Rotaract in Great Britain and Ireland

JohnB · Posted: Sat May 05, 2007 8:22 pm Post subject: District Ball... Any advice?

I'm thinking of organising a district ball next year. Is there any useful advice you could give me? I, and those I'm planning on roping into the organisation of it, have never organised a ball.

EmmaD · Joined: 09 May 2007 Posts: 11 Location: High Wycombe, D1090

Hey John!

I'm not sure if you know, but Event Management is 'my thing'. I am more than willing to lend a hand and can have a chat with you next time we see eachother - or via email!

Main thing to remember is be conservative with numbers - if you go over your orignal plan ... then great, but there is nothing worse that expecting lots and not reaching the target. Less is more!

JohnB · Posted: Wed May 09, 2007 1:43 pm Post subject:

Well, I think the default assumption will be most of the people in our club, plus the same again from other districts perhaps.

The idea is to provide a bit of a carrot for new clubs forming in the district. People like going to balls, and people might be more inclined to hang around if there's a ball at the end of the year.

We'll also be able to put up a whole bunch of people to bring the costs down.

gillianwain · Posted: Wed May 09, 2007 6:38 pm Post subject:

I wonder if you're right about people "liking" balls. I sometimes look round at a ball and it all seems a bit hooray henry and anarchic. I like it, and I like the traditions that we have in Rotaract – toasting the Queen and leaving jackets on until after the loyal toast and so on, but I can't help wondering what outsiders must think. And fewer people seem attracted to ball-type events, saying that £35 plus staying over plus a new dress is too expensive. Although I shouldn't really be saying all of this as I am helping to organise our district ball next year!!

I think if you're doing it as a social Rotaract event – as you outline above – you need to plan for it to be small. A big fundraising event needs to attract big corporate groups, and not be aimed at Rotaract.

We have just been through the steps of choosing the date, hotel and theme for next year's district ball, working out that we can have a disco but probably can't stretch to a band, and sorting out posters and tickets and how we're going to attract Rotaractors from throughout RGBI. I think it's like organising any event, really – the same elements whether you have a barn dance or ball. But then comes the tricky task of getting Rotaractors to commit to coming. But that’s a whole new topic…

JohnB · Posted: Wed May 09, 2007 7:18 pm Post subject:

Michelle Johnson · Joined: 10 May 2007 Posts: 1 Location: Deben, District 1080

Not very ball like but if anyone likes band music and wants to come along to a cheap (read very) music day in Ipswich (or 2) then I can recommend kipping on my floor and doing the SAF music day 16 th June or Music on the Green 14th July.

Happy Eurovision parties, Michelle Smile

_________________
Michelle

gillianwain · Posted: Fri May 11, 2007 12:23 pm Post subject:

Of course, if you want to organise a ball, why not bolt on the extras and host an RGBI Conference...bids are being sought for 2009 after all! And it would be great to have it in D1080 - romantic Cambridge, historic Norfolk, the wild coast - lots of attractive places to choose from. And you lot, with all your experience, would host a great conference...

JohnB · Posted: Fri May 11, 2007 12:28 pm Post subject:

You shouldn't say things like that...

It's something we've considered, but I think if we took it on, the conference would take precedence over expanding the district, which wouldn't be a good thing.

gillianwain · Posted: Fri May 11, 2007 7:44 pm Post subject:

Hmm, I'm not sure I agree. I think activities like that build a district. There are periods of very concentrated activity, and quieter times between, so it's not like it all stops for conference. I can tell you're tempted....

rotaract · Site Admin Joined: 27 Apr 2007 Posts: 7

I have brought the topic up in our club. As the only active cliub in the district, a conference is way out of our league. I'm not going to be around for very much longer either, and I'd rather leave the descision to the younger members of the district that we're handing over to over the coming months.

2010 perhaps (although if I am around then, I'll have been a rotarian for a couple of years already), or we could take on a part of the organisation fot a neighboring district.

gillianwain · Posted: Sun May 13, 2007 3:10 pm Post subject:

Putting my wise old Rotarian hat on Rolling Eyes

, let me tell you a story…I realised a few years ago that there many excuses for not doing things in life. I was chatting to a friend in a neighbouring club about Rotaract and the lack of a candidate for District Chairman in our district. Neither of us had been a DC, and both would have probably made good ones. I confided that I had never stood for DC because I thought that it would be a difficult job, and without the support of a partner I felt it would be too hard for me to do. He replied that he had never stood for DC because he felt it would be unfair on his girlfriend (now his wife). So our district lost the potential of two good DCs for the sake of opposite excuses, neither of which makes much sense when held up to the light! From then on, I have vowed never to make excuses for not doing things.

