Isn't the season of the Installation Ceremony? How can we miss the word VITAL during this season? VITAL - An Orientation PPT on 'How to conduct Installation Ceremony' was initiated by the Rotaractors of Rotaract Club of Zenith in the Rotary Year 2012-13. Here VITAL steps into its 10th year and launching the need of the hour guideline with an update, How to conduct Installation Ceremony - Regular and Virtual (considering the COVID-19) The Presentation is prepared with the guidelines given in the Rotaract Constitution and the experiences of Rotaractors in organizing the Installation Ceremony. The Presentation is intended for educational purposes only and does not intend to impose independent professional judgment. Rotaractors are also requested to follow the guidelines given by their respective District Rotaract Council and Rotary Youth Service team.

1. An orientation presentation on ‘How to conduct Installation Ceremony’
Rotaract Club of Zenith
Sponsored by
Rotary Club of Madras North East
Rotary International District 3232
Club no: 43149 | Chartered on 18.07.1996

2. DISCLAIMER
The presentation is prepared by the Rotaractors of Rotaract Club of Zenith, sponsored by Rotary Club of Madras
North East, Rotary International District 3232.
The Presentation is prepared by the guidelines given in the Rotaract Constitution and experience from the
Rotaractors in organizing Installation Ceremony. The Presentation is intended for educational purposes only and
does not replace independent professional judgment. Rotaractors are also requested to follow the guidelines
given in their respective District Rotaract Council and Rotary Youth Service team.
The Presentation consists of 2 segments:
1. Regular Installation Ceremony
2. Virtual Installation Ceremony (for the COVID-19 situation)

3. About
Installation
Ceremony
Installation of the Rotaract Club President along with his / her Office
Bearers and new members.
It is the most august occasion where the Club’s new President and
Office Bearers are officially announced.
At this ceremony, the ex-officers are acknowledged and thanked for
their dedicated efforts while the new Office Bearers are greeted and
given a charge for the year ahead.

4. New year.
New beginnings.
New ideas. A celebration of the end of an era and a beginning of a new year welcoming
the new president and the board for a fresh year ahead.
Rotary & Rotaract are constantly proving that the current pandemic will not
stop their functions by going digital!
Let’sseehow toconduct anInstallationCeremony both regular andvirtual!

5. Before scheduling your
Club’s Installation Ceremony...
Prepare the budget & raise the fund.
(if any, for virtual)
Confirm the dates with the parent club President and DRR. It is advisable to suggest 3 tentative dates.
(if your club is college-based, confirm with your Faculty coordinator, Principal or Dean, before confirming the dates with parent club President and DRR).
Cross-check the time of fixing the Installation Ceremony, with DRR/DRS, so that it doesn’t clash with co-clubs’ installations.
Check the availability of hall/venue.
(Digital platform for virtual)
Check your invitee list.

6. Pre - Installation
Checklist For Regular Installation
VENUE
INVITE
PROGRAM
BACKSTAGE
PRESENTATION
DESIGN
PHOTOGRAPHY
BRANDING
FOOD
For Virtual Installation
VENUE (Digital Platform)
INVITE
PROGRAM
PRESENTATION
DESIGN
PHOTOGRAPHY
BRANDING
Create the following committee and delegate
each work to the members based on their availability

7. Venue
For Regular Installation
Book the capacity of venue according to your invitees & budget.
Also, check the following amenities in the venue:
• Hall capacity
• Audio with Mic & Speakers
• Projector with screen & its required cables
• Laptop
• Dias, Podium, Tables & Chairs
• Place for providing refreshments
• Restrooms
• Parking space
For Virtual Installation
Choose a feasible Virtual Venue (now called online platform) according
to your invitees & budget. Make sure you have the following in your
space during the meet:
• Laptop or Mobile with audio & video enabled
(Keep them charged in prior)
• Seamless Internet connection
• Table & Chair
• Lights
• Fan or Air Conditioner
• Notepad & Pen
(Avoid littering the venue during the Regular Installation Ceremony)

8. Invite
An invitation will make people feel valued. The invitation list must include the following people:
• Sponsoring club Rotarians: President, Secretary, Youth Service Director and other Rotarians
• If the club is college-based: invite your Faculty Coordinator, Principal and Dean
• District Rotaract Council: DRR, DRS and other District Officials
• Rotary District Team: Youth Service Director, Rotaract Chairman and other Rotarians (if any)
• Presidents, Secretaries and members of fellow clubs
• Club Alumni members
• Other Guests and Special invitees
• Family embers (Rotary encourages family participation)
(A formal invite/announcement a week before helps the invitees to give prior importance to attend the event)

