Summer is one of the best times for Rotary to shine.
From community celebrations and parades to service projects, fundraisers, and hands-on outreach, our clubs are highly visible in the communities we serve. These moments are powerful opportunities to strengthen Rotary’s public image and help people better understand who we are and why our work matters. I created a Public Image & Event Promotion Checklist for your clubs to use.
Here is a quick, practical guide for promoting summer events and service projects.
You can also print it out for use by clicking here.
Before You Begin
☐ Identify your audience (community members, families, potential members, partners)
☐ Define the key message: What is happening, why it matters, and how Rotary is involved
☐ Decide where you’ll share information (social media, club website, email, flyers, local media)
☐ Define the key message: What is happening, why it matters, and how Rotary is involved
☐ Decide where you’ll share information (social media, club website, email, flyers, local media)
Brand & Messaging Best Practices
(Aligned with the Rotary Brand Center)
☐ Use official Rotary logos and templates from the Brand Center
☐ Focus on People of Action — show Rotarians actively serving
☐ Use plain, welcoming language for public‑facing materials (avoid Rotary acronyms)
☐ Keep branding consistent (colors, fonts, look and feel) across all materials
☐ Always include a call to action (Attend, Volunteer, Learn More, Join Us)
☐ Focus on People of Action — show Rotarians actively serving
☐ Use plain, welcoming language for public‑facing materials (avoid Rotary acronyms)
☐ Keep branding consistent (colors, fonts, look and feel) across all materials
☐ Always include a call to action (Attend, Volunteer, Learn More, Join Us)
🔗 Helpful resource: Visit the Rotary Brand Center
Photo & Video Checklist
☐ Capture real moments — people working, interacting, helping
☐ Avoid posed “grip‑and‑grin” or oversized check photos
☐ Show diversity and teamwork (two or more people in action when possible)
☐ Get photo permission when needed
☐ Plan to reuse photos after the event to highlight impact
☐ Avoid posed “grip‑and‑grin” or oversized check photos
☐ Show diversity and teamwork (two or more people in action when possible)
☐ Get photo permission when needed
☐ Plan to reuse photos after the event to highlight impact
Event Promotion Timing Guide
(Recommended best practices — flexible based on event size)
4–6 Weeks Before
☐ Share a “Save the Date” on social media and your website
☐ Notify partners and ask them to help share
☐ Submit to community calendars or newsletters (if applicable)
☐ Share a “Save the Date” on social media and your website
☐ Notify partners and ask them to help share
☐ Submit to community calendars or newsletters (if applicable)
2–3 Weeks Before
☐ Post event details again with more specifics (location, purpose, audience)
☐ Share why the event matters and how it benefits the community
☐ Begin posting at least once per week
☐ Share why the event matters and how it benefits the community
☐ Begin posting at least once per week
Week of the Event
☐ Share reminder posts (1–2 posts)
☐ Highlight volunteers, preparations, or behind‑the‑scenes moments
☐ Invite last‑minute attendance or participation
☐ Highlight volunteers, preparations, or behind‑the‑scenes moments
☐ Invite last‑minute attendance or participation
During the Event
☐ Capture photos or short videos of Rotarians in action
☐ Post a quick same‑day or next‑day highlight when possible
☐ Post a quick same‑day or next‑day highlight when possible
After the Event
☐ Share results, impact, and gratitude
☐ Thank partners, volunteers, and the community
☐ Include a next step (Learn more, attend another event, contact the club
☐ Thank partners, volunteers, and the community
☐ Include a next step (Learn more, attend another event, contact the club
Need Support?
Public Image doesn’t have to be overwhelming. If you’d like help:
- Finding Brand Center resources
- Reviewing flyers or posts
- Brainstorming promotion ideas
- Answering branding or messaging questions
👉 Please reach out to me — I’m happy to help.
Stephanie Curtis, stephanie.curtis@imail.org