Rotary Institute 101

FAQs for Emerging Rotary Leaders (ERLs)

2015 Rotary Institute on the Big Island of Hawaii (Hilton Waikoloa Village)

What are the dates of the 2015 Institute and when is the program for the Rotary District Resource Leaders?

The special programming for the District Resource Leaders (DRL) will start on Thursday, October 29th. Additional breakout sessions will be planned during the Institute. DRL’s will engage in most of the Rotary Institute proceedings.

The Rotary Institute begins Thursday night, October 29th, and ends around noon on Sunday, November 1st.

On Thursday night, there is a special dinner to present the 2016-17 District Governors and their partners. It is a luau and will be a very special and exclusive event for Institute attendees, ERLs and DRLs. No other tickets will be available for sale.

The Institute has programming all day Friday and Saturday and on Sunday until noon.

During the Institute, you will attend all plenary sessions and most breakout groups and discussion groups. There will be opportunities for

What exactly is a Rotary Institute and what will it do for me?

One of the shortest and simplest ways to describe the Rotary Institute is to say it’s like a mini International Convention, filled with incredible speakers, stimulating group breakouts, fellowship, and invaluable training and inspiration.

Come and be inspired by a wide range of exceptional speakers from across the world—experts in their fields, Rotary leaders, and others.

The ‘House of Friendship’ highlights many of the service areas in which you can become involved and where you can “Connect for Good.”

It will provide you with information and insights that are not available in another format.

When should I arrive and depart from Hawaii?

You should check in at the Hilton Waikoloa Hotel no later than Wednesday, October 28th, 2015. Your program officially begins Thursday morning but a no host welcome reception will be held Wednesday evening.

If you want to participate in the Wednesday Host Hospitality and tours, you should arrive no later than Tuesday, October 27th. Details of these events will be provided at a later date or can be found on the Rotary Zones 25/26 website.

We recommend that all attendees consider staying until Monday, November 2nd so that you do not miss Sunday’s program.

If you wish to come early or stay late for vacation, the hotel will offer the Rotary discounted special room rates from October 18th to November 7th, 2015.

Who pays for the Institute registration/meal package and my transportation and hotel?

Different districts have different policies regarding the financial support of the DRLs. Please talk to your DGE or DG to determine how your district supports the DRL program.

What are the costs of an Institute? How can I register for the Institute?

The DRL program has three costs:

1. The event (Institute) registration (you will have received an e-mail directing you to a registration page in your name.)
2. The Institute Meal package (Thursday night through Sunday Brunch)
3. The ERL/DRL supplemental meal plan (Wednesday reception; Thursday lunch; Friday night dinner in combination with the Emerging Rotary Leaders and partners).

There is no added cost for the DRL program. It is part of your Institute registration fee.

You will also need to make hotel reservations now at the Hilton Waikoloa Village Resort. (See below.)

You will also need to make airline reservations. The Kona International Airport (KOA) on the Big Island is the closest to the Hotel. United, Hawaiian and Alaska airlines service most
West Coast airports. A number of flights travel non-stop to Kona, and many others route through Honolulu en route to Kona.

There are a number of tours or host hospitality events for which you may want to register, at your own expense. These start on Wednesday, October 28th.

Friday night dinner: The Emerging Rotary Leaders (ERLs) and the District Resource Leaders (DRLs) for Membership and Vocational Service will have dinner together on Friday night. This is the night when the Past District Governors get together with their classes for Class Reunion Dinners. This dinner is an important social event for DRLs, ERLs and their partners.

In case you are confused by the difference between DRL and ERL, here is the difference. Every District Governor-elect is asked to select DRLs from those who will or do provide leadership for Membership and Vocational Service in their districts. DGEs are also asked to select Emerging Rotary Leaders for a separate program providing enhanced Rotary Information not directed specifically to Membership Leadership or Vocational Service Leadership.

Is my partner expected to attend the Institute? Can they attend without registering? Can my partner select only certain meals during the institute?

Your partner/spouse is invited to the Institute and we hope they attend. We expect that they will find the speakers and sessions stimulating and thought provoking.

To participate, they will also need to register for the Institute event and the meal package. Partners will have the opportunity to sign up for the DRL supplemental meal plan which will include the Wednesday night reception, Thursday lunch and the combined ERL/DRL dinner on Friday evening.

We do not offer the choice of only purchasing individual meals.