9. Program
The program committee is formed to fix / assist the entire program schedule. The committee must decide on the agenda of the program
and then develop a plan to accomplish it.
For Regular Installation
• Agenda
• Minute-by-minute agenda
• Rotaract song / Invocation song
• Master of ceremony
• Guest list: Chief Guest, Guest of Honor & other invitees
• Profiles of Chief Guest, Guest of Honor, Incoming
President & Secretary
• Secretary report / Presentation
For Virtual Installation
• Agenda
• Minute-by-minute agenda
• Rotaract song / Invocation song
• Master of ceremony or Moderator
• Guest List: Chief Guest, Guest of Honor & other invitees
• Profiles of Chief Guest, Guest of Honor, Incoming
President & Secretary
• Secretary report / Presentation

10. For Regular Installation (cont.)
• Board of Directors and new members list
• Oath for Board of Directors and new members
• Club Charter, Bulletin, Letterhead & Banner
• Awards list
• Membership form
• Database
• District Dues
• Any project launches (if any)
For Virtual Installation (cont.)
• Board of Directors and new members list
• Oath for Board of Directors and new members
• Club Charter, Bulletin, Letterhead & Banner
• Awards list
• Membership form
• Database
• District Dues
• Any project launches (if any)
(Take the advantage of online platform to display awards, membership form, database virtually)

11. The following is the agenda for Regular Installation Ceremony:
• Calling the dignitaries on to the dias
• Collaring the outgoing President by Sergeant-at-arms
• Rotaract song / Invocation song / Silent invocation
• Welcome address by outgoing President
• Secretary’s report / Presentation by outgoing Secretary
• New members induction (if any)
• Oath taking by the new members
• Farewell address & introduction of new President by the outgoing President
• Installing new President and transfer of club authority through collar and gavel exchange
• Acceptance speech by the new President
• New year banner launch
• Introduction of new office bearers by the President
• Oath taking by the office bearers

12. (cont.)
• Exchange of charter by Secretary, club account books by Treasurer and SAA bands
• Release of club bulletin (if published)
• Project launches (if planned)
• Introduction of the Guest of Honor
• Address by Guest of Honor
• Introduction of the Chief Guest
• Address by the Chief Guest
• Felicitations, announcements & pleasantries
• Vote of thanks by the new Secretary
• National Anthem
• Adjournment of the meeting
• Fellowship

13. SEATING ARRANGEMENT
President
Guest of Honor
District Rotaract
Representative
Chief Guest
Staff Advisor/
Parent Club
President
Immediate
Past President
Secretary
1246 3 5 7

14. The following is the agenda for Virtual Installation Ceremony:
Your club has the flexibility to adapt this ritual in whatever way that makes the most sense for your club virtually (as per the information
received from Rotary International when approached).
• Adding guests to the meeting room
• Welcome the guests
• Rotaract song / Invocation song / Silent invocation
• Welcome address by outgoing President
• Secretary’s report / Presentation by outgoing Secretary
• New members induction (if any)
• Oath taking by the new members (Display the oath on screen)
• Farewell address & introduction of new President by the outgoing President
• Installing new President and transfer of club authority through Virtual Changeover
• Acceptance speech by the new President
• New year banner launch (Display on screen)

15. (cont.)
• Introduction of new office bearers by the President
• Oath taking by the office bearers (Display the oath on screen)
• Release of club bulletin (if published)
• Project launches (if planned)
• Introduction of the Guest of Honor
• Address by the Guest of Honor
• Introduction of the Chief Guest
• Address by the Chief Guest
• Felicitations and announcements
• Vote of thanks by the new Secretary
• National Anthem
• Adjournment of the meeting
• Fellowship

16. When collar exchange isn’t in your cards (for Virtual Installation Ceremony)
Suggested way to pass over the Presidentship to the incoming President:
The outgoing President can virtually hand over the responsibilities by saying,
“I am happy to hand over the proceedings and responsibilities of Rotaract Club of ___________ to
Rtr._____________ and hereby install him as the President for the year 2020-21”
The incoming President can take over the proceedings by saying,
“I, Rtr.____________ hereby accept to be the President of Rotaract Club of____________ and fulfill my roles and
responsibilities as the President of the club by following or abiding the standardRotaract Club constitution as devised
by Rotary International”
Followed by the acceptance speech of the newly installed President.

