2020 - 2021

GUIDELINES FOR HOSTING AN INTERACT MEETING

ON A VIRTUAL PLATFORM

Please see guidelines for hosting professional, personable and fun virtual meetings:
1. Send meeting invites out with enough notice for attendees to plan to be there
2. Ten minutes before, open the virtual room and have your co-host identified and all your
documents, music and videos ready to share.
a. President and Exec team videos should all be ON – you are hosting the meeting!
b. Exec team:
i. be available on WhatsApp chat as well as on the virtual platform to communicate –
keep checking WhatsApp chat and virtual chat for discussions.
ii. be support and back up for each other with input, applause, comments etc. so the
meeting flows and there are no awkward silences.
iii. Be familiar with zoom features – polls, share screen, breakout rooms etc.
c. Co-host:
i. let in participants from waiting room and welcome them
ii. give speakers notice of when their piece is coming up (either in private chat or by
WhatsApp)
iii. be ready and available to take over at any time if internet of host drops or host
audio becomes distorted.
3. Every meeting, ask participants to:
a. put their name, grade, class and position in the chat
b. change their screen name to “First-name, position”
4. Consider having a fun exercise or icebreaker at the beginning or end of every meeting –
something that is a ‘signature’ for your club’s meeting
5. Appoint a “Greeter” to welcome participants as they enter the zoom, this person
6. Ensure visiting Rotarians and guests names and positions are collected as they enter and put in the
chat for everyone to see who is in the meeting.
7. If a guest is invited to speak, they will expect to see all participants video on

Rotarian. Natasha Parchment-Clarke t. 1876 869 5940 e.natashaparchmentclarke@gmail.com

- - ROTARIAN SINCE 2009 - - PAST PRESIDENT - - PAUL HARRIS FELLOW - - CLIMATE ACTION TEAM EXECUTIVE - -
- - ESRAG MEMBER - - YOUTH & ENVIRONMET LIAISON for RC of MONTEGO BAY & RC of L.I.F.E- -
- -Currently: YOUTH SERVICES DIRECTOR, ROTARY E-CLUB OF THE CARIBBEAN, D7020 - -
 2020 - 2021

a. Interact with your guest speaker – physically: facial expressions, clapping, thumbs up etc.
and virtually with reactions.
b. Always ask at least1- 2 questions or make 1-2 comments (Exec come up with something if
participants don’t.)
c. Always have a “Plan B” in case the Guest Speaker cannot make it or loses connection - a
video on the topic or someone to take over and facilitate a discussion about the topic. The
Plan B should be on theme with the speaker’s topic
8. Guest speakers will be asked to have videos on
9. Request “video on” in your invitations and promote a “video on” style meeting. Ask participants
to turn video on once only during the meeting, but do not pressure.
10. When speaking finish with “that’s it from me” or “over to you” or sit back and mute the mic to
signify to the host you have completed your point.
11. Rotary International is non-partisan and non-denominational, so please refrain from starting or
ending the meeting with any slogans, verses, songs, hymns, chants or prayers.
a. You may use the national anthem or pledge; school motto or song
b. Speakers or participants may speak about religion or politics as part of their speech and
opinion, but Exec members should steer away from those topics.
12. Utilise the Rotary.org website’s wealth of information and include in each meeting:
a. Rotary minute – a 1-minute segment of any info about Rotary
b. Acknowledgement of theme of the month
c. 4-way-test
d. School Interact cheer
13. At the end, always state when the next meeting is going to be
14. Take a screen shot of the meeting for posterity
15. Record attendees by taking a screen shot of the participants list
16. Thank guest speakers with a virtual certificate
17. No matter how few participants you have, start on time and appreciate the attendance of the few.

Rotarian. Natasha Parchment-Clarke t. 1876 869 5940 e.natashaparchmentclarke@gmail.com

- - ROTARIAN SINCE 2009 - - PAST PRESIDENT - - PAUL HARRIS FELLOW - - CLIMATE ACTION TEAM EXECUTIVE - -
- - ESRAG MEMBER - - YOUTH & ENVIRONMET LIAISON for RC of MONTEGO BAY & RC of L.I.F.E- -
- -Currently: YOUTH SERVICES DIRECTOR, ROTARY E-CLUB OF THE CARIBBEAN, D7020 - -
 2020 - 2021

a. Try not to make comments like “oh my goodness, no-one is in the meeting today” instead
say “Thank you so much for being on time, we are going to wait 5 more minutes, please
can you text your friends, I’m going to send out a reminder in a few WhatsApp groups.”
b. Play a Rotary video or background music as you wait
c. Chit-chat to those who are in on time
18. Plan the month of meetings using the Rotary themes of the month and arrange the body of the
meetings: - guest speakers, activities, inter-clubbing, visits to other clubs etc.
19. Prepare an agenda that you use every week for your meeting and decide who is doing what before
the meeting.
Sample Cornwall College Agenda (fill in the >>)
MEETING DATE:- FRI 4 Dec
MEETING HOST: Curtis
WELCOME VIDEO: >>
LEADERSHIP MINUTE: >>
4-WAY-TEST: All
BODY OF MEETING: Discussion on execution of Christmas project - Curtis
ACTIVITY: >> (Fun & Games / tour of Rotary.org / Poll …)
MOTTO: All
FAREWELL: >>
School based clubs operate as follows:
The last meeting before Easter Holidays, the new Executive Body is voted in
During the last term of school, lower school executives and members run the club while upper school
executives and members prepare for and take exams
Over the summer – June & July, the new Executives stay in touch with members and keep the club alive
In August, Executives meet up to make plans for the new school year

Rotarian. Natasha Parchment-Clarke t. 1876 869 5940 e.natashaparchmentclarke@gmail.com

- - ROTARIAN SINCE 2009 - - PAST PRESIDENT - - PAUL HARRIS FELLOW - - CLIMATE ACTION TEAM EXECUTIVE - -
- - ESRAG MEMBER - - YOUTH & ENVIRONMET LIAISON for RC of MONTEGO BAY & RC of L.I.F.E- -
- -Currently: YOUTH SERVICES DIRECTOR, ROTARY E-CLUB OF THE CARIBBEAN, D7020 - -