Rotary International Convention Checklist

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Rotary International Convention Display Checklist

  • Banners -6 for a Corner Booth, 9 for a Side Booth
  • Banner for front of display table
  • 3 Under Table Cloth Banner Support Brackets, with round head 1/4 chrome bolts
  • Table Cloth
  • Candy Bowl
  • Candy (can be purchased locally)
  • Duct Tape
  • Two sided stick tape (check and see if still good)
  • Velcro (check and see if adhesive is still good)
  • Clear 2" Scotch Tape
  • Banner Hooks 3 per Banner + 6 Extras
  • 1" dia. Key Rings for Hanging Banners
  • Stapler
  • Charger Cords
  • Power Strip
  • Power Adapters for Host Country
  • Voltage Converters
  • 1000 Thousand Smiles Flyers (used 484 in 2019 Hamburg Convention)
  • Business Cards for Each Volunteer
  • Passports
  • Suitcase Hook Scale
  • Camera (optional - iPhone will probably suffice)
  • GoPro and tripod(optional)
  • Car GPS (Program key points before departure)
  • Umbrellas
  • Computer
  • Thumb Drive with videos
  • Media Player
  • TV Tripod Stand
  • TV (Can be bought locally, Save box for return to San Diego)
  • Cell Phone Chargers and Power Pack (power pack very important)
  • Hands Free Cell Phone Unit (optional - most rental cars now have hands free)
  • Scissors
  • Wire Cutting Pliers
  • Multi-bit screwdriver


  • Water
  • Snacks
  • Candy if not purchased before departure

Things to do in advance

  • Convention Parking Pass
  • Convention Stand Electicity
  • Convention Stand Furniture
  • Convention Stand Lighting
  • Reserve Hotel or AirB&B
  • Airplane Tickets
  • Rental Car Reservation
  • Rental Car Insurance
  • Voting Delegate Papers
  • Check with your Carrier on Cell Phone, Messaging and Data Charges

At the Convention

  • Hang banners on back wall in logical order with impacting pictures where they will be at passer by's first sight
  • Set up table in front of booth with 2 or 3 sets of brochures fanned out, business cards and candy bowl in the center at hands reach for passerbys
  • Try to have at least one person in front of the table at all times making eye contact and verbally greeting the passerbys
  • Try to keep telephone, smart pad and computer use at a minimum in the booth. If you are not making eye contact with the people they will usually walk right by without seeing what is in your booth
  • Keep the booth manned all the time the House of Friendship is open
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