Managing Meetings

Depending on local rules and regulations as well as individualized club discussions, clubs are holding meetings in a variety of formats. Below, please find some tips and suggestions to maximize the impact of your meetings to create engaging and dynamic experiences for your members, along with resources to maintain safety. Be sure to check out this document from the District 6690 Governor Line regarding meetings and activities.

Continued Virtual Meetings – By now, many clubs are “zoom competent” but some may be looking for ideas to mix it up. Below is a collection of ideas and strategies to consider to create more dynamic virtual meeting experiences.

• Working Meetings – Consider adding occasional “working meetings” to your schedule. In these meetings, you would forgo the traditional speaker and, instead, ask your members to work on planning a project, setting strategic goals for the club, an initiative or otherwise working on solutions for a community problem. You may also consider using the breakout room feature and ask your club committee chairs to hold 20-25 minutes forums in various breakout rooms for members to get involved with committee work and share
• Rotary “Celebrities” – The world is at your fingertips! Many Rotary influencers are more than willing to join club meetings to share their expertise and Check out the Rotary Voices Blog, the Rotary Connecting the World Facebook Group and the Rotary Vimeo Channel for ideas and don’t be shy – reach out and make the request!
• Watch Party – Browse Rotary’s Vimeo and YouTube Channels for inspiring or thought-provoking videos, such as videos from past International Conventions or Assemblies, and consider screening them during your virtual meeting. Most videos are less than 15 minutes and might inspire interesting and important
• Joint Meetings – Connect with another Rotary club in your area or around the district or even across the world and host a joint meeting. You might even find a club that meets at the same time as you. Work with the club leader to plan the agenda and share your club traditions with one another. Check out this sample co-meeting plan.

In-Person Meetings – Some club leaders have elected to resume in person meetings. Be sure to check with local regulations and public health guidelines prior to holding an in person gathering. If you have members who are not attending in-person meetings, be sure to follow up and ask why. It may be that the member is not comfortable with an in-person gathering. In that case, make sure you take steps to include them. Check out the next section on “hybrid meetings” for links to sample protocols for clubs to consider or adapt to meet their needs. These are sample frameworks and do not supersede local, state or federal laws, guidance or restrictions.

Hybrid Meetings – Many clubs have started to offer an in-person experience for members which also includes a virtual opportunity for those who can’t participate face to face. If your in-person meeting is compliant with local regulations and public health guidelines, this can be a great way to offer many avenues for member participation. Below are some considerations and ideas to get the most out of hybrid meetings:

• Be sure that virtual participants are wholly included in the A large screen with multiple web cameras and microphone/speaker systems arranged throughout the space is ideal. Ask in-person participants to speak loudly and work hard to make sure that the speaker’s back is not to the webcam. Below are some resources to assist in managing the technical aspects of the meeting:
  • District 6690 Governor Line’s Guidance on Meetings
  • Upper Arlington Rotary’s Guide on Hybrid Meeting Management
  • Club Innovation Article on Hybrid Meetings
• Consider the venue and be sure that you can maintain sanitary conditions along with appropriate Consider an outdoor location if possible.
• Be mindful of safety and public health Rotarians are leaders and your community looks to you to set an example.
• Your board or club leaders should determine a protocol in accordance with local, state or federal law for meeting participation and communicate it clearly to This will help to avoid uncomfortable situations and help answer questions down the road. Here is a sample protocol that you may consider.

Meeting Absences – These are stressful times and members have varying levels of risk factors and general comfort levels with many aspects of Rotary. For some, they may not feel safe attending an in-person meeting, others may feel very uncomfortable during virtual meetings. It is important to avoid assuming why someone is not attending and be sincere about opening a working dialogue with the member. Please check out this District 6690 Guide on engaging with members who have disconnected during the pandemic for practical tips and strategies to reconnect in a variety of situations and scenarios.