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Duties of the Program Chair

1. Collect and organize all information and scheduling material that will appear in the printed program. This requires continuous communication with the chairs of all PETS areas, the Steering Committee members and the DGE of the five Ohio districts.

    

2. Contact speakers and presenters for confirmation of assignments and obtain accurate biographical information for inclusion in the program, in conjunction with the General Chair. Pass the information onto the convener for each session.

    

3. Assemble the list of Discussion Leaders as submitted by the Governors-Elect. Submit the size and names of the clubs of their districts to assist in the clustering of the discussion groups. It is imperative that the DGE submit these lists as early as possible in the planning process, not later than the second meeting-in conjunction with the Registration Committee.

    

   • The lists must include names, addresses, phone(s) and fax, and email information.

      

   • Governors-Elect will be informed as to the number of discussion leaders needed and the size of the clubs that they should represent.

    

4. Assign Discussion Leaders to Cluster groups, attempting to match the Discussion leader’s club size with the size of the clubs represented in the cluster. Assign rooms for clusters as a joint responsibility with the Registration Committee.

    

5. Assign space for all sessions in cooperation with the General Chair, Registration Chair, and the Facilities Chair, if possible, cluster rooms and discussion leaders should be assigned by the time of the January meeting of the Steering Committee.

    

6. Handle all mailings of instructional material to Discussion Leaders. Mailing should be completed by January. TBD by Facilitator Trainer(s).

    

7. Work with the Chair of the Partners Program. Be aware of both genders.

    

8. Prepare a tentative time schedule for PETS to be submitted to the full Steering Committee by the second planning session for review, modification and ultimate final approval.

    

9. Prepare and print a program summary, including partner program to be included in the mailing that also includes registration materials.

    

10. Prepare final copy of the program, computer generated. Program will have an appropriate cover, contain the dignitaries’ pictures and bio, and have an easy to read format for PE and Partner Program.

     

11. Arrange training sessions for Discussion Leaders, with the assistance of the DT and FC.

     

12. Write a thank you note following the PETS to presenters, keynote speakers, DLs, and any other program participants not contacted in a similar letter from the General Chair. This is a simple, but important courtesy, not to be overlooked. Guidelines for the Selection of Aides to RI Officers The role of the aide to the RI president or other RI officer is to provide assistance and information to the officer before, during and after the visit of the officer. The selection of the aide should be based on the ability of the individual(s) to fulfill the responsibilities of the assignment. Please take the following guidelines into consideration when appointing a Rotarian to serve as the aide to a visiting RI officer.

     

13. Selection of Aide for Guest Speakers: All Aides shall be a knowledgeable and experienced Rotarian, preferably a past district governor or past director, with an understanding of Rotary protocol, and be well-versed in All Ohio PETS activities and information;Be available to the officer throughout the visit/event;Have the stamina to maintain the demanding schedule of the event;Be well organized, punctual and patient;Be fluent in the language of the officer and able to provide interpretation if the officer is not conversant in the language used in the host area;Provide/arrange transportation for the officer, if needed;Be fully informed on the officer's schedule and needs;Be able to carry out all duties outlined in the "Guidelines for Aides to Rotary International Officer."

    Duties of an Aide

    The duties will vary depending on the duration of the stay and the type of activities planned. The overall responsibility is to be sure that the officer is comfortable, arrives on time for all events, and enjoys the visit. The following guidelines are to be followed by the aide(s):

    Before arrival, the aide's responsibilities are to:

    • Send information to the officer giving details about himself/herself, such as address, telephone and fax numbers, and name of spouse and photos, if possible;
      
      
    • Inform officer of any special dress obligations (formal wear, etc.) during the time of the visit; ask for any specific requests from officer;
      
      
    • Send the officer, or confirm that event organizers have sent, complete program for the entire time of the visit, including information on all presentations or speeches the officer will be expected to make and any other commitments, visits or activities in which he/she will be expected to participate, as well as general background on the host club(s) and/or district(s);
      
      
    • Have information on hand as to medical help (hospital, doctor, dentist) for emergencies;
      