Of course, your spouse/partner may accompany you to Hawaii and choose NOT to register for the Institute (that means not attending meals, not hearing the meal/plenary speakers or attending the breakout sessions). However, we believe that they would miss an extraordinary event, by making this decision.

Is my partner invited to join the DRL program?

Spouse/partners are encouraged to attend the sessions that are being designed specifically for both the DRL participants and partners. The program is still being finalized but there will be session(s) that will include senior Rotary leaders and your partner is invited and encouraged to attend these particular sessions. They are welcome to, but not expected to attend the more formalized DRL sessions. Once the program is finalized, we will identify the sessions that we would encourage partners to attend.

Who can I contact to ask questions about the DRL Program?

You may contact DRL Program Chair, PDG Joe Hamilton, 408-996-1475 (home) or 408-921-6526 (cell). Email: jhamilton147@comcast.net

When should I register for the hotel (Hilton Waikoloa Village)? Is the cost of the hotel part of the Institute registrations?

  • The cost of the hotel is a separate cost from the Institute. The hotel is accepting reservations right now.
  • Go to www.hiltonwaikoloavillage.com or call 1 (808) 886-1234 to register. You are with the Rotary Group (the Group ID is ROT).
  • If you wish to come early or stay late for vacation, the hotel will offer the Rotary discounted special room rates from October 18th to November 7th, 2015
  • Here are the special rates we have arranged for you.

Resort View – $155 single/double occupancy + tax

Ocean View – $179 single/double occupancy + tax

Deluxe Ocean View – $219 single/double occupancy + tax

Discounted resort fee of $10 per day includes high speed internet access, local and toll-free calls, fun activities including hula lessons, lei making lessons and ukulele lessons, and more.

Can special dietary needs be accommodated?

Yes, you will have choices when you register for the Institute meal package.

What are the Host Events and tours for which I could register? When/how do I register for them?

There are many opportunities. Most will occur on Wednesday, Thursday and Sunday afternoon. You, as an ERL, will not be able to avail yourself of the activities on Thursday.

As of March, these are the opportunities and tours being finalized.

Host Event or Tour (Tent. As of March 2015) Dates
Golfing at Waikoloa Beach and Kings’ Courses for 100 players 8:30 Wednesday and 1 p.m. Sunday
Rotary volcano Tour
(Parker Ranch, Hilo _ Rainbow Falls, Volcanoes Nat’l park, Nani Mau gardens lunch, + transportation)
Wednesday 10.28
Dolphin Snorkel tour Wednesday 10.28 and Sunday 11.1)
(Also Thursday 10.29 and Fri 10.30)
Manta Ray Tour Wed and Sun
Reception/entertainment at Kings’ shops Friday before reunions
Coffee Plantation, City of Refuge tour an local Rotary fellowship
(includes transportation with narrative, all entrance fees and applicable taxes, plus a light snack)
Sunday 1-6 p.m.

You will be able to register and pay for these activities on the Zone 25/26 website.

Is the entire Institute casual attire, or do I need to go dressy to some events?

No Ties—Only Mai Tais. Attire will be casual throughout the 2015 Institute in Hawaii.

Attire is Hawaiian for the Thursday night Luau.

Which airport is closest to the hotel? Does the hotel offer a shuttle to and from Kona or Hilo airports?

  • The Kona International airport (KOA) at Keahole is the closest to the Institute hotel. It is a little less than a half hour from the hotel. You can also fly into the Hilo (ITO). The airport is approximately a 90 minute drive to the hotel.
  • The Hilton Waikoloa Village does not have a shuttle.
  • Speedishuttle picks up at the Kona International airport. http://www.speedishuttle.com/. Passengers who arrive at the Hilo airport can also contact Speedishuttle regarding the costs of a transfer to the hotel.
  • Watch for more information in the summer about shuttle discounts and car rental discounts.

Tentative schedule for District Resource Leaders

Wednesday October 28th, 2015

Arrival day. Pick up your registration materials
No-host Welcome reception for ERLs, DRLs and partners
Golf and other Host Hospitality events for which you can register in April.

All day Thursday October 29th, 2015

ERL special programming

Thursday night

Luau and presentation of the District Governors Elect (your 2016-17 DG).
This is the official beginning of the Institute

Friday October 30th, 2015

Institute speakers and breakouts

Friday night

Dinner together with the DRLs and partners

Saturday October 31st

Institute programming

Sunday morning November 1st

Institute programming

Sunday afternoon

Golf and other Host Hospitality events for which you can register