How to navigate the convention

Few people know their way around an RI Convention like John T. Capps III. He’s been a convention-going Rotarian for 40 years, first attending in his teens along with his Rotarian father. Since the 1970s, Capps, a member of the Rotary Club of Morehead City-Noon, N.C., USA, has served as a sergeant-at-arms, including a run as chief sergeant at the 2005 RI Convention in Chicago. We tapped into this seasoned vet’s experience to compile our top 10 tips for surviving – and thriving at – the 2009 RI Convention in Birmingham, England, in June.

• Pack like a pro. “There’s absolutely more walking than you have ever experienced in your life,” says Capps. Bring comfortable shoes and adhesive bandages. If you’re not used to hoofing it, Capps suggests a walking stick, particularly one that converts into a small chair. Other essentials: pain relievers and a water bottle.
• Mark your territory. Put name and address stickers on valuables, and bring spares to mark items you pick up on site. When sergeants-at-arms sweep rooms after sessions adjourn, they find dozens of notebooks, billfolds, and cameras, many without identification. The worst offender? Standard-issue RI Convention totes – all of which, of course, are identical.
• Keep it casual. “It’s not a show-and-glow,” says Capps. Except for some invitation-only evening events, you won’t need a suit or cocktail dress. Dress respectfully, but comfortably. Rotary gear is always appropriate.
• Know your place. If you’re with your family or spouse, identify a spot to rendezvous if you get separated. Don’t count on your cell phone – signals can be spotty in large convention halls. And don’t forget to set your phone to vibrate during plenary sessions.
• Prepare to be carded. Showing up without enough business cards (or worse, none at all) is a classic rookie mistake. You’ll meet dozens of Rotarians, and they’ll all want your vitals.
• Drink up. A four-day convention is an endurance event of sorts – and you wouldn’t run a marathon without drinking water. Capps says dehydration ranks among the top health issues at conventions.
• Have a plan. “The most meaningful events of the convention are the opening and closing ceremonies,” says Capps. Beyond that, consult the schedule at www.rotary.org before you go, and plot your plan of attack. One can’t-miss stop: the House of Friendship, a massive space where Rotarians can mingle, get a bite to eat, browse the booths, buy local crafts, and hear live music. “It has a kind of ‘wow’ factor,” he says. “You can’t walk through the first time and not be awestruck by what’s there.”
• Aim high, but not too high. Want to get a word in with the RI president? Of course you do – and so do a few thousand others. Don’t ambush the poor guy. Instead, pass a note outlining your agenda to his aide. Ideas and questions that relate to the president’s emphases for the year increase your chances of being noticed. If you’re lucky enough to get some time with the president, even if it’s just in a receiving line, have talking points prepared. Keep them brief – 30 seconds or less – and relevant. If all else fails, approach a past RI president. They’re just as knowledgeable and often more accessible.
• Hit the boards. Check out the bulletin board in the House of Friendship, where Rotarians post messages hoping to make connections. You never know what you might find. In Melbourne, Australia, Capps came across a note that read, “Don’t leave without spending a week with us on our ranch.” He and his wife concluded their trip with a memorable vacation in the outback.
• Register for the next convention. Save money and get prime hotel rooms by registering for the upcoming convention. The Host Organization Committee sponsors booths where you can register and pick up travel brochures. Register for this year’s convention.