      
    • Inquire about any special accommodation needs or preferences the officer may have (type of beds, smoking/non-smoking, etc.) and any dietary restrictions or allergies;
      
      
    • Check hotel arrangements:
      • Pre-register officer (and spouse, if appropriate);
      • Have key to deliver to the officer personally;
      • Check room to make sure that it is ready for occupancy;
      • Check billing instructions, so there are no problems with checkout. Be sure that arrangements for payment are clear. If the officer is expected to pay directly, be sure the officer is aware of this prior to check-in. Review the hotel bill on behalf of the officer;
        
        
    • If there are registration materials and/or badges for the event, secure that material in advance and check to be sure names are spelled correctly and that all necessary material and information is included in the materials.

    During the officer's stay, the aide's responsibilities are to:

    • Meet the officer at the airport (or other point of arrival), assist with baggage as needed and provide transportation, as needed, throughout the visit;
      
      
    • Be sure the officer knows how to contact you at all times during his/her stay;
      
      
    • Be sure the officer knows the exact time he/she is to be picked up for any activity;
      
      
    • Escort the officer and his/her spouse to each activity and stay with them at the activity. If possible, know the seating arrangements in advance and have your seats as close to them as possible;
      
      
    • Introduce the officer to other participants and provide as many opportunities as possible for the officer to interact with other Rotarians and guests. However, it may also be necessary to be available to help move the officer through a crowd or prevent one person from monopolizing the officer;
      
      
    • Be attentive to any need of officer and spouse during the activity; be protective and helpful, but not overbearing or intrusive;
      
      
    • Handle any gifts or literature the officer may receive. If possible, make sure a business card is attached to these items. If necessary, send gifts to the officer's home or office following the event. Please also send a list of the gifts received with the complete name and address of the giver;
      
      
    • Keep the event organizer(s) informed about any needs or desires of the officer;
      
      
    • Do not plan any activities other than those already planned by the coordinator of the event, unless specifically asked to do so by the officer;
      
      
    • Be ready for the unexpected; to the extent possible, anticipate situations; do not be afraid to ask officer what her/his wishes are;
      
      
    • Be prepared to carry out various "ad hoc" responsibilities. For example, you may be called upon to serve as "photographer" for those wishing to have photos taken with the officer.

    Following the event, the aide's responsibilities are to:

    • Provide (or arrange) transportation back to the airport (or other point of departure) for the officer and spouse, including assistance with baggage;
      
      
    • If needed, ship large gifts or mementos to the officer.

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Duties of the Registration Committee

1. Review registration forms previously used. Update forms with new fee schedule, meal prices etc. When complete, by the second meeting, submit to the Steering Committee for approval. When approved, proceed to print. (Unless the Operations Chair will print) Registration should have at least 75 blanks on hand for last minute use.

   6600 Blue, 6630 Pink, 6650 Green, 6670 Yellow, 6690 Orchid
   AGs Orange, Committee members White

    

2. Receive completed registration forms. Summarize totals from each district with names, clubs’ identifications, meal counts, what the meal choice are and breakdown on the participants: PEs, PDGs, DGs, DGEs, DLs, AGs, committee, partners and others.

    

   • Send an email summary, weekly, to the DG, the DGE, AGs and General Chair or others as requested. The weekly summary is extremely important and should be given special attention to accomplish. A weekly summary is to be sent to the Facilities Chair. Send daily the last two weeks.

    

3. Acknowledge each registrant with a reply. A preprinted postcard and mailing label can be used. In such a case, the registration committee will provide/print the postcard and an additional set of labels for staff, DL’s, and PE, etc.

    

4. Order needed name badges, ribbons and registration packet envelopes. Name badges are to be of the size that will allow for the largest possible first name to be printed in bold.

    

5. Complete registration packets will include the following items: Badges; PE and partner, program(s), Welcome letter, meal tickets for fish or vegetarian, and any information agreed upon by all DGEs. Packets should be boxed by district and placed in “alpha order” by club name.

