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 11th 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.

2. Disclaimer
The presentation is prepared by the Rotaractors of the Rotaract Club of Zenith, sponsored by Rotary Club of
Madras North East, Rotary International District 3232, and distributed in association with the District
Rotaract Council 2022-23, Rotary International District 3232.
The presentation is prepared according to the guidelines provided 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 prescribed by their respective District Rotaract Councils.
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, club members, and new inductees.
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 effort while the new Office Bearers are greeted
and given charge for the year ahead. and given 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 have been constantly proving that the pandemic cannot stop the successful organization
of their events and functions, by adopting digital means.
Let’s see how to conduct an Installation Ceremony, both the classic way and the virtual way!

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)
✓ Prepare an invitee list and check their availability.

6. Pre-Installation Checklist
For Regular Installation
• VENUE
• INVITE
• PROGRAMS
• BACKSTAGE
• PRESENTATIONS
• DESIGN
• PHOTOGRAPHY
• BRANDING
• FOOD
For Virtual Installation
• VENUE (Digital Platform)
• INVITE
• PROGRAMS
• PRESENTATIONS
• DESIGN
• PHOTOGRAPHY
• BRANDING
Create the following committees 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 Mike & Speakers
• Projector with screen & its required cables
• Laptop
• Dais, Podium, Tables & Chairs
• Space for providing refreshments
• Restrooms
• Parking space
For Virtual Installation
Choose a feasible virtual venue (or online platform) according
to your invitees & budget. Make sure you have the following
during the event:
• Adequately charged Laptop or Mobile with audio & video
enabled
• Seamless internet connection
• Table & Chair
• Proper lighting
• Fan or Air Conditioner
• Notepad & Pen

8. INVITE
• Sponsoring Club Rotarians: President, Secretary, Youth Service Director and other Rotarians.
• If College-Based: Faculty Coordinator(s), Principal, Dean, and other staff.
• District Rotaract Council: DRR, DRS and other District Officials.
• Rotary District Team: Youth Service Director, District Rotaract Committee Chairman and other officials, if any.
• Presidents, Secretaries and members of fellow clubs.
• Club Alumni members.
• Other Guests and Special Invitees.
(A formal invite/announcement a week before the event helps invitees to allocate adequate time to mark their presence)
An invitation will make people feel valued. The invitation list must include the following people:

9. PROGRAMS
For Regular Installation
• Agenda
• Minute-by-minute agenda
• Rotaract Song/Invocation Song
• Master of Ceremony
• Guest List: Chief Guest, Guest of Honor and other invitees
• Profiles of Chief Guest, Guest of Honor, Incoming
President & Secretary
• Secretary Report/Presentation
• List of Board of Directors and New Inductees
• Oath for Board of Directors and New Inductees
• Club Charter, Bulletin, Letterhead & Banner
• Awards List (if any)
• Membership Form
• Database
• District Dues
• Project Launches (if any)
The programs 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 Virtual Installation
• Agenda
• Minute-by-minute agenda
• Rotaract Song/Invocation Song
• Master of Ceremony or Moderator
• Guest List: Chief Guest, Guest of Honor and other invitees
• Profiles of Chief Guest, Guest of Honor, Incoming
President & Secretary
• Secretary Report/Presentation
• List of Board of Directors and New Inductees
• Oath for Board of Directors and New Inductees
• Club Charter, Bulletin, Letterhead & Banner
• Awards List (if any)
• Membership Form
• Database
• District Dues
• Project Launches (if any)
(Take the advantage of online platform to display awards, membership form, and database virtually)

10. The following is the agenda for a Regular 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
• Secretarial Report/Presentation by outgoing Secretary
• New members induction (if any)
• Oath taking by the new members
• Farewell Address & introduction of incoming President by the outgoing President
• Installing new President and transfer of club authority through Collar and Gavel Exchange
• Acceptance Speech by the newly elected President
• Banner/Standee 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 band(s)/wand.
• Release of Club Bulletin (if available)
• Project Launches (if any)
• Introduction of the Guest of Honor
• Address by the Guest of Honor
• Introduction of the Chief Guest
• Address by the Chief Guest
• Felicitations, Announcements & Pleasantries
• Vote of Thanks by the newly elected Secretary
• National Anthem
• Adjournment of the meeting
• Fellowship

11. SEATING ARRANGEMENT
President
Chief Guest Guest of Honor
Staff Advisor/
Parent Club
President
District Rotaract
Representative
Secretary
Immediate Past
President (AUDIENCE VIEW)

12. Your club has the flexibility to adapt this ritual in a way that makes the most sense for your club virtually (as per the information received
from Rotary International when approached). The following is the agenda for Virtual Installation Ceremony:
• Adding guests to the meeting room
• Welcoming the guests
• Rotaract Song/Invocation Song/Silent Invocation
• Welcome Address by outgoing President
• Secretarial Report/Presentation by outgoing Secretary
• New members induction (if any)
• Oath taking by the new members (oath to be displayed online)
• Farewell Address & introduction of new President by the outgoing President
• Installing new President and transfer of club authority through Virtual Changeover of collar and gavel
• Acceptance Speech by the newly elected President
• Banner/Standee Launch (to be displayed online)
• Introduction of new Office Bearers by the President
• Oath taking by the Office Bearers (oath to be displayed online)
• Release of Club Bulletin (if available)
• Project Launches (if any)
• 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 newly elected Secretary
• National Anthem
• Adjournment of the meeting
• Fellowship