17. PROTOCOLS TO BE OBSERVED
Order of inviting dignitaries on to the dias (For Regular Installation):
• Chief Guest
• Guest of Honor
• Parent Club President
• Staff coordinator and Principal / Dean (for college-based club)
• DRR
Order of honoring the dignitaries:
• Chief Guest
• Guest of Honor
• Special Invitee or DRR
• Rotarian
• Staff coordinator and Principal / Dean (for college-based club)
• Rotaract District Office Bearers
• Rotaract Club Presidents

18. PROTOCOLS TO BE OBSERVED
Order of Introducing Board officials:
• Immediate Past President
• Vice President
• Secretary & Joint Secretary
• Treasurer & Joint Treasurer
• Sergeant-at-Arms
• Club Service Director
• Community Service Director
• Professional Service Director
• International Service Director
• Editorial Board Chairperson
• PRO
• Other nominated Board Officials (as per the club)

19. ROTARACT OATH
For new members
I do solemnly swear, that I will sincerely serve as a member of this Rotaract club of _____ and shall at all times uphold
the ideals and principles of this organization.
For Office Bearers
I do solemnly swear, that I will sincerely execute, the (office) of the Rotaract club of _____ and shall do my best to keep
up the decorum of our Rotaract movement, by upholding the constitution and statement of policy of our organization.

20. Backstage
The following must be check listed in backstage (for Regular Installation):
Backstage is managed by a central organizing team, which plans the overall direction of the event. The committee is co-ordinated with
programs to ensure everything goes well as scheduled.
• Collar, Gavel and Charter
• Banner of the current and incoming year
• Profiles of Chief Guest, Guest of Honor, Incoming
President and Secretary
• Board of Directors pins and Lapel pins
• Agenda Copy
• Club Letterheads for the current & incoming year
• Attendance List, Bulletin, Postersand project launches
• Tray
• Water
• Awards & Mementos
• Flower buds (if any)
• Tablecloth (if any)
• Stationeries

21. PresentationThe following list is to be checked for presentation purposes:
For Regular Installation
• Secretary report
• Agenda Slides
• Introduction presentation/video of President and
Secretary
• Presentation slidesof new membersand office bearers
• Project launch slides/videos, if any
• Year Planner, if any
For Virtual Installation
• Secretary report
• Agenda Slides
• Introduction presentation/video of President and
Secretary
• Presentation slidesof new membersand office bearers
• Letterhead
• Club banner
• Profiles of Chief Guest and Guest of Honor
• Project launch slides/videos (if any)
• Year Planner (if any)

22. Design
Design plays an essential role in communicating your ideas effectively. The following designs have to be ready before the installation:
For Regular Installation
• Invitation
• Banner
• Agenda slides
• Letterhead
• Bulletin
• Posters, if any
For Virtual Installation
• Invitation
• Virtual Banner
• Agenda slides
• Letterhead
• Bulletin
• Posters, if any
(Check the dimensions and resolution to create consistent-quality design)

23. Photography
“A picture is worth a thousand words”
For Regular Installation
Make sure the whole program is clicked by a good photographer.
For Virtual Installation
We all miss posing for the camera. Don’t worry! Ask your shutterbug to screen capture all the beautiful moments.

24. Food
Providing food at a meeting or any other event will create a welcoming atmosphere (For Regular Installations).
For Regular Installation
Refreshments may include:
• Snacks / food
• Water
• Cold / Hot drinks
Make sure the refreshments are properly served with
• Plates, Cups, Tissue Paper, etc.
(Avoid wastage of food during Regular Installation Ceremony)

25. For Regular Installation
• Announcement in Council meetings
• Social Media Branding
• Phone call invitation
• E-mail / WhatsApp / SMS invitation
• Reminder messages / calls
For Virtual Installation
• Go Live! (during Installation Ceremony)
• Social Media Branding
• Phone call invitation
• E-mail / WhatsApp / SMS invitation
• Reminder message / calls
Branding
(Bring out your creative juices to make your branding unique and have periodic live updates in Social media)
A good branding for your event will not only increase it’s visibility, but also makes people foresee the event.

26. Points to Remember
For Regular Installation
• Never prolong the installation
• Start on time and finish on time
• KISS – Keep It Simple and Short
• Don’t have too many people on the dias
• Only odd number of seats allowed in the dias
• Be well prepared
• Keep the audience in mind
• Be well dressed
• Take breaks (if required)
• Maintain the decorum
• Recognize Rotaractors of previous year for their dedication and effort (optional)

27. Points to RememberFor Virtual Installation
• Never prolong the Installation
• Start on time and finish on time
• KISS – Keep It Simple and Short
• Have 2-3 Co-hosts
• Be well prepared
• Have Time keeper
• Keep your audio in mute until you are asked to speak
• Avoid speaking over the phone or texting (Incase of
emergency, turn off your video)
• Avoid unnecessary comment while speaker speaking
• Avoid external disturbances
• Have a good lighting in your room
• Don’t keep your mobile too close or too far. Maintain
proper distance from the screen.
• Be well dressed
• Keep yourself hydrated, have a water bottle with you.
• Take breaks (if required)
• Maintain the decorum
• Recognize Rotaractors of previous year for their
dedication and effort (optional)

28. Wishing your team, the best success for your future endeavors
Happy Rotaraction!
/rczenith
Presentation by
@thefatbraindesings
Design Partner