   1. Packets having a “Balance due” or refund should be given to the PETS Treasurer. The Treasurer will be located at a separate table to handle these transactions. To assist those that pass out the envelopes, balance due envelopes should have a “flag” to help identify them and send them to the Treasurer’s location.

6. Record checks, money orders, Visa/MC, etc. and forward them to the PETS Treasurer for a weekly deposit.

7. On Friday and Saturday of PETS, give each District Registration Box to the DGE and their partner for dispensing of the packets. The Registration Chair will sit with the Treasurer to collect unpaid fees and sign in last minute arrivals. Registration will provide a computer and printer to accomplish all needs for late registration. (Remember to bring the printer driver)

8. Prepare final tally of registrants by PEs, PDGs, Partners, DGs, AGs and others. Make available to each DGE and DG and to the General Chair. Prepare a list of all clubs not in attendance or not represented. Give the list to each DGE so as to allow them to contact the clubs as soon as possible, following PETS.

9. Give or mail all unpaid bills to the Treasurer and settle all accounts as soon as time permits.

10. Turn over all unused materials to the Steering Committee Chair of the District responsible for Registration at the next PETS.

11. Pre-assign all PEs to cluster groups. Be sure that the DL’s receive the appropriate list for their group.

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Duties of the Sergeant at Arms

Obtain a working list of volunteers for these duties, as far in advance of PETS as possible.

1. Place easels and signs provided by the DGE at each meeting group for Plenary Sessions and Discussion Clusters to guide attendees to the proper location. Retrieve signs at the end of the day and/or end of the PETS. Know the program and hotel layout. Return to the respective DGE.

    

2. Assign at least one member at each entrance as a greeter, near the hotel registration, the escalator, top and bottom.

    

3. Assign one member of the committee to be responsible for the Partners Program and to answer any questions concerning the program. Be available to go for other resources/needs. Work with the Partners Program Chair.

    

4. Have two Sgt. at Arms at the Registration Desk Friday afternoon and all day Saturday.

    

5. Have a committee of six to eight Rotarians that can be depended upon to serve as Sgt. These will be used from the pool of AGs not serving in other capacities.

    

6. Confirm with the Operations Chair to make sure enough Sgt. at Arms orange vests are available. (15-16 is sufficient) Provide a Rotary bell for the head table.

    

7. Taking of attendee counts at all sessions of the Seminar shall be the duty of the Sgt. at Arms including counts in the Plenary Sessions and the Discussion Clusters. The Sgt. at Arms Chair is responsible for informing the General Chair of any “housekeeping” announcements that need to be made to the attendees.

    

   • It is imperative that accurate counts be taken at all of the meal functions. The count is to be confirmed with the hotel and the Institute. A copy for the General Chair and Hotel Liaison.

    

8. Be responsible for positioning place cards on tables at Plenary Sessions. “Cardboard tents” and markers should be provided for use in the Discussion Clusters. Those attending will make their own name card. Submit request to Operations for materials. Suggested paper is card stock (67 LB), markers, black and broad for easy reading.

    

9. Check before each general session to make certain that a lectern has been provided, if required, check to be sure that the microphone is turned on and working. Check each of the rooms where the District Dinners/meetings will be held. Determine if they require any A/V. Determine the location and method for dimming lights, if required.

    

10. Collect and turn over to incoming Sgt. at Arms Chair; signs, vests, pens and any other materials provided.

     

11. Have materials such as tape, zip ties, scissors, string, duct tape and extra markers available.

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Duties of District Governor-Elect

 Meet with fellow DGEs in May or June to give direction to the committee as to your goals for All Ohio PETS.  The committee will then proceed to make the All Ohio PETS seamless for you.

1. Attend and participate in ALL Steering Committee meetings.

    

2. Be sure that the DGN and DGND attends all planning meetings.

    

3. Provide the necessary labels to every Chair, as needed. Avery 5160 preferred.

    

4. Have the Assistant Governors in place for the year of service by the second meeting. Have labels prepared for them.

   *Purchase binders for the PE workbook. Two-inch binders work well. White is the color for the binder. The inserts (front and spine) will follow the same color scheme as for registration. Operations will print.

