Seating Arrangements used for events

1. Theatre
Positives:
- Maximum seated capacity is achieved for the function room.

Negatives:
- There is no provision for note taking or consumption of plated food and beverage.
- Audience interaction is hindered as audience members don't face each other.

Popular for meetings, announcements, product launches

2. Classroom

Positives:
- Allows for note taking and consumption of plated food and beverage.

Negatives:
- Seating capacity is reduced by the trestle tables.
- Audience is less likely to interact as they are not facing each other.

Popular for training, conferences, lectures.

3. Herringbone

Positives:
- All of the seats are angled inward towards the podium.
- Allows for note taking and consumption of plated food and beverage.

Negatives:
- Seating capacity is reduced by the trestle tables.
- Audience is less likely to interact as they are not facing each other.

Popular for training, conferences, lectures.

4. U Shape

Positives:
- The open end allows for a focal point or presentation area.
- Allows presenter to approach and engage with each audience members.
- Audience interaction is enhanced, with audience members facing each other.

Negatives:
- Inefficient use of floor space, with seating capacity reduced.
- A large proportion of the audience are seated side-on to the presentation area.

Popular for training, conferences, workshops, meetings

5. Horse Shoe

Positives:
- The open end provides a focal point and allows for a presentation area.
- Allows presenter to approach and engage with each audience member.

Negatives:
- Inefficient use of floor space, with seating capacity reduced.
- There is no provision for note taking or consumption of plated food and beverage.

Popular for large meetings, presentations, team briefings

6. Hollow Square

Positives:
- Audience interaction fully enhanced, with audience members all facing each other.
- Allows audience to consume plated food and beverage easily

Negatives:
- Seating capacity is reduced.
- Does not allow for a main presentation area or focal point.

Popular for discussions

7. Boardroom

Positives:
- Encourages audience interaction as they all face inwards

Negatives:
- Restricts the position of a presentation area or focal point, typically to the end of the
table.

Popular for small meetings, one on one interviews, small presentations, team
briefings.
8. Banquet

Positives:
- Audience interaction fully enhanced, with audience members all facing each other

Negatives:
- The audience is closed in, needing to push past other audience members to enter/exit
the seating area.

Popular for breakfast, lunch or dinner events.

9. Cabaret

This style is similar to Banquet style, however there is an open end, with the audience
seated in an arc facing forwards.

Positives:
- The open end allows for a focal point or presentation area.

Negatives:
- Inefficient use of floor space, with seating capacity reduced.

Popular with training sessions, working lunch or team workshops.

10. Cocktail

Positives:
- Most efficient use of floor space, with maximum room capacity available.
- Audience interaction greatly enhanced, with audience members able to freely mingle
and roam.

Negatives:
- Audience is standing with no opportunity to sit and rest.
- Does not allow for note taking or consumption of plated food and beverage.

Popular for parties, social events.

11. Lounge Zone

To refresh the formal vibe and encourage networking, event planners are opting to
include a new seating arrangement in their mix - introducing the Lounge Zone. Add
sofas, chairs, coffee tables, bar tables and ottomans in clusters to form this creative
space.

Positives:
- Great for encouraging networking and giving attendees an informal seating area to
relax and mingle
- Can be used to create a sense of space within a larger venue space and the style /
type of furnishings can be used to enhance your event's theme.

Negatives:
- Some venues don't have the space to allow for a lounge zone
- A relaxed, styled area may not suit all event types.

Produced By : Rtr. Nael EL Menshawy

Club Founder & Adviser
To My Family Rotaract Club of Alexandria Mariout Royal
& Interact Club of Alexandria Mariout