Sponsor Clubs and Rotaract Advisors

Sponsor Clubs and Rotaract Advisors

Background

Rotaract is a form of Rotary membership.

New Rotaract clubs are established largely in the same way as Rotary clubs. Existing Rotary and Rotaract clubs can play an important role in supporting the establishment and development of new Rotaract clubs.

Many newly forming clubs will receive sponsorship as a way to provide valuable connections, experience, guidance and practical support, particularly during a club's early development. However, this support should strengthen a Rotaract club's independence and confidence rather than create a relationship of dependency. 

In this context, sponsorship is not limited to financial support. A sponsor club can provide practical support, advice, experience, introductions and access to networks, as well as choosing to provide financial or in-kind support where appropriate. Financial support can be a valuable part of a sponsorship relationship, but it is not what defines it.

This guidance has been developed by Rotaract Great Britain and Ireland (Rotaract GBI) to provide a consistent understanding of the role that sponsor clubs, Rotaract Advisors, District Rotaract Representatives and Rotaract GBI can play in supporting Rotaract clubs.

It aims to ensure that those supporting Rotaract understand the distinction between providing support and exercising authority, while ensuring Rotaractors have access to the information, opportunities and networks available to them. The guidance fills a gap in resources about the Rotaract and Rotary relationship since Rotaract became a Rotary membership type in 2020.

Rotary clubs looking to start new Rotaract clubs should first speak to Rotaract GBI.

Rotaract

Rotaract is a form of Rotary membership. It is no longer a youth programme. Rotaract clubs are for people aged 18 and over. The language used to talk about and promote Rotaract should reflect this.

Rotaract Great Britain and Ireland; the Multi-District Information Organisation established with support of Rotary International to connect, guide, and represent Rotaract clubs across Great Britain and Ireland (GBI); has set a consistent language and message to be used when talking about Rotaract, Rotaractors and Rotaract clubs.

Rotaract

• Rotaract is a global network that brings People of Action together to create meaningful change in their local communities, around the world, and within themselves.

Rotaractors

• Rotaractors are changemakers who join our organisation to build meaningful connections which they use to create a positive impact in society.

Rotaract Clubs

• Rotaract clubs are local groups, led by socially minded members and connected through a global network, which respond to community needs while fostering a sense of belonging.

Rotaractors should be recognised as members equal to Rotarians.

Communications should focus on participation, shared values, and action rather than age or life stage. Rotaract is defined not by who members are expected to be, but by what members choose to do together and the impact they create.

Sponsorship

Although no longer required, many Rotaract clubs will have the sponsorship of pre-existing Rotary and/or Rotaract club(s) within the district.

Sponsor clubs can play an important role in supporting the development and sustainability of a Rotaract club. They provide a connection to the wider Rotary family and can offer experience, guidance, practical support and access to networks that may help a Rotaract club establish itself. Sponsorship can also create opportunities for collaboration between clubs, allowing Rotarians and Rotaractors to work together on service projects, events and other activities while learning from one another.

Rotaract clubs are independent membership organisations (within Rotary International) with their own members, leadership, finances, meetings and activities.

Sponsor clubs are not parent or senior clubs and do not have authority or control over how a Rotaract club operates. Their role is to support, encourage and work in partnership with the Rotaract club while respecting its independence and autonomy. Once a Rotaract club is established, it should be treated as an equal partner and as any other club within the area.

A strong sponsorship relationship should be mutually beneficial. Rotaract clubs can bring new ideas, energy, perspectives and opportunities for collaboration to their sponsor clubs, while sponsor clubs can provide experience, connections and institutional knowledge. Sponsorship should therefore be viewed as a partnership that strengthens both Rotaract and Rotary, rather than as a relationship in which one club is responsible for the other.

Rotary International allows a newly forming Rotaract club to be sponsored by up to three Rotary/Rotaract clubs, provided that they are within the same district.

