RESOURCES

Events

 

The framework, resources, guidelines, and accountability for ESRAG leaders to run events at district conferences, zone summits, PETS, Rotoractor events, major Rotary events and other non-Rotary community events.

General Resources

Green Events Handbook

To educate and inspire Rotary members and friends around the world to take club action to reduce the environmental footprint of their events.

ESRAG Brand Guide

A guide to logo usage and image best practices.

Digital Business Cards

For active ESRAG members, submit your information to be added to our digital database.

Photo Release Forms

Model Release Form
(if a person’s face is recognizable) 

Creator Release Form
(The person who took the picture, video, or audio owns the work.)

Rotary International

Rotary International’s Brand Center helps you navigate logos, messaging, images, colors, typography, and more.

UN Communication Materials

The UN provides guidelines and information on the use of their sustainable development goals.

Event Planning

Step 1: Plan
  1. Why is this event being held? Why is your organization involved?
  2. Who are your audiences?  (their needs and interests, include sample personas?)
  3. How can your team reach them and measure those different efforts? 
  4. What green goals are most important for your team to accomplish?
Step 2: Implement

Coming soon

Step 3: Measure

Coming soon

Step 4: Offset/Compensate

Coming soon

Step 5: Reflect

Coming soon

Expenses/Reimbursements
  • In advance, contact the Chapter Chair to see if there is money in the budget to cover the expense.  Please include the following documentation 
    • Goals for the event
    • Cost proposal, bid, or projected cost
    • Description of the service
    • Payment due date
    • Method of payment
  • The Chapter Chair will check with the Membership, Communications, Treasurer, and/or the Fiscal Divisions to determine the amount of the expense that can be reimbursed.
  • Reimbursement Steps.
    • Submit an invoice to the Treasurer, Chapter Chair, and Division(s) Director covering the expense
    • Consider including a copy of the email that approved the expense.

Presentation Resources

Table & Booth Resources

Practical Considerations

  • What’s available at your venue? How can you take advantage of their presence or lack of their presence? 
  • Availability of: Wifi, cellular network, water, food, exposure to elements, power, trash/recycling, places for visitors to rest.
  • What will people want, and how can your team provide that?
  • Signing up members?  
    • Check wifi capacity.  It’s worth it to purchase faster connectivity from third party vendors.
    • Train volunteers in advance with reminders right before the event:
      • Check if they are a member. 
      • If not a member, show them how to fill in the data
      • If their credit card doesn’t work
    • Have laptops, chairs, and treats to keep visitors happy while completing the membership form
    • Prepare backup paper membership forms & check with the Membership Division on how to secure payment if Wifi goes down
    Developing Powerful Presentations

    First Steps 

    • Identify your audience – this will help you ‘hook’ your audience

      • Develop an Impactful Short Title – (your hook)

    • Establish the goal for your presentation

      • Draft an outline/map with steps of how you get to your goal 

    Your presentation

      • Include Stories – making it personal makes it memorable

      • Make connections to the Rotary 4 Way Test

      • Remember ESRAG & Rotary are International 

        • Consider language (translation etc)  & culture – 

        • Define acronyms first time seen (ie ESRAG, RI, ……

      • What ‘take a way’ do you want your audience to leave with? Why are you presenting – information, advocacy, connections.

      • Can you have a concrete action that can be done by the attendees?

    • PRACTICE – PRACTICE – PRACTICE – become familiar with your presentation so you present rather than read.

      • Practice at least 3X or more + stand back 6-8 ft away from your computer/laptop and RUN the PowerPoint as though you were presenting it – (you will find what works, what timing needs to change, IF your notes show, etc.)

      • If you can’t read it your audience may not be able to read it from their phone OR in a face to face presentation.

    Points to consider

    PLAN on a full draft of your presentation to be completed at least 2 weeks before it is due:

    • Gives you time to practice and make changes that will be needed

    • Limit animations (not all mac will translate to pc – AND not all viewing the presentation later will have those animations available) 

    • Beware of information placement at bottom of slides (when presenting in a conference not all individuals maybe able to see throught the head sitting in front of them

      Photo Tricks

      • Please be sure creator & model release forms are completed. Forward the completed forms and your pictures of the event to communications@esrage.org 

      • When you want to increase the size of your photo pull from a corner to keep the scale and reduce possibilities of blurring

      • If possible – pictures on same slide should be of same size – (click on your picture and Picture Format appears in the top ribbon )

      • Click on Picture Format tab to adjust colors – think about where you will be presenting your power point – you may want to lighten or darken the slide – use these buttons

      • Use this same section to reduce all pictures and delete cropped areas of pictures you cropped.  Saves bites in sharing your power point saving

      PowerPoint Tricks

      • Fonts +

        • Primary fonts: headlines and navigation label (Open Sans & Arial)

        • Secondary fonts: body text, secondary headlines, and captions (Georgia)

        • RI Brand Central Resources  (colors, fonts, graphics, images, logos & more) 

        • Use font size NO smaller than 28 (makes for ease of reading)

        • Condense words – use no more than five words per line of text, five lines of text per slide, or five text-heavy slides in a row

      • Design 

        • The background should be the same throughout the presentation 

        • Dark text on a light background is your best bet for visibility

        • Is there a template to be used for the conference? 

        • Is there a logo/theme for the conference to appear on all (or most) slides?

        • Beware of filling slide with words – many conference spaces participants are sitting on floor NOT in theater settings – your participants can have a hard time seeing through the heads in front of them.

      • Know your time allotted and MAKE your presentation shorter – 

        • Things go wrong

        • Allows time for Q&A and discussions

        • Be sure you practice with a timer to know!

        Booth Resources

        Downloadable table and booth resources

        Presentation Templates

        PowerPoint templates.

        Breakout Session Activities

        Workshop activities and ideas to help spread the word and have fun.

        Spread the word

        Interested in having ESRAG promote your event? Tag us on social media and use the hashtag #GoGreenwithESRAG and we’ll share your event if it aligns with our values.

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