13. Order of introducing Board Officials
1. Immediate Past President
2. Secretary & Joint Secretary
3. Treasurer & Joint Treasurer
4. Sergeant-at-Arms
5. Club Service Director(s)
6. Community Service Director(s)
7. Professional Service Director(s)
8. International Service Director(s)
9. Editorial Board Chairperson
10. PRO
followed by other nominated Board Officials as per the club
Order of inviting dignitaries on to the dais
(for Regular Installation)
• Chief Guest
• Guest of Honor
• Parent Club President
• Faculty Coordinator and Principal/Dean (for college-based club)
• DRR
• DRR
PROTOCOLS TO BE OBSERVED
Order of honoring the dignitaries
• Chief Guest
• Guest of Honor
• Special Invitee
• Rotarians
• Faculty Coordinator and Principal/Dean (for college-based club)
• Rotaract District Office Bearers
• Rotaract Club Presidents/Secretaries

14. ROTARACT OATH
For New Members
I do solemnly swear, that I will sincerely serve as a member of the 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.

15. BACKSTAGE
• Collar, Gavel and Charter
• Banners of the current and incoming year
• Profiles of Chief Guest, Guest of Honor, Incoming President and Secretary
• Board of Directors’ Badges/Pins and Lapel Pins
• Agenda Copies
• Club Letterheads for the current and incoming year
• Attendance List
• Bulletin, Posters and Project Launches
• Trays
• Water Bottles
• Awards and Mementos
• Flower Buds (if required)
• Tablecloth (if required)
• Stationeries
Backstage is managed by a central organizing team, which plans the overall direction of the event. The committee is coordinated
with Programs to ensure everything goes as scheduled.
The following must be check listed in backstage (for Regular Installation):

16. PRESENTATION
For Regular Installation:
• Secretary Report
• Agenda Slides
• Introduction Presentation/Video of President and Secretary
• Presentation slides of New Inductees and Office Bearers
• Project Launch Pictures/Videos (if any)
• Year Plan (if available)
The following list is to be checked for presentation purposes:
For Virtual Installation:
• Secretary Report
• Agenda Slides
• Introduction Presentation/Video of President and Secretary
• Presentation slides of New Inductees and Office Bearers
• Letterhead
• Club Banner
• Profiles of Chief Guest, Guest of Honor, and other Guests
• Project Launch Pictures/Videos (if any)
• Year Plan (if available)

17. 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/Standee
• 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 designs)

18. PHOTOGRAPHY
“A picture is worth a thousand words.”
• For Regular Installation, make sure the whole program is clicked by a good photographer with a fully charged camera.
• For Virtual Installation, we all will miss posing for the camera. Don’t worry! Ask your in-club shutterbugs to screen
capture all the beautiful moments.

19. FOOD
Providing food at a meeting or any other event will create a welcoming atmosphere (for Regular Installations).
Refreshments may include:
• Snacks/Food
• Water (cans or bottles)
• Cold/Hot Drinks
Make sure the refreshments are properly served with
• Plates, Cups, Tissue Paper, etc.

20. BRANDING
For Regular Installation
• Announcement in Council Meetings
• Social Media Branding
• Phone call invitations
• WhatsApp/SMS/Email invitations
• Reminder messages/calls
(Bring out your creative juices to make your branding unique and have periodic live updates on your social media pages)
For Virtual Installation
• Go Live! (during Installation ceremony)
• Social Media Branding
• Phone call invitations
• WhatsApp/SMS/Email invitations
• Reminder messages/calls

21. 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 dais
• Only odd number of seats allowed in the dais
• Be well prepared
• Keep the audience in mind
• Be well dressed
• Take short breaks if required
• Maintain the decorum
• Recognize Rotaractors of previous years for their dedication and effort (optional)
(Have a mock installation, so that you will be well-prepared and can be hassle free on-day)

22. POINTS TO REMEMBER
For 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 a timekeeper
• Keep your audio in mute until required to speak
• Avoid speaking over the phone or texting (incase of emergency, turn off your audio/video)
• Avoid unnecessary comments while someone is speaking
• Avoid external disturbances
• Have a good lighting in your room
• Maintain proper distance from the screen
• Be well dressed
• Stay hydrated and keep a water bottle with you
• Take shorts breaks if required
• Maintain the decorum
• Recognize Rotaractors of previous years for their dedication and effort (optional)
(Have a mock installation, so that you will be well-prepared and can be hassle free on-day)

23. Wishing your team the best success
for future endeavors!
Happy Rotaraction!
A Joint Initiative by