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🎪 District Events · RY 2026-27

Hosting a District Event? It Starts With a Bid.

Twice a Rotary year, Rotaract District 3292 hands one of its big signature events to a member club to organise: the 1st President–Secretary Meet and the President Night. Hosting isn’t an assignment — it’s a competitive bid: any club (or co-host clubs) can apply, and the Rotaract District Committee (RDC) picks the strongest proposal. The event budget, logistics, food, venue and hospitality are the host club’s job; the RDC runs the agenda, speakers and official programme.

1

Read the documentUnderstand exactly what the event demands before you commit.

2

Get club approvalPass the hosting decision in a general meeting and keep signed minutes.

3

Build your bidEOI letter + completed bidding form + venue proposal with photos & a location map.

4

Submit in timeSend the full bid as a PDF to both district emails before 11:59 PM on the deadline.

5

Present & winBidders may present to the RDC; the best plan gets the hosting rights.

Event 1 · RY 2026-27

1st President–Secretary Meet

Rotaract 3292’s formal annual summit of club Presidents and Secretaries — resolutions, updates and leadership, all in one day.

📖 Bid Guide 🚀 Bid Execution

📅 Proposed date21 November 2026

⏱ Duration1 day · 8:00 AM – 8:00 PM

👥 Expected turnoutApprox. 500–800 participants

🏢 Venue neededTwo air-conditioned halls (400 + 350–450 seats)

What is it, in plain words

The 1st PS Meet is the district’s official get-together for the people steering every club — the President and Secretary of each Rotaract Club in District 3292. One of two PS Meets held every Rotary year, this edition sits in the first half of the year. Clubs and the district bring their key issues forward, everything is deliberated openly, and resolutions are reached together — so every club ends the meet knowing the district is moving in one direction. It’s also a rare chance for leaders to swap ideas and build networks across clubs.

How the one day breaks down

🎤 Formal MeetingRun strictly by the RDC and chaired by the DRR, with the District Secretary facilitating. Pre-circulated agendas are deliberated. Only Presidents, Secretaries (or an authorised rep with a signed consent letter on club letterhead) take part.

🎓 General Session (parallel)Runs at the same time in the second hall: results and capacity-building sessions by experienced resource persons — the Rotary–Rotaract framework, policy updates, grants and leadership.

🤝 Fellowship & InteractionThe second half goes informal — networking, collaboration and fun, designed together by the RDC and the host club.

What your club must arrange (the logistics checklist)

Two fully air-conditioned halls (Hall 1 ≈800, Hall 2 ≈300–400, theatre seating)

Stage setup: podiums with desktop mics, and a dais for 6–8 officials

At least 2 volunteers at the entrance for delegate verification

Branding: banners, selfie standee, checkerboard backdrop, photo stand & welcome gate

Hall 1: LED display screen with a dedicated technician

Hall 2: projector + HDMI/Type-C cables, presenter pointer and power

Sound: 4–6 wireless + 2 desk mics (Hall 1); 2 wireless + 1 desk mic (Hall 2)

Lighting and continuous, uninterrupted power all day

Professional photographer / videographer for full coverage

Delegate kit: ID card + lanyard, schedule, food coupons, diary & pen, kit bag

Catering: breakfast, lunch, hi-tea and dinner (non-veg included at least once)

On-theme stage and venue decoration (balloons, floral, official theme)

Who does what — RDC vs Host Club

Responsibility area	RDC	Host club
Venue, delegate kit, food, hospitality	—	✔
Event schedule & agenda	✔	—
Speakers, facilitators & sessions	✔	—
Master of ceremony	✔	✔
Social media & promotions	✔	✔
Every other logistics (listed above)	—	✔
Finances (fundraising to cover expenses)	Pre-approved program cost	Everything else

What to put in your bid

Expression of Interest (EOI) on your official club letterhead
Minutes of the general meeting where the club decided to host, signed by President and Secretary
Your completed bidding form with registration slabs, food menu & pricing, accommodation and venue details
Venue proposal with photographs and a location map, plus the venue’s authorization letter
Contact person details for coordination, and a written bid in PDF format

Deadline: 23 August 2026, 11:59 PM
Submit PDF to rtrprakash3292@gmail.com & rtrsurajbhandari@gmail.com

📄 Bidding Document (PDF) 📋 Bidding Form (DOCX)

The Winning Formula · Bid Execution

Hosting isn’t a lottery. It’s arithmetic.

Clicking President/Secretary Meet is the easy part. Winning the right to host it is a different game, and this section is the playbook.

Here’s the honest version. Every number below sits at the approved Rs 600 to Rs 1,400 registration ceiling. Registrations cover about a third of the real bill. The partner engine covers another third, and the last third is the gap this bid must close: roughly Rs 5.9 L at the 650-delegate target. Short sentences, real math, no surprises.