A District Governor (DG) can allow sponsorship by more than three pre-existing clubs if they consider this is in the best interest of the district and the new Rotaract club would be effectively served. In this case, the Rotary International policy says a joint Rotaract committee should be created with representation from each of the sponsor clubs.

The RI Code of Policies encourages sponsor clubs to allocate an appropriate portion of their budget annually to provide for the attendance of Rotaractors at all relevant and necessary district-level learning events.

Starting a Rotaract Club

Those considering starting a Rotaract club are encouraged to engage with Rotaract Great Britain and Ireland at the beginning of the process. Rotaract GBI can provide guidance on establishing a club, connect those involved with the wider Rotaract network, and help ensure that the new club has the information and support it needs from the outset.

The Rotary International Code of Policies outlines that a Rotaract club is established following notification of the District Rotaract Representative (DRR) (in a district where there is already at least one Rotaract club), approval of the District Governor (DG), and certification and recognition by Rotary International.

A new Rotaract club does not need to wait for its official charter to arrive before it starts meeting and taking part in projects.

All Rotaract clubs must complete a compliance statement for Rotary International in Great Britain and Ireland (Rotary GB&I). This confirms that those involved have read and agree to a range of policies, including data protection and safeguarding. Guidance on insurance can be found as part of this compliance process.

Engagement with Rotaract GBI should not end once a club is established. Rotaract clubs should continue to work directly with Rotaract GBI to access support, guidance, training, events, networking and other opportunities.

Sponsor clubs should encourage and support this relationship. Rotaract clubs and Rotaractors must be able to directly engage with Rotaract GBI without requiring a Rotary intermediary.

Supporting a New Club

Existing Rotary and Rotaract clubs can play a valuable role in helping a new Rotaract club become established. Support should be based on what the new club needs and may include providing advice, helping members understand how Rotary works, introducing them to local contacts, supporting promotion and recruitment, or helping with the practical costs of getting started.

For example, a sponsor club may choose to fund or contribute towards a new club's first service project, provide materials or equipment, or help cover the cost of an initial meeting or activity.

Any financial or practical support should be offered as support to the Rotaract club and should not create an expectation that the sponsor club will control how funds are spent or how the project is delivered. The Rotaract club should retain ownership of its activities and decisions.

Types of Clubs

A Rotaract club may be community or university-based.

A community club has membership open to anyone, aged 18 and over, who would be a suitable fit for Rotary membership. This includes any university students.

Rotaract clubs cannot be exclusive for memberships of one group, demographic or organisation (apart from being restricted to one university when not a community club). As an example, you could not have the Rotaract Club of Single Fathers or the Rotaract Club of ‘Local Department Store’.

To allow membership to be open to as many people as possible, Rotaract GBI recommends new Rotaract clubs be community rather than solely university-based. This means that any graduates, who have been part of a university club, are not required to leave the club once they finish their time at the university. It also means that clubs only have to consider regulations set by Rotary International.

Where the Rotaract club is university-based, the sponsor club(s) must fully work in cooperation with the university authorities, with the understanding that a university-based Rotaract club is subject to the same regulations and policies established by the university authorities as all other student organisations and extracurricular activities of the university.

Rotaract GBI has created a guidance document for universities about Rotaract which is available on the Rotaract GBI website.

It is up to the Rotaract club to establish its “base” and how it will meet. Rotaract GBI recommends against having “e-clubs”, “passpost clubs”, etc. although may work in the same manner as these club variations, it can create an additional level of bureaucracy and lock a club into one way of working.

Club Structures

Rotaract clubs largely function in the same format as Rotary clubs when it comes to organisational framework.

Every Rotaract club is required to adopt the "Standard Rotaract Club Constitution” which is prescribed by Rotary International.

Clubs are then free to adopt their own Bylaws which outline the rules for how the club will work. As a starting point, club Bylaws will likely include;

• Definitions

• Elections and Terms of Office

• Duties of Officers

• Committees

• Meetings

• Fees and Dues

• Method of Admitting Members

• Amendments

The Rotary year (which is followed by Rotaract) starts 1st July and Rotaract club invoice follows the same process as Rotary clubs, being calculated by the number of members on MyRotary on 1st January.

