District Conference Review Report Update

Posted 
on Mar 27, 2016
 
The Board of Directors for District 7820 established a task force to review the approach to district conferences in response to a request from the Rotary Club of Charlottetown Royalty.  The District Conference was last studied in 2002 and the recommendations in the report written at the time had largely been adopted.
 
The terms of reference and membership for the task force were set and a report of the findings was due by April 30, 2016. The task force was composed of the following Rotarians: PDG Doug Logan (Chair), PDG Greg Coldwell , PDG Gord Hankin, DGN Don Sword, PP Dave Works, AG Carman Carroll, AG Ann Sherman, and PP Tom Davies. 
 
The report of the District Conference Review committee was received by the District Board in February and  after review was accepted by the Board of Directors on March 17th 2016.
 
In agreeing to the recommendations, the District Board will now begin the process of implementation. As the cycle for planning District Conferences is fairly long, (planning for the 2016-17 conference is almost complete and the 2017-18 conference is underway) the impact of changes  will unnecessarily be spread over time.  The first step will be to establish the District Conference Support Team that will be responsible for working with the existing and future local conference committees to implement recommendations over the next few years.
 
The full conference report is available on the District website in the District Documents section. Comment by Rotarians in District 7820 is invited by email to District7820rotary@gmail.com.
 
Thank you to members of the District Conference Review Committee and all those who helped them with this important task. Future District Conferences will be improved by your hard work.
 
The recommendations of the report are as follows:
 
Recommendations
  1. That the District create a permanent District Conference Committee, as recommended by Rotary International and with the following terms of reference:
Committee Purpose
To ensure that the annual District Conference and Annual General Meeting provide Rotarians with opportunities to learn, network, celebrate and be inspired.
 
Overall Responsibility
The District Conference Committee is responsible for working with the District Governor, other District leaders and the local committee for each year’s conference to ensure a successful annual conference and AGM.
 
Membership
The committee will have the following membership:
  • Chairperson (ideally a three year appointment, preferably with experience organizing similar events).
  • At least three core committee members representative of the geography of the District, preferably with experience organizing similar events (ideally multi -year appointments).
  • Local Organizing Committee Chairpersons as per RI rules.
  • District Governor.
  • District Governor Elect.
  • District Governor Nominee.
  • District Trainer.
Specific Duties and Responsibilities
 
Committee as a Whole:
  • Development, in collaboration with the District Office, of Conference Manual of Operations and Policies and Procedures. This would include standards regarding learning, objectives, outcomes, ‘institutional memory’.
  • Development of the annual conference program consistent with the above.
  • Advise local committee and district leadership on budget matters.
  • Marketing and promotion, including the engagement of AGs and Club leaders in promotion.
  • Cooperate with design and implementation of District wide training plan.
  • Annual evaluation, including, but not restricted to:
    • Financial results: cost of Registration, cost of meals, cost of venue, profit/loss
    • Attendance: full conference, partners, one day, non Rotarians
    • Program: speakers, format, technology
    • Facilities: location, service
Local Committee:
  • Primary responsibility for running the event.
  • Provide input to the conference program.
  • Logistics (location, facilities, meals, transportation, volunteers, etc.).
  • Theme (ensuring consistency with overall purpose).
  • Local marketing and promotion.
  • Local ‘flavour’
  • Conference Budget.
  1. That if recommendation 1 is adopted, that the District Conference Committee’s effectiveness be reviewed after 3 years. This review should focus on at least two areas that were of some concern to the Conference Review Committee:
    1. Evaluate the Permanent Conference Committee’s membership composition and the extent to which the committee has been successful in representing the District’s diversity.
    2. Evaluate the effectiveness of the working relationship between the District Conference Committee as a whole and each local committee. In particular we would want assurances that a consistent centralized approach has not damaged the ability of local organizers to influence the conference program or to add an innovative local flavour.
       
  2. That a Strategic Training Plan be developed to ensure that District Training and District Conference priorities are integrated so as to provide the most effective learning and development opportunities possible.
  3. Beginning immediately, that all conference records be maintained in the District office so as to allow continuity and accurate record keeping. At a minimum records should include:
    1. Financial Results, including
      1. Cost of Registration
      2. Cost of meals
      3. Cost of venue
      4. Profit
      5. Loss
      6. etc
    2. Attendance, including
      1. Full conference
      2. Partners
      3. One day
      4. Non Rotarians
      5. etc
    3. Evaluation, including
      1. Speakers
      2. Format
      3. venue
    4. Conference Organization, including
      1. Committee Names/Responsibilities
      2. Manual of Operations (include protocols, standards, etc.)
      3. Timelines
      4. Venue Information
      5. Vendors, etc
  4. That the practice of scheduling the District Conference during the spring of each year continue and that it be for two days, either Friday and Saturday or Saturday and Sunday.
  5. Wherever possible, that any PE and/or SE training to be conducted at the time of the District Conference be held within the above two days so as to minimize time commitments required of attendees.
  6. That the District Conference Committee review the suggestions made in our survey regarding the use of technology and innovative approaches that might enhance the conference experience.
  7. That the District Conference Committee make marketing and promotion of the conference a priority.
  8. The District Conference chair serve for a three year term and that he/she have event organization and/or hospitality industry experience.
  9. That the District Conference Committee membership include a Rotarian with marketing expertise.
  10. That the cost of future conferences continue with the range established over the last few years.