🍽 Food per guest≈ Rs 1,700: breakfast, lunch, 2 teas, non-veg dinner

📍 Hosting formatZone 7 consortium. One lead club, co-hosts, collaborators

💸 Sponsor gap at Target≈ Rs 5.9 L. The partner engine's whole job

🗓 Winning deadline23 August 2026. Exactly two weeks from today

The financial model, in lakhs (Rs 100,000)

Run the math at 650 delegates with a 4-tier ceiling of Rs 1,400 and the average ticket lands near Rs 1,030. That covers about a third of the real bill. Co-hosts, collaborators and the district program roughly cover another third, and the venue covers its own rent in exchange for the Hosting-Partner title plus naming rights on the second hall. A small trade. It saves lakhs.

Now the part every guest actually remembers: the food. A good buffet dinner, a proper breakfast and two rounds of tea and hi-tea will cost roughly Rs 1,700 per head at honest Kathmandu banquet rates. At 650 guests that single line lands near Rs 11 lakh before the crew and crockery, and about Rs 12.25 lakh all-in. It is close to 60% of everything the day spends. Everything else, from the LED wall to the welcome gate, hangs off it. The full breakdown is two sections down.

Projected income and expenditure, scenario by scenario

Scenario	Delegates	Income	Cost	Gap to fund
Baseline	600	14.13	19.60	−5.47
Target	650	14.65	20.58	−5.93
Target+	700	15.16	21.55	−6.39
Full house	800	16.19	23.50	−7.31

Bars show the funding gap in lakhs at today’s partner engine. Every bar is the work the bid must sell.

The ticket ladder: four tiers, never above Rs 1,400

Tier	Price	Window
Launch	Rs 600	Announcement to 30 Jun
Early Bird	Rs 900	1 Aug to 30 Sep
Standard	Rs 1,200	1 Oct to 25 Oct
Late / Walk-in	Rs 1,400	26 Oct to event day

Where every lakh comes from (650-delegate target)

🎫 Tickets650 × ~1,030 avg
6.7

🤝 Co-host clubs7 × 0.1 (Rs 10K each)
0.7

🚀 Collaborator clubs8 × 0.5 (Rs 50K each)
4.0

🏷 Title + sponsors1×2.0 + 2×0.5 gold
3.0

🏢 District programOfficial RDC program cost
0.25

🕘 In-kind venueHosting-Partner balance. Not cash
~2.0

Total cash build ≈ 14.65 L (incl. venue-in-kind value ≈ 16.65 L) · full cost with food ≈ 20.6 L · sponsor gap ≈ Rs 5.9 L (Target).

Where every rupee goes: the cost ledger, food first (650-delegate target)

Guests come for the agenda, but they judge on the buffet. So meals were priced first, at honest Kathmandu banquet rates, and every other line was built around them. The ledger below adds up to the Rs 2,057,500 this day actually costs to run.

Expense	Basis	Amount
Buffet breakfast	650 guests × Rs 300	Rs 195,000
Buffet lunch, non-veg included	650 × Rs 550	Rs 357,500
Tea & hi-tea (2 breaks, sides incl.)	650 × Rs 150	Rs 97,500
Buffet dinner, non-veg included	650 × Rs 700	Rs 455,000
Cooked-food crew, service & crockery	Outside caterer	Rs 120,000
Food & refreshments subtotal		Rs 1,225,000
Sound, LED screen, mics & technician	Hall kit + operator	Rs 180,000
Stage, dais, backdrop, décor & branding	Banners, welcome gate, photo point	Rs 200,000
Delegate kits, ID, schedule & printing	650 × Rs 250 + batch print	Rs 162,500
Photographer + videographer	Full-day coverage	Rs 90,000
Power backup, drinking water, first aid	Genset, 100 L, stand-by	Rs 90,000
Contingency buffer	~7% of the build	Rs 110,000

Total ≈ Rs 2,057,500 (Rs 20.6 L). Food alone is Rs 1,225,000, about 60% of everything spent. Close the Rs 5.9 L gap with twelve more collaborators at Rs 50K each, one title sponsor at Rs 6 L, or a venue that throws in lunch and dinner. That’s the honest shape of hosting: the plate is the biggest line, and the light, sound and banners are what’s left. The venue stays in-kind, roughly Rs 2 L of value but zero cash.

The 15-day bid sprint

Window	Action
6 to 8 Aug	Zone energy call. Pick your lead club and finance committee
11 to 14 Aug	Venue LOI, 3 quotes and the authorization letter. All required in the bid
15 to 19 Aug	Recruit co-hosts (Rs 10K) and collaborators (Rs 50K). Target: 7 + 8
20 to 22 Aug	Build the package: bidding form, budget, fundraising plan, photos and map
23 Aug	Submit the PDF to both emails before 11:59 PM

Venue shortlist for Kathmandu (two-hall capacity)

Venue	Fit	Estimate
Everest Hotel (Baneshwor)	Primary bid, in-kind pitch	Rs 150,000–250,000
Radisson KTM (Lazimpat)	Reserve, central	Rs 200,000–300,000
Yak & Yeti ICC	Prestige swing	Rs 300,000–400,000
Banquet hall (Alfa Beta / Krishna Pavilion)	Lean value backup	Rs 120,000–180,000

This “social proof” is Zone 7’s edge.
The largest cluster of clubs in the district. A proven city network. A budget with every rupee priced, including the food. And a committee that has already done the homework. Walk in with this plan, and present with confidence.