The Rotaract Constitution requires every club to have a President, Vice-President,

Secretary and Treasurer. A club's own Bylaws may also allow for additional officer roles. Rotaract GBI have published guidance on club leadership roles and structures.

Membership

Rotaract is a form of Rotary membership. Members of Rotaract clubs are known as Rotaractors.

Rotaract clubs have two categories of membership;

• Active Members - Active members are individuals who have joined the club and are committed to advancing the objectives of Rotaract. They are expected to remain in good standing (comply with the club's Constitution and Bylaws, fulfill all financial obligations, and are not subject to any disciplinary action or suspension). Active members are entitled to vote on club matters and can hold leadership positions within the club. Rotaractors can only be an active member of one Rotaract club at a time but can also be a dual member, meaning they are active members of one Rotaract club and one Rotary club.

• Honorary Members - Honorary membership may be given to individuals who have rendered distinguished service to the club, the community, or the ideals of Rotaract. Honorary members are recognised as valued supporters of the club but are not required to fulfil the obligations of active membership. Normally these members are not able to vote or hold leadership positions.

A person cannot be an active member of more than one Rotaract club but can be an active member of both a Rotaract club and a Rotary club simultaneously (dual membership).

Rotaract GBI reinforces that dual membership must be an individual's own choice and that joining a Rotary club shouldn’t be seen as the ultimate aim as this risks undermining the unique role and space Rotaract clubs provide as a full form of Rotary member and equal partner in service.

A club cannot have more honorary members than active members.

Rotaract clubs are required to list all members on MyRotary, including details about club officers, and for this information to be updated whenever it changes.

Clubs that do not report their club information on MyRotary for two consecutive years will be terminated by Rotary International.

Age Limits

Rotary International no longer sets an upper age limit for Rotaract membership.

In its guidance, Rotaract GBI supports an approach that distinguishes between the age limit to join Rotaract and the age limit to continue as a Rotaractor.

Rotaract GBI recommends that clubs set a joining age range of 18–35, reflecting the typical life stage Rotaract is designed to support, including those establishing careers, developing leadership skills, building professional networks and exploring service opportunities as adults.

However, the guidance recommends that members should not be required to leave a club once they reach a particular age. It argues that Rotaract should be a place where people grow and develop over time, with contribution, experience and leadership valued regardless of age.

Fees and Membership Dues

Rotaract and Rotary clubs have different fee structures which reflects a different style of experience and the typical life stage of members.

Each year, Rotaract clubs are required to pay the equivalent of $5 (US) per member for university-based clubs and $8 (US) per member for community-based clubs in Rotary International dues.

A difference in cost does not represent a difference in value, status or legitimacy. The two club types are distinct membership types within Rotary International. They are parallel forms of membership, not junior and senior versions of the same pathway, and the difference in fees reflects structure and context, not hierarchy.

Clubs can set their own membership rate. This can be higher than the minimum requirement to cover Rotary International dues to create a club fund. The value of the club’s membership fees should be included in the club’s Bylaws.

It is recommended that clubs work to ensure that membership fees do not become exclusionary but paid membership is an important aspect to distinguish Rotaract as a membership organisation that people make a commitment towards.

Rotaract GBI does not support using lower cost as a primary promotional message. Positioning Rotaract as the “cheaper option” risks undermining the identity of Rotaract, creating a perception of lower status and could attract members for financial reasons alone rather than shared purpose. Cost transparency is important, but messaging should focus on impact, community, leadership and opportunity - not price comparison.

The $50 one-time fee for chartering a new Rotaract club is no longer charged.

Rotaract clubs should be able to control their own funds and this extends, where possible, to having their own bank account.

Rotaract Advisor

The role of the Rotaract Advisor is to support a Rotaract club to be successful. 

