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Zone Conferences

Background

A zone conference is essentially the annual business meeting of your zone. Holding a zone conference gives clubs an opportunity to discuss matters that pertain to the operation of the zone, such as conducting zone service projects, holding zone sporting events or changing zone policy. It also offers a forum for the zone speakers competition and provides the opportunity to distribute various zone awards. It is also the venue for the election of the new deputy governor.

According to our national by-laws, zone conferences must be held between February 1 and March 31, but you have some latitude in selecting the actual date. However, you need to get approval from your district executive before proceeding with the timing of the conference.

When planning your zone conference, the Deputy Governor works closely with the host club to ensure that the facilities, food and fellowship are well planned. Make sure they know what the requirements are for a meeting room and for audio-visual equipment.

At least 30 days prior to the conference the DG forwards a copy of the proposed agenda, and the host club forwards the budget to the district executive. The official call to the zone conference, together with a copy of the agenda and any resolutions, should be sent to each club in the zone at least 20 days prior to the meeting.

Each club president should submit a report for the meeting in writing. The report could include information such as membership statistics, projects, participation in district and national programs, upcoming functions, special anniversaries, or names of award winners.

**Encourage each club to have at least one joke for the meeting. The D.G. needs to forward a copy of the minutes to the district executive and to each club in the zone within 30 days of the conference

Zone Conference - Things to remember

• Mail clubs an official call 30 days prior to the event with the date, location, cost, and time, as well as the theme, if applicable.
• If any clubs have submitted resolutions, they must be circulated to the other clubs 30 days prior as well.
• Outline the day's agenda along with any other details clubs will need to know.
• Request a joke from every club to keep your meeting interesting.
• Remember to request your presidents' reports on their club activities. Always give yourself a few days extra if you are setting a deadline for them.
• If time permits, try to provide some type of personal development through a workshop, video presentation or handout of printed material.
• Appoint a secretary for each portion of your meetings and also a rules of order chair.

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