This document provides guidance for Rotaract clubs on conducting the mandatory District Rotaract Representative (DRR) official visit. It outlines all the key preparations and logistics that must be addressed, including venue booking, invitation list, program agenda, documents to submit, backstage organization, food, design, and photography. The goal is for clubs to be well prepared and maintain proper protocol and decorum during the important DRR visit.

2. DRR VISIT

3. What is DRR official visit?
• It’s mandatory in Rotaract that each and every club should conduct
DRR Official visit
• DRR will visit the clubs to review the functioning of the club
• Clubs will submit their reports, accounts (optional), etc., to DRR
• The clubs which conducted the DRR visit are considered for
District Awards

4. How to organize
DRR official visit?

5. Before scheduling your
Club’s DRR official visit...

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 &
DRR)
• Cross check the time for fixing DRR visit, with DRR/DRS, so that
you dont clash with co-clubs DRR visit
• Check the availability of Hall/Venue

7. Pre DRR visit checklist

8. The following has to be checklisted:
VENUE
INVITE
PROGRAM
PRESENTATION
DOCUMENTS TO BE SUBMITTED
BACKSTAGE
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
• Rest rooms
• Parking space

11. Invite

12. In an open space, everything starts with an invitation. The invitation
list must include the following people:
• District Rotaract Representative (DRR)
• District Rotaract Secretary (DRS)
• Parent club President/Secretary/other Rotarians
• Rotaract Chairman
• If college based invite your faculty co-ordinator, Principal
or Dean
• Associate District Rotaract Representative (ADRR)
• Associate District Rotaract Secretary (ADRS)

13. • Group Rotaract Representative (GRR)
• Group Rotaract Secretary (GRS)
• District Treasurer team
• Sergeant-at-arms
• Directors from the four avenue of service
• Representative from Editorial Board
• District Rotaract Representative Elect (DRRE)
• District Rotaract Representative Nominee (DRRN)
• President and Secretary of co-clubs
• Other guest and special invitees
(A formal invite/announcement a week before helps the invitees to give prior
importance to attend the event.)

14. Program

15. 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
• Invite
• Rotaract song/Invocation song
• Master of ceremony
• Finalise the Chief Guest (DRR) and the Guest of Honor
• Profiles of Chief Guest, Guest of Honor, Incoming
President & Secretary
• Secretary report/Presentation

16. • Profiles of Chief guest, Guest of honor, President elect and
Secretary elect
• Secretary report/presentation
• Avenue wise report
• Club attendance, membership application book
• Treasury report
• Minutes of meeting book (book general & board)
• Club charter and club number
• President collar and gavel
• Club banner and letterhead
• District directory
• Awards list
• Project (if any)

17. The following is the agenda for DRR official visit:
• Calling the dignitaries on to the dais
• Collaring the President by Sergeant-at-arms
• Collaring the DRR by District Sergeant-at-arms
• Rotaract song/Invocation song/Silent invocation
• Welcome address by President
• Projects (if any)
• Secretary’s report/Presentation by Secretary
• Submitting the secretary report to DRR, DRS & GRR
• Submitting the four avenue wise report to the District avenue
of service directors

18. • Address by other invitees
• Introduction of the Chief guest (DRR)
• DRR address
• Vote of thanks
• National anthem
• Adjournment of the meeting
• Fellowship

19. GRR/GRS

20. PROTOCOLS TO BE OBSERVED
Order of inviting dignitaries on to the dais:
• President
• Secretary
• DRR (Chief Guest)
• Guest of Honor
• Parent club president
• Faculty co-ordinator and Pricipal/ Dean (for college based club)
• GRR
• DRS

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

22. Presentation

23. The presentations which has to be checklisted are:
• Secretary report
• Agenda slides
• Project launch slides/videos, if any
• Introduction presentation/video of President elect
and Secretary elect

24. Documents to be submitted

25. The mandatory documents which has to be submitted are
• Minutes of the meeting (both general and board)
• Club project report with photos
• Monthly report
• Club attendance
• Treasury report
• Club magazine/bulletin
President’s & Secretary’s incoming and outgoing profile

26. Backstage

27. 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 & Letterhead
• Invitation
• Profiles of Chief Guest, Guest of Honor, Incoming
President & Secretary
• Agenda
• Minute by minute agenda

28. • Rotaract song/invocation song
• Secretary report/presentation
• Avenue wise report
• Attendance book, Membership application book
• Minutes of the meeting (both board and general)
• Treasury report
• District directory
• Awards list
• Project (if any)

29. • Tray
• Water
• Awards & Mementos
• Table Cloth
• Flowers buds
• Stationaries

30. Food

31. 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...

32. Design

33. 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

34. Photography

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

36. POINTS TO REMEMBER

37. • Never prolong DRR visit
• 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 the efforts of the Rotaractors for their dedication
and support

38. As the old year comes to an end
and the new year unfolds,
we feel renewed with new promises.
Wishing your team, the best success for
future endeavors!
Happy Rotaraction!