   6600 Blue, 6630 Pink, 6650 Green, 6670 Yellow, 6690 Orchid
   AG Orange, Committee White

    

5. Assign a PDG, from their district, to serve as Chair of the committee assigned for that year based upon each indivigual district's operating procedure. 

    

6. Help organize what materials will be in the PE notebook. Suggested items include:
   • Rotary Leadership Guide, The Glorious Burden
   • “What is Rotary”
   • ABC’s of Rotary, if available
   • The Rotary Foundation Facts
   • A Guide to Annual Giving
   • Recognition and Contribution form
   • Recognition Transfer Request form
   • TRF Mission, Two needs, Two Ways of Giving
   • Benefactor Commitment card
   • Sustaining Member card
   • The RI Catalog
   • Information on the RI website and its use
   • Any other information as agreed by all five DGEs
   • Russell Hampton catalog and others that are procured
   • Separate personal letter from each DGE and spouse to PE and spouse. 

    

7. Actively promote the attendance of every PE. If the PE cannot attend, encourage an alternate to attend for the benefit of information and training.

    

8. Encourage the Rotary Club to pay the expenses for the PE and partner to attend the All Ohio PETS program, including registration, meals and hotel. *As recommended by their district guidelines.

    

9. Promote and encourage the attendance of partners of the PE to attend and participate.

    

10. Have the spouse of the DGE prepared to participate in the planning and/or execution of the Partners Program.

     

11. Provide three metal easels, new “post it” paper for the easel and 12 new large markers.

     

12. Have spouse (where applicable) write letter to spouse/partner inviting them to participate.

     

13. Provide pins for the Commissioning Ceremony…for PE and spouse.

     

14. The DGE will determine the program content, with advice from the Steering Committee; all decisions by the DGE will be final.

     

15. Each DGE shall order additional materials as required, for their district, from RI in a timely fashion. This will cover for all AGs, and any other pertinent personnel in their respective district.

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Duties of the Facilities Chair

1. The Facilities Chair will negotiate all contracts with the PETS venue and any other facility required for meeting space. The space will be for the usual requirements based upon the needs of the committee. This will cover all meetings for the Steering Committee as well as for the actual PETS Program. The FC shall investigate and suggest venues for future PETS.

    

2. The FC may appoint an assistant.

    

3. The FC shall contract, for the best rates, two to three years in advance.

    

4. There will be a continental breakfast arranged for each Steering Committee meeting.

    

5. Upon request of the General Chair, the Facilities Chair will request lunch for the committee, charges to be covered by the PETS Treasury. (This is done when there is an extended meeting schedule)

    

6. The Facilities Chair will arrange for all sleeping rooms needed by the guest speakers. Arrangements will be made for all amenities for each guest speaker. Smoking and non-smoking will be assigned by request. Any other special needs/requests will be handled. The General Chair shall inform the FC of the arrival and departure times of all dignitaries, as early as possible.

    

7. With approval for the meal selection, the FC shall order accordingly. Timing and food selection will be based upon consideration of any religious holiday, the program, etc.

    

8. The FC will make all arrangements for all food and beverage to be served during the conference. Breaks and their number will be decided by the Steering Committee and program.

    

9. The FC shall coordinate all needs of the DGE, A/V equipment, registration tables, chairs, baskets, etc. The fees for such needs are to be paid by each District. The FC shall coordinate all tables, signs, etc. needed for Registration and Treasury, with the hotel. The FC will coordinate the needs of the speakers, A/V, lighting, etc.; PETS treasury will pay for those needs.

    

10. The FC will coordinate with the RI Merchandise Vendors, for their attendance, fees to be paid, electrical needs, etc.

     

11. The FC meets with all key hotel personnel for the purpose of explaining the PETS program, having knowledge as to who will assist in the various needs during the weekend. The FC is the only person authorized to request items from the hotel staff; that will require or incur any fees, changing of the contract or other items deemed the responsibility of the FC.

     

12. The FC will review every detail of the PETS program invoice; make corrections or amendments, as needed. The bill will not be forwarded to the Treasurer until such corrections are made.

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