CNY Rotary Events
Another new committee to the CNY Rotary leadership structure is CNY Rotary Events. With our larger region, it will be even more important that we can connect to learn and celebrate in innovative ways. We are seeking members from across CNY Rotary to join this new committee in a variety of roles that range from being the overall chair to just helping with putting together one fun event. There will be a lot to do and, as we know all too well, many hands make light work! By having diversity in the members of this committee, we will be better able to identify opportunities (venues, events, places) all around the region.
Please check out the committee’s scope of work and current job openings below. Then use the form at the bottom of the page to contact us and let us know if you are interested in getting involved!
Committee’s Scope of Work
The CNY Rotary Events Committee is responsible for assisting with the planning of all CNY Rotary hosted events in our region. This can be done solely by the committee or in collaboration with other committees, such as Training (for District Training Assembly) or Foundation (for an annual gala or luncheon).
The committee chair is not necessarily chair of any individual event, but rather oversees that all events are supported by the committee.
This committee will work with Area Representatives to plan and execute the CNY Rotary President’s official area visits.
Committee members will facilitate in the planning process, including but not limited to finding venues, processing RFP’s, securing contracts (to be signed by the CNY Rotary President), and other necessary activities around executing the event, all led by the Events Committee Chair.
District Conference
This big annual event will be the biggest sub-committee as part of CNY Rotary Events. Please see the job descriptions to the right for details on being the chair or joining the planning team.
We are currently working on identifying a location for a spring 2025 conference and will need to move quickly to pull it all together!
Committee Roles
Click on each title to expand information on what each role will entail, the term and succession plan, and the qualifications we are seeking in members of the committee.
There are educational opportunities for anyone looking to try something new too!
Chair
Term: 2 years
Succession: Co-chair that serves for at least one year prior to taking chair position, subject to executive committee approval
Duties:
-Reports to and provides reporting for CNY Rotary Executive Board & Leadership Team
-Holds and sets agenda for monthly committee meetings
-Point person for inquiries from other committees about planning events
-Accountability enforcer – ensure all team members follow through
-Ensures there are monthly submissions to district communications (can be delegated or in coordination with another committee that’s part of the event – i.e. training or conference committee)
Qualifications:
-Prior experience planning district events preferred
-Rotary member for at least 4 years preferred
-Completed District Committee Basics and Your District Events in the Rotary Learning Center
Vice Chair
Term: at least 1 year
Succession: Becomes Chair after at least 1 year in role, subject to executive committee approval
Duties:
-Works with and supports Events Chair
-Fills in for Chair at meetings and functions as needed
Qualifications:
-Prior experience planning district events preferred
-Prior service on the Events Committee preferred
-Rotary member for at least 2 years preferred
-Completed District Committee Basics and Your District Events in the Rotary Learning Center
Registration Team Leader & Team
Term: 2 years
Committee Size: 2-3 members
Succession: A team vice chair serves for at least one year prior to taking team chair position
Duties:
-Attends monthly CNY Events Committee meetings
-Helps with setting up registration for CNY Rotary events
-At least one member of sub-committee to attend all events for registration purposes
Qualifications:
-Rotary member for at least 2 years preferred
-Skilled in ClubRunner Events tools (or willing to learn)
-Completed Your District Events in the Rotary Learning Center
Logistics Team Leader & Team
Term: 2 years
Committee Size: 2-3 members
Succession: A team vice chair serves for at least one year prior to taking team chair position
Duties:
-Attends monthly CNY Events Committee meetings
-Helps with logistics like arranging hotel blocks, finding venues, catering, pricing, etc.
-Responsible for visiting potential event sites as needed to ensure the space works for our needs
-Coordinates any additional assistance needed in handling logistics through the Events Chair
Qualifications:
-Rotary member for at least 2 years preferred
-Completed Your District Events in the Rotary Learning Center
Activities Leader & Team
Term: 2 years
Committee Size: 3-5 members
Succession: Can rotate through team members
Duties:
-Leads the team that oversees individual activities (area visits, social gatherings, etc.)
-Reports to Events Committee Chair
-Attends monthly CNY Events Committee meetings
Qualifications:
-Rotary member for at least 2 years preferred
-Completed Your District Events in the Rotary Learning Center
Event Communications
Term: 3 years
Succession: Train replacement for at least one year
Duties:
-Works with Public Image team to promote CNY Rotary events
-Coordinates communications with Events Chair and Activities Team
-Helps with signage and graphics (or partners with Public Image)
-Attends Public Image meetings to ensure symbioses with Public Image team
Qualifications:
-Rotary member for at least 2 years preferred
-Completed Public Image track in Learning Center
-Experience in communications or public relations preferred
-High Rotary Public Image IQ
Club Event Support
Term: 2 years
Succession: Train replacement for at least one year
Duties:
-Attends monthly CNY Events Committee meetings
-Provides support to clubs hosting events to include logistics, registration set-up, volunteer coordination, how to solicit sponsors, etc. either through their own experience or by connecting them with specialists on the leadership team
-Would collaborate with Service Committee
Qualifications:
-Experience in a variety of areas of event planning preferred
-Completed District Committee Basics and Your District Events in the Rotary Learning Center
District Conference Chair
Term: 2 years
Succession: A conference vice chair serves for at least one year prior to taking chair position
Duties:
-Works with CNY Rotary President to plan and execute an annual conference for all members
-Collaborates with CNY Rotary President to identify and recruit team members
-Helps with researching potential locations and negotiating contract
-Oversees committee composed of members from throughout CNY Rotary and the Events committee to divide up the many responsibilities of putting together a conference – communications, logistics, registration, speakers, events/activities, catering, etc.
-Ensure all aspects of the conference event are covered so it can be a success and deliver value to all who attend
-Be present at conference to ensure event runs smoothly
Qualifications:
-Rotary member for at least 2 years preferred
-Experience in event planning preferred
-High Rotary IQ
-Has attended District Conference before
-Completed District Committee Basics and Your District Events in the Rotary Learning Center
District Conference Team
Composed of members from throughout CNY Rotary (can include members of the Events committee) that can help with all aspects of conference execution:
-Communications – promotion for registration, designing program for event
-Logistics (should be handled by Logistics team from Events Committee)
-Registration (should be handled by Registration team from Events Committee)
-Booking speakers
-Scheduling activities
-Catering
-A/V and IT Support
-Signage
-House of Friendship
-Coordinating with Youth Exchange to have students attend
Team members should have some experience in planning events.
Each specialty area could form sub-committees that would welcome those with less experience as part of the succession plan for future conferences.