Each Rotaract club should have a named point of contact from the sponsor club who can provide advice, guidance and support when needed. This person should be agreed by the Rotaract club, with Rotaractors having a say in who they feel is best placed to support them. The person does not need to be a member of the Rotaract club, or join the club in order to undertake this role.

A Rotaract Advisor does not need to be formally registered with Rotary International but this role can be listed on MyRotary. Although only one advisor can be reported to Rotary International for each Rotaract club, clubs may benefit from having several people who can provide support, mentorship and different perspectives. These may include Rotarians, Rotaractors, former Rotaractors, community members, professionals or, where appropriate, a representative from a university or other institution connected to the club.

The Advisor has no control or leadership over the Rotaract club and does not have authority over its members, leadership, finances or activities. Rotaract clubs are led by their members, and the Advisor's role is to provide support rather than direction or oversight. They create a link between the new club and the sponsor and support with information, such as understanding Rotary processes.

An Advisor should not be expected to attend every club meeting or be involved in the club's day-to-day operation. Their involvement should be proportionate to what the club needs and should allow Rotaractors to develop their own confidence, skills and independence.

Once a Rotaract club is established, it should be treated as an equal partner and as any other club within the area.

For a newly established Rotaract club, Rotaract GBI recommends that a Rotaract Advisor is in place for the club's first full Rotary year. This provides a period of additional support while the club establishes its structures, develops its membership and builds its confidence.

At the end of this period, the club should be encouraged to review the support it needs and decide whether it wishes to continue with a named Advisor or draw on other sources of advice and support.

The Rotaract Advisor should ensure that they understand the role of Rotaract GBI and the guidance it provides to Rotaract. Advisors should operate within this guidance and support the club in doing the same. The Advisor should not create their own rules or requirements for a club beyond those established by Rotary International, Rotaract GBI or the club itself.

In a district which already has at least one Rotaract club, the new club will also be supported by the District Rotaract Representative.

The purpose of an Advisor is ultimately to help a Rotaract club become capable of operating successfully and independently, rather than to create a permanent dependency on an individual Advisor.

Rotaract Great Britain and Ireland

Rotaract Great Britain and Ireland is a Rotary International approved Multi-District Information Organisation (MDIO) and since 1992 we’ve existed to connect, guide, and represent Rotaract clubs across GBI.

We provide a coordinated structure for collaboration, communication, and development - enabling clubs and Rotaractors to share knowledge, access resources, and amplify their collective impact. Through the MDIO, Rotaract GBI strengthens its voice, develops communities, and ensures every Rotaractor can thrive within a unified and sustainable network to contribute to a better, fairer world.

Rotaract GBI currently comprises three key bodies known as the “A-B-C of Rotaract GBI”. These three bodies are;

Assembly of Presidents

• The Assembly is a forum for ongoing conversations, sharing of best practice, and peer-to-peer learning for club Presidents and President-Elects. It maintains direct and personal links between the MDIO and clubs.

Board of Directors

• The Board is the executive team responsible for the day-to-day operation and strategic coordination of the MDIO. Directors make decisions, take appropriate actions, and manage the affairs of Rotaract GBI.

Council of District Rotaract Representatives

• The role of the Council is to represent member districts within the MDIO, elect or appoint, and scrutinise the work of the Board. It acts as the governance body for the organisation.

Our Vision

We envision a Rotaract movement where every member has a shared sense of community and common purpose which they use to create meaningful change - in their local communities, across the world, and within themselves.

Our Mission

We aim to deliver and host high-quality opportunities, resources, and guidance that enable every Rotaractor and club to flourish; nurture connection, leadership, and impact - helping our members turn ambition into action and create lasting positive change.

Rotaract Great Britain and Ireland covers an area of 24 districts across Rotary International Zones 19 (the Isle of Man, Ireland, Northern Ireland, Scotland, Wales, England, the Channel Islands and Gibraltar).