I do understand what you’re saying, although I disagree that hosting a conference would be “out of your league”. Look at the excellent 2006 conference, organised by a team headed up by a Rotaractor who had a baby just weeks before the conference started! If you were the organisers, you would get help from outside your district if you asked for it.

But I do appreciate that you, Michelle and Mark are a bit long in the tooth and that by 2009 you will hopefully have moved on to Rotary (it’s okay…breathe…there is life after Rotaract!). But it does seem a shame not to consider hosting 2009 and you can still host it even if you are in Rotary by 2009, and you can bring the youngsters on board to help. They would need your experience as they haven’t been to an RGBI Conference. It would be great if conferences were hosted by 25-year-old Rotaractors, but I reckon it would be worse if we didn’t have a conference at all!

I would also say that none of you should feel that the responsibility for getting Rotaract going in your district lies entirely with you as existing Rotaractors. In the end it is Rotary’s responsibility to get Rotaract moving, with your help. Only if they are motivated and interested within themselves will Rotaract start to move and continue to take hold.

Anyway, sorry if that was a bit of a lecture; I just felt I had to say something in response to your post!!

JohnB · Posted: Sun May 13, 2007 9:35 pm Post subject:

One day, there will be a rotaract conference in 1080. If I'm in rotary, I'll be right there egging everyone on!

ClaireSeale · Posted: Mon May 14, 2007 9:46 am Post subject:

Well guys, we are already planning to bid for 2010 in 1020.... get it?! And we have one club about to be chartered and 5 interest clubs. Come on - it can't be that hard!

Claire x
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Claire x

Psycho Sal · Joined: 16 May 2007 Posts: 25 Location: Eltham, SE9

John,

I have organised more balls and dinners that you can imagine! The best thing is to keep the price down (under £25 if possible), make it smart dress not black tie (everyone has a least one suit even if it's just for interviews... Cool

) and the girls get to wear pretty summer dresses. 1080 used to host their balls at Center Parcs - weekend away combined with a dinner dance...
There must be some Rotarians in your District who were in Rotaract way back when, see if you can rope some of them into helping!
_________________
Sally Till
Rotary Club of Eltham Phoenix
DRO 2007-08
DC 1996-97
RGBI Secretary 1997-98

brettbutler · Joined: 15 Jun 2007 Posts: 2 Location: Skipton, North Yorks

Eyup,

Greetings from Yorkshire - The weather is rubbish to say the least today!

Ahhh, just my thing - Events...seems as if there's a few of us that could give you a little (or big) hand.

Not only was I a radio presenter but I was the Marketing Manager of er...well...alot of radio stations in my 10 years in teh media, and Party In The Park events were my biggest challenge.

I have of course, planned the balls (so to put it).

I have an idea for you which I did and works tremendously well :

'A CHOCOLATE BALL'

ON THE EVENING INSTEAD OF CHAMPAGNE RECEPTION, YOU HAVE A LARGE CHOCOLATE FOUNTAIN WITH FRUIT AND MARSHMALLOWS ON ENTRY.

3-5 COURSE MEAL - EVERY MEAL HAD CHOCOLATE IN THE INGREDIENTS AND FOOD SOMEWHERE IN IT.

YOU CAN HOLD AN AUCTION - ONLY BROWN ITEMS THO'.

ALSO HAVE A RAFFLE AND SET UP THE RAFFLE STALL WITH ONLY CHOCOLATE ITEMS (THESE CAN USUALLY BE FOUND AND WANGLED FREE OFF THE NICE BUSINESS PEOPLE IN YOUR AREA!)

DRESS CODE IS FORMAL, BUT WE HAD EVERYONE WEARING BROWN SOMEWHERE...

IT WAS SUCH GOOD FUN.

ALSO - AT THE EVENT (NOTHING CHOCALATE ABOUT THIS THO')...

...WE PLACED A BOTTLE OF CHAMPAGNE AT THE END OF THE DANCE FLOOR (THE FLOOR WAS FAIRLY LONG) AND PEOPLE WERE INVITED TO COME AND ROLL A POUND. THE CLOSEST TO THE BOTTLE WINS THE BOTTLE - THIS MADE US £500 ON THE EVENING!

If you want a chat just call me : 07941 055452

Hope this helps.