📄 Re-read the bid terms

Picture it: the confetti, the applause, the banner with your club’s logo

Every club that hosts walks away with district-wide recognition, and this is what it feels like. The board approves. The partners pitch in. Your club history page gets its flagship event.

Event 2 · RY 2026-27

President Night

The district’s two-day leadership retreat under the stars — bonding, team games and honest reflection for presidents and the RDC.

📅 Proposed dates25–26 September 2026

⏱ Duration1 night · 2 days

👥 Expected turnoutApprox. 250–300 participants

🌿 Venue vibeA safe, eco-friendly resort, hotel or campsite

What is it, in plain words

Away from the formality of meetings, President Night is the district’s flagship fellowship retreat for all club Presidents together with the Rotaract District Committee. The goal is simple, though it may be the part of leadership nobody else teaches: relaxed time to bond, laugh and recharge, so the people leading clubs actually trust each other. Expect icebreakers, team games, a cultural fellowship evening around the campfire — then a calm morning activity and a leadership reflection session before everyone heads home.

Day-by-day breakdown

🌤 Day 1 — Arrival & funArrival and registration, opening ceremony, icebreakers, team-building games, then the President Night cultural fellowship, followed by overnight stay.

🌅 Day 2 — Reflect & closeEarly-morning outdoor activity, a leadership reflection session, breakfast, closing ceremony and departure.

🍛 Food planFive meals in total — Day 1: hi-tea, fellowship snacks and dinner; Day 2: breakfast and lunch. Non-veg included at least once, drinking water always available.

What your club must arrange

A safe, clean, eco-friendly resort, hotel or campsite

A hall for 250–300 people (theater-style or round tables)

Spaces for both indoor sessions and outdoor games

Registration & welcome desk on arrival

Campfire or evening gathering space

Power backup and uninterrupted lighting

Branding: banners, selfie standee, backdrop, photo stand & welcome gate

LED display screen with a technician, plus a sound system (2 wireless + 2 desk mics)

Professional photographer / videographer

Overnight shared accommodation plus all 5 meals & safe drinking water

Delegate kit: ID card + lanyard, schedule, notebook & pen, badge or ribbon

Theme-consistent stage and venue decoration

Who does what — RDC vs Host Club

Responsibility area	RDC	Host club
Venue, food, accommodation, delegate kits	—	✔
Event schedule, agenda & Leadership Circle sessions	✔	—
Guests & session coordination	✔	—
Registration, hospitality & on-site support	—	✔
Fundraising & event budgeting	Guides	Leads
Co-hosting club management	Supervises	Runs
All other logistics	—	✔

What to submit

Expression of Interest (EOI) on your official club letterhead
Minutes of the general meeting confirming the hosting decision, signed by President and Secretary
Your completed bidding form plus a detailed budget proposal and a fundraising plan
Venue proposal with photographs and a location map, plus the venue’s authorization letter
Contact person details, and the final bid in PDF format

Deadline: 25 June 2026, 11:59 PM
Submit PDF to rtrprakash3292@gmail.com & rtrsurajbhandari@gmail.com

📄 Bidding Document (PDF) 📋 Bidding Form (DOCX)

Ground rules that apply to every bid

📜 Venue permission letterEvery bid must include an authorization letter from the venue confirming it is available and cleared for the event.

🤝 You own your promisesThe bidding club is individually responsible for every commitment made in its proposal.

🚫 No silent changesVenue, date, schedule, budget, food, speakers or fees cannot change without prior written RDC approval.

🛡 Safe & suitable venueThe venue must be safe, hygienic and accessible; the RDC can inspect it or ask for evidence before final approval.

🍽 Hospitality standardsFood must be hygienic, meals served on time, and dietary requirements accommodated where feasible.

⚠️ Non-compliance costsWarnings, restriction or disqualification from hosting future district events follow until matters are fixed.

Bidding documents & forms

Official files every club admin can access anytime — same documents live in the guides folder.

📄1st PS Meet — Bidding DocumentPDF · full criteria, logistics & terms 📋1st PS Meet — Bidding FormDOCX · fill-in form for your proposal 📄President Night — Bidding DocumentPDF · full criteria & requirements 📋President Night — Bidding FormDOCX · fill-in form with budget tables

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Hosting a District Event? It Starts With a Bid.

1st President–Secretary Meet

What is it, in plain words

How the one day breaks down

What your club must arrange (the logistics checklist)

Who does what — RDC vs Host Club

What to put in your bid

Hosting isn’t a lottery. It’s arithmetic.

The financial model, in lakhs (Rs 100,000)

Projected income and expenditure, scenario by scenario

The ticket ladder: four tiers, never above Rs 1,400

Where every lakh comes from (650-delegate target)

Where every rupee goes: the cost ledger, food first (650-delegate target)

The 15-day bid sprint

Venue shortlist for Kathmandu (two-hall capacity)

Picture it: the confetti, the applause, the banner with your club’s logo

President Night

What is it, in plain words

Day-by-day breakdown

What your club must arrange

Who does what — RDC vs Host Club

What to submit

Ground rules that apply to every bid

Bidding documents & forms