International Service - CUL SWAP

Project Details- 5 Ws(who, what, when, where, and why) :

Name: Cul-Swap
Date & Time - 16th Jan, Saturday, 5:30 PM
Duration- 1 ½ hours to 2 hours.
Name + details of Speaker/Trainer/Judges - If applicable
Platform- Zoom
Target Participants- 200
Collaboration - Any specific club/ organization if applicable
Audience type - Rotaractors/ anyone

Description(Project about):
To conduct a zoom meeting with RAC of Colombo North in order to learn about Sri Lankan
Culture. Basic motive: exchange cultural ideas in order to promote understanding and build a
sense of unity in a fragmented world.
Since the event has already been confirmed, contents of the event and promotion material
need to be collected and worked on.

Working Timeline/Logistics (Items to be finalized):-

9th January - Poster, Broadcast Message, Registration Form, Cultural Video edit.(No. of
members required)
13th January - Cooking Video, Dance Video, Ice breaker Quiz, EMCEE script,- 5 members
15th January - Dry run, End of promotion, Closing registrations at mid night + emailing zoom
link to participants - council + 5 members

Detailed Procedure(How):
1. Allotted members will begin work to finish contents for the event until the 14th. (TO BE
DONE : Poster, Broadcast message, Quiz, three videos (cultural, dance, cooking),
registration form, script)
2. Another group of members will be in charge of promotion. Promotion includes calling
up/contacting extra partnering clubs, explaining the event + sending the PDF if
necessary, guaranteeing a number and confirmation.
3. Once participation from a club is confirmed, POC must send a broadcast message (with
registration link) and poster, with directions to post on preferred form of communication
to the club.
4. Clubs must keep track of participants.
 5. Registrations will formally close on the 15th of January after a dry run with Colombo
North.Registration link must now be emailed to participants.
6. After the event, send out thank you emails with feedback form to the participants.

Extra Info

IF APPLICABLE Partnering clubs must be contacted to inform about the event and a confirmation
must be established alongside a guarantee of participation numbers. (Note extra partnering
clubs will only be spectators to the event; RACMCC will be hosting with/in collaboration with
Colombo North) A registration link will be shared amongst partnering clubs (incl. RACMCC,
RACCN, and their respective collaborating clubs) with the broadcast message and poster
preferably, 5 days before the event to ensure ample time to register, however late responders
will be entertained.

Schedule as per working timeline.