• Search
People of Action materials
People of Action materials

Organizing an event

Organizing an event

Coordinating and naming an event is exciting, but it’s definitely a team effort — so consider appointing a planning committee. A smaller event might need only a chair and committee members, while a The Monarch Butterfly 60,000 Tree Challenge is an initiative that engages the public in a series of education events to raise awareness about the declining population of natural pollinators and how that threatens our global ecosystems, food systems, and economies via a box car train traveling between Windsor, Canada, and Michoacan, Mexico (the migratory route of the monarch butterfly’s eastern population). Led by the Rotary Club of Monterrey, Mexico; Kansas City Southern Railway; Canadian Pacific Railway; Profauna/Fondo Monarca; and several other partners, the project is designed to raise awareness and funds to support the goal of planting 60,000 trees in Michoacan, Mexico, to further protect the natural habitat where the monarchs overwinter. The project mobilizes local Rotary clubs and community members to visit the boxcar and learn how to help protect the migratory paths of monarch butterflies. Bensenville, Illinois, United States. 15 September 2022.larger event may need multiple chairs and subcommittees. The planning committee can think about logistics and make key decisions, such as:

  • Setting a budget.
  • Choosing a date: Avoid holidays and competing events.
  • Selecting a venue: Is it accessible for all participants?
  • Choosing a theme: Review the Rotary calendar observances to align your event with Rotary causes and objectives.
  • Assigning roles and responsibilities: Give people specific tasks and ensure that you’re being welcoming and inclusive.
  • Ordering food and beverages: Consider having options for people with religious or health-related dietary restrictions.
  • Using Rotary signs and promotional materials properly.
Tip: When selecting a time for your event, consider your expected audience’s schedules, potential traffic conditions, and relevant public transportation timelines to maximize attendance.

Naming your event can be a lot of fun, but remember the guidelines for using the Rotary name, logo, and trademarks. For instance, if you want to use the word “Rotary” in the name of your event, you need to include your club name and call it the “Rotary Club of Evanston Picnic at the Beach” instead of “Rotary Picnic at the Beach.” Consult the Rotary name page for more specific instructions.

After you’ve chosen an event name, you can create promotional materials using logo lockups, which are club logos combined with an event, program, partner, or sponsor’s name or logo. Visit the logo lockups page for more details.

RESOURCES AND REFERENCE

Take our Learning Center courses:

Learn about Rotary’s youth protection guidelines

Find Rotary-branded virtual backgrounds and PowerPoint templates