Chartering a new Table (RTRO)

Association: Round Table Romania
Category: Customs and Traditions
Topic: Chartering a new Table

The following is an extract from the Rules and Regulations of Round Table Romania, specifically Chapter IV, Articles 17–21. The original was written in Romanian; the translation is presented for information purposes and the sharing of best practice.

HANDLING OF THE CHARTER

General Considerations

(Article 17)

The growth of RT Romania should be pursued by increasing the number of members within each table and by establishing new tables.

The Godparent Round Table assumes full responsibility for training the future members of the new table. This involves providing all necessary information about RT Romania and ensuring their participation in club life (inter-table meetings, general assemblies, Charter handover ceremonies, anniversaries, and twinning activities).

Members of the Godparent Round Table attend the meetings of the forming Table on a rotating basis. Together with the local leadership, the Godparent must maintain continuous activity both before and after the Charter handover, offering full support in all areas to the forming Table and the new club.

In certain cases, the simultaneous founding of two Local Round Tables may be desirable. This may also be achieved in partnership with a Round Table from abroad.

The Godparent Round Table must keep detailed information about its protégés and periodically report to the Regional Committee to which it belongs or directly to the National Committee.

Request for Chartering of a Newly Formed Club

(Article 18)

A Round Table in formation may apply for chartering if it meets regularly with at least 15 members and follows the principles of RT Romania.

The formation file is prepared with the assistance of the Godparent Table and the Regional President (if any) of the region it will join. This file, together with the request, is submitted to the National Committee of MRR for examination.

Once the request is approved, the forming Table must comply with the statutory rules of the MRR, meet its administrative and financial obligations, and will then benefit from access to information, the inclusion of its data in the yearbook, and receipt of MRR publications.

The Round Table in formation must submit its founding documents to the Court within the established deadline. After the Court issues the Establishment Decision, the Table must register with its corresponding financial institution.

The official Charter ceremony and full admission into MRR may only take place once these steps are completed. The file must be submitted in advance for the Charter handover.

The file (one copy) must include:

- Statutes and internal regulations.
- Program of activities (with location, days, and times).
- Planned a budget of expenses as detailed as possible.
- Draft invitation program for the Charter ceremony.
- Draft pennant and badge.
- Draft stamp and official letterhead (including the wording “MRR [City Name]”), as well as the registered office address.
- Proposed dates for the Charter ceremony (the NC of MRR will choose, depending on national and international schedules).
- List of members and related information.

The President of the Godparent Table signs the file, including an evaluation of the Table’s activity, and forwards it to the Regional President or, if unavailable, to the National President.

After verifying compliance with statutory, administrative, and financial requirements, the file is approved and sent to the NC of RT Romania at least four months before the proposed Charter date.

If accepted, the file is signed on behalf of the NC of RT Romania by the National Vice-President, together with his instructions. The file is then kept by the National Secretariat, with copies held by the Regional Secretariat and the forming Table.

Charter Handover Ceremony of a new RT Romania Table

(Article 19)

The Charter handover usually takes place over a Saturday and Sunday.

The program must include:

- Saturday: Charter handover ceremony, wine of honor, and gala dinner.
- Sunday: Farewell lunch.

The program must be distributed as early as possible to all local RTs and the national board members of RT Romania, specifying the location, dates, times, and contact details.

The Godparent Table and the forming Table are responsible for securing a suitable venue for the ceremony, evening events, and accommodations. Directions must be marked with arrows and the RT Romania logo. Travel details and meeting times must be included in the program for all participants.

Two rooms must be reserved for the Charter handover, with a suitable program arranged.

The Charter will read as follows:

Romanian Round Table – Logo
Adopt – Adapt – Improve

“We, the members of RT Romania (number and locality of the Godparent RT), have examined the documents and reports concerning a group of men under the age of 40 who meet regularly on (day of the week/month), since (date of formation). This examination having given us full satisfaction, WE PROCLAIM: Their values, ideals, and methods of work are in accordance with those of RT Romania, and this group has accepted the statutes of RT Romania. We therefore confer upon them full membership in RT Romania, under the name of RT (number and locality). This title obliges the new RT to pursue its mission and empowers it to create future local RTs.”

Attendance at the ceremony is reserved for RT Romania members, members of the forming Table, honorary members, representatives of other associations, and invited guests. Attire must be formal: suit, shirt, bow tie, or tie.

As this is a historic event for the new Table, the presence of at least one photographer is recommended.

The Charter ceremony takes place in a hall decorated with the flags of RT Romania, its regions, local RTs, and participating organisations. An honorary table is placed at the front, with seating arranged accordingly.

The honorary table is presided over by the National President or, in his absence, the President of the new Table. National Board members, honorary members, and official foreign representatives are seated alternately among the Romanian National Board.

Once all are seated, the national anthem of Romania and the Round Table anthem are sung.

The Regional or National President opens the meeting with:

“On behalf of the National Committee of RT Romania, I declare open the solemn meeting for the handover of the Charter of Round Table No. …”

A former National President or honorary member reads the fundamental principles of RT Romania.

The Godparent Table President presents the badge and collar to the President of the new Table. Members of the new Table are called alphabetically to introduce themselves (name, address, profession, family situation, hobbies). Each receives a badge, banner, and yearbook.

The banner exchange follows this order: foreign associations, RT clubs in Romania, Tables in formation, other clubs. Afterwards, speeches are delivered by the National President or National Board members of RT Romania.

During the wine ceremony, “Happy Birthday” is played.

Gala Evening of a Local RT Romania

(Article 20)

The gala dinner takes place in a hall decorated with the flags of RT Romania, local RTs, regional RTs, and participating foreign associations.

The head table is presided over by the President of the newly chartered Table, with the same seating order as the Charter ceremony. National Committee members, local RT Presidents, local officials, and their spouses occupy seats of honor. The guest of honor sits to the right of the new RT President, and the National President (or representative) sits alongside him.

Spouses are seated according to protocol (not necessarily next to their husbands, usually opposite). At other tables, members from different RTs should be mixed to encourage interaction.

A member of the new or Godparent Table should be seated at each table. Foreign RT members should be seated with hosts who speak their language.

Dress code: dark suit, white shirt, and bow tie or tie for men; evening dress for ladies. Dancing is permitted between courses or after dinner.

Speeches must be brief and limited to:

- The President of the new Table
- The National President
- The Regional President
- Any distinguished guest present

Farewell Lunch

(Article 21)

The farewell lunch is held on Sunday at noon in a hall arranged as for the gala dinner.

Seating follows the same order as the gala dinner. The atmosphere should be warm, friendly, and relaxed.