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Event purpose and types

Event purpose and types

A successful Rotary event, like any event, should be welcoming and inclusive, have a purpose and a structure, be held in an appropriate, accessible space, and offer people opportunities to participate, be inspired, and feel a connection.

Kirsty Channon, District Officer of the Rural Fire Service, provides an evacuation and fire protection training to the Bobin community. Members of the Rotary Club of Taree on Manning, Australia, and the New South Wales Rural Fire Service in Taree help the communities of Bobin and Caparra prepare for bushfires by providing evacuation and fire protection training, erecting an automated sign accessible to both communities that indicates the level of fire danger, and installing tanks so bushfire brigades have water supplies. This project is supported by the Rotary Clubs of Tarree on Manning and of Windsor-Roseland, Canada, and by a Rotary Foundation Global Grant GG2015686. 24 July 2022. Bobin, New South Wales, Australia.Understanding your event’s purpose will help you plan an experience that inspires participants to take action and that supports Rotary’s goals, mission, and vision.

Articulating your purpose will also guide you to the type of event that will best fulfill your objectives. Think about these things:

  • If you want to build awareness of Rotary in your community, consider hosting a networking event or inviting people to participate in a volunteer activity.
  • If you want to attract new members or participants, think about inviting another organization to join you in a volunteer activity.
  • If you want to raise funds, think about potential donors and leaders to approach.
  • If you want to engage the community, consider involving people in a project or event related to a Rotary area of focus.

Another consideration might be your event’s environmental effect. Download the Green Events Handbook: How to Run Sustainable Rotary Events, created by the Environmental Sustainability Rotary Action Group. It will help you organize events that reduce the use of materials and energy, minimize pollution, and integrate other practices that respect the environment.

The format of your event will depend on its goals and what works best for the audience you hope to attract. Think about whether your event will be in person, virtual, or a combination of those, and whether you’re planning a keynote presentation, online discussion, or speaker panel.

Tip: If your event will be large, you may need to consider the size of the venue, transportation, speakers and entertainment, catering needs, lighting and sound equipment, and promotional signs. You may also want to consult with legal, accounting, or insurance professionals.

If your event will be virtual or hybrid, think about what platform (for example, Teams or Zoom) to use, how to coordinate networking and breakout sessions, and who will monitor the chat or comment sections.

RESOURCES AND REFERENCE

Take our Learning Center courses:

Learn about Rotary’s youth protection guidelines

Find Rotary-branded virtual backgrounds and PowerPoint templates