This document provides guidance on organizing an installation ceremony for a new Rotaract club president and officers. It outlines key steps like preparing a budget, booking a venue, creating invitations and programs, planning seating arrangements and protocols, managing presentations and backstage support, arranging for food and photography, and emphasizing that the event should be well-prepared, on schedule, and maintain proper decorum. The goal is to officially announce the new leadership and thank past officers in an august occasion celebrating the incoming year.

2. INSTALLATION CEREMONY

3. What is an Installation ceremony?
• Installation of the Rotaract Club President along with his / her
Office Bearers.
• It is the most august occasion when the Club’s new President and
Office Bearers are officially announced.
• At this ceremony, the ex-officers are acknowledged and thanked
for their dedicated effort while the new office bearers are greeted
and given a charge for the year ahead.

4. How to organize an
Installation ceremony?

5. Before scheduling your
Club’s Installation Ceremony...

6. • Prepare the budget & raise the fund.
• Confirm the dates with the parent club President and DRR before
fixing. It is advisable to suggest 3 tentative dates.
(if your club is college based, confirm with your Faculty co-ordinator,
Principal or Dean, before confirming the dates with parent club
President and DRR).
• Cross check the time for fixing Installation Ceremony, with DRR/
DRS, so that you don’t clash with co-clubs installations.
• Check the availability of Hall / Venue.

7. Pre Installation Checklist

8. The following has to be checklisted:
VENUE
INVITE
PROGRAM
BACKSTAGE
PRESENTATION
FOOD
DESIGN
PHOTOGRAPHY
(Delegate the committee works to members according to their availability)

9. Venue

10. Book the capacity of venue according to your invitees & budget. Also,
check the following amenities in the venue:
• Hall capacity
• Audio with Mike & Speakers
• Projector with screen & its required cables
• Laptop
• Dais, Podium, Tables & Chairs
• Place for providing refreshments
• Restrooms
• Parking space

11. Invite

12. In an open space, everything starts with an invitation. The invitation
list must include the following people:
• Parent Club President, Secretary and other Rotarians.
• If the club is college based - invite your Faculty co -
ordinator, Principal and Dean.
• DRR, DRS and other District Officials.
• Presidents and Secretaries of fellow clubs.
• Other Guests and Special invitees.
(A formal invite/announcement a week before helps the invitees to give prior
importance to attend the event.)

13. Program

14. 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.
The Programs should cover:
• Agenda
• Minute-by-minute agenda
• Rotaract song / Invocation song
• Master of ceremony
• Finalise the Chief Guest and the Guest of Honor.
• Profiles of Chief Guest, Guest of Honor, Incoming
President & Secretary.
• Secretary report / Presentatoin

15. • 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).

16. The following is the agenda for Installation Ceremony:
• Calling the dignitaries on to the dais.
• 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.

17. • 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.
• 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.

18. • 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

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
principal’s 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. SEATING ARRANGEMENT
1
President
Guest of
Honor
District
Rotaract
Representative
Chief
Guest
Staff Advisor/
Parent Club
President
Immediate
Past President
Secretary
246 3 5 7

21. PROTOCOLS TO BE OBSERVED
Order of inviting dignitaries on to the dais:
• Chief Guest
• Guest of Honor
• Parent Club President
• Staff co-ordinator and Principal / Dean - for college based club.
• DRR

22. PROTOCOLS TO BE OBSERVED
Order of honouring the dignitaries:
• Chief Guest
• Guest of Honor
• Special Invitee or DRR
• Rotarians
• Staff co-ordinator and Principal / Dean - for college based club.
• Rotaract District Office Bearers
• Rotaract Club Presidents

23. Backstage

24. 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.
The following has to be checklisted in backstage:
• Collar, Gavel & Charter
• Banner of the current & incoming year
• Profiles of Chief Guest, Guest of Honor, Incoming
President & Secretary
• Board of Directors pins & Lapel pins
• Agenda Copy
• Club Letterheads for the current & incoming year
• Attendance List

25. • Bulletin, Posters and project launches
• Tray
• Water
• Awards & Mementos
• Flower buds
• Table Cloths
• Stationeries

26. Presentation

27. The presentations which has to be checklisted are:
• Secretary report
• Agenda Slides
• Introduction presentation/video of President and Secretary
• Presentation slides of new office bearers
• Project launch slides/videos, if any
• Year Planner

28. Food

29. Providing food at a meeting or any other event will create a welcoming
atmosphere. Refreshments may include:
• Snacks / food
• Water
• Cold / Hot drinks
Make sure the refreshments are properly served with
• Paper plates, Cups, Tissue Paper, etc...

30. Design

31. Design plays a very important role in communicating your ideas
effectively.
The following designs has to be ready before the installation:
• Invitation
• Banner
• Letterhead
• Bulletin
• Posters, if any

32. Photography

33. “A picture is worth a thousand words”
Make sure the whole program is clicked by a good photographer.

34. POINTS TO REMEMBER

35. • Never prolong the installation
• Keep it simple
• Don’t have too many people on the dais
• Only Odd number of seats allowed in the dais
• Keep the audience in mind
• Be well prepared
• Maintain the decorum
• Start on time and finish on time
• Recognize Rotaractors of previous year for their dedication
and effort (optional)

36. SAMPLE INVITE

37. Coming together is a beginning.
Keeping together is progress.
Working together is success.
-Henry Ford
Wishing your team, the best success for
future endeavors!
Happy Rotaraction!
www.rczenith.org
/rczenith @rczenith /rczenith