UA Rotary In-Person Meetings Updated Protocol

UA ROTARY TO RESUME IN PERSON MEETINGS IN JUNE

REV. 5.27.20

With Governor DeWine announcing that event facilities can resume catering and hosting groups of up to 300 beginning June 1, we are pleased to announce that UA Rotary will begin hybrid in-person/Zoom meetings at Scioto Country Club and the Schmidt’s Reception House at Raymond Memorial in June. We are trying to be as thoughtful as possible in how we do this in order to provide the safest environment while continuing to provide the social interaction that has long been a hallmark of our club.

In order to follow state mandates and hold these meetings as safely as possible, for the time being the meetings will be somewhat different than what we’ve done in the past.

PROCESS

  1. Due to physical limitations of the facility because of social distancing mandates, initially we will have a capacity of 50 members permitted to attend in-person at Raymond.  The capacity at Scioto CC is yet to be determined.
  2. Tables will be set up to allow for 6′ separation of seats.
  3. There will be a limit of four persons to a table with 6′ of separation from each other.
  4. We will maintain social distancing of 6′ at meetings.
  5. We will enter the meeting room and exit through different doors. Members should observe 6′ distance when picking up and putting away their badge.
  6. Greeters will maintain 6′ separation and will offer waves and hellos instead of handshakes.
  7. Masks are not required but are certainly permitted.
  8. Meetings will be livestreamed on Zoom as we have been doing the last two months and members will be able to participate with announcements and questions for the speaker.  We will have a video camera shooting the podium/speaker and what is going on on-site and the big screen at the venue will be showing our Zoom feed to create connection between those on-site and those participating remotely.

ATTENDANCE/ENGAGEMENT/RESERVATION SYSTEM

  1. We will not be taking attendance or tracking engagement during this time period.  Perfect engagement for the 2019-20 Rotary year will be determined with data through 3/15/20. 
  2. Due to the fact that our initial on-site capacity is 50 persons, members will be required to submit an online reservation to reserve a seat at lunch.  An email invite will be sent and the reservation system will open at 3 PM one week prior to each meeting.  The reservations will be accepted first come, first served.  Reservations will close when capacity is reached or at 5 PM on the Friday preceding the meeting, whichever occurs first. Initially, we will not allow non-member guests to attend in-person unless they are the featured speaker or associated with our speaker.  Members are welcome to invite guests to participate via Zoom.
  3. Any member who reserves a spot for lunch will automatically be billed on their next quarterly dues statement for that lunch whether they attend or not.  Please only make a reservation if you are going to be attending the meeting in-person.

FOOD/DINING

  1. State mandates do not yet permit buffet dining so menus will be determined in advance and food and beverage service will be provided by servers at the facility.
  2. Members with special dietary requirements (vegan, allergies, etc.) will be able to make special requests.

GENERAL

  1. We will be resuming our regular schedule of weekly meetings beginning June 2nd.
  2. If you have symptoms of COVID-19, suspect you could have COVID-19, or have been exposed to someone with COVID-19, do not attend in person.  Participate in meetings via Zoom until your health is cleared.
  3. All data appears to show COVID-19 being particularly dangerous for the elderly and those with comorbidities.  We strongly suggest that our older members and those members with existing health issues choose to participate in meetings via Zoom and do not attend in-person meetings for the time being.
  4. The decision to attend in-person or via Zoom is a choice for each individual member to make.  No member should feel compelled to attend in-person meetings until they feel comfortable doing so.  For the time being, they will not be charged for lunch unless they make a reservation and they will not face attendance/engagement penalties for not attending in-person.
  5. While the venue and the club will be doing all that can be done to provide a safe environment for those attending in-person, some risk is inherent and members should assess that risk for themselves.