"In the life of every Club, social gatherings and meetings are moments of fundamental importance. To ensure events are properly organized in a spirit of training, friendship and conviviality, this Protocol Guide provides the guidelines and instructions the Prefect needs to carry out their duties."
— Guido Bosi, District Representative, Rotaract District 2050
The Prefect's role
The Prefect plays a key role within the club: they must ensure the rules set out in the Protocol Guide are followed, for the correct organization of events and gatherings.
The Prefect:
- Must handle any organizational or logistical issue, coming up with practical, easy-to-implement solutions;
- After the bell and the anthems, the welcome remarks may be given by the President or by the Prefect, drafted beforehand together with the President (at the President's discretion);
- Acts as the perfect host, welcoming guests and making sure the Protocol Guide's rules are followed and every guest is correctly seated according to their role.
Practical tips:
- Assess the venue based on the type of event being organized;
- Choose the menu, informing the venue of any allergies or intolerances, and have it printed;
- Define the meeting's running order together with the President — the venue staff must also follow it; printed programme cards can be handed out to guests;
- Make sure the venue is clean and tables are arranged correctly according to the guidelines;
- Remember to state the required dress code on invitations, so every guest feels at ease; invitations should be sent well in advance, with directions to the venue;
- When seats are assigned, prepare place cards to help guests find their seat.