Submit Your Club E-Bulletin to the District Archive

What to have ready

• Your bulletin as a single PDFPDF only, 10 MB or smaller. Word files, images and links to Canva or Google Drive are not accepted.
• A clear file nameThe archive builds each issue's title from the saved file name, so something like "Marbel Bulletin October 2026.pdf" reads far better than "final_v3.pdf".
• You must be the club's current president or secretaryOther officers and members can't submit. Ask your president or secretary to do it.
• The email address the district has on file for youIt has to match the district's officer records for this Rotary year, or the upload is refused.

Step by step

1. 1

   Export the bulletin as a PDF under 10 MB

   5 minutes

   Save or export the finished issue as a PDF from whatever tool you designed it in. Canva, Word and Google Docs all have a PDF download option.

   Check the file size before you upload. Anything over 10 MB is rejected, both on the page and by the district.

   • If the file is too large, export again at a lower quality setting (in Canva, choose the smaller "PDF Standard" option) or compress the photos in your document first.
   • Rename the file so its name describes the issue, such as the club name and month. The district may tidy up the name when it saves the file, but it starts from yours.

   Simply renaming a Word or image file to end in .pdf won't work. The site checks that the file really is a PDF and refuses it otherwise.

   Mark step as done
2. 2

   Open the submission form

   1 minute

   Go to the Club E-Bulletins archive and click "Submit a bulletin", next to "Is your club's bulletin missing?" under the archive totals. You can also go straight to the form.

   The form has two parts: "Officer verification" and "Bulletin PDF".

   Submit a club e-bulletin Club E-Bulletins archive

   Mark step as done
3. 3

   Fill in the officer verification

   1 minute

   All three fields are required. The district uses them to confirm that the person submitting really is one of the club's current officers.

   • Club: click "Select your club…" and start typing to search, for example "Marbel" for the Rotary Club of Marbel.
   • Your position: choose "President" or "Secretary".
   • Officer email: enter the email address the district has on file for you, not a club or personal address it doesn't know about.

   If your club isn't in the list, it hasn't been linked to the district's system yet. Contact the district office instead of picking a similar-sounding club.

   Mark step as done
4. 4

   Attach the PDF

   1 minute

   Under "Bulletin PDF", click "Choose a PDF" and pick your file. Its name and size appear on the form so you can check it's the right one.

   Picked the wrong file? Click the X next to it to remove it, then choose again.

   You don't choose a Rotary year. The district always files the bulletin under your club's current Rotary year.

   Mark step as done
5. 5

   Click "Submit bulletin"

   Under a minute

   The button changes to "Submitting…" while the file is sent to the district and checked. Wait until it finishes before closing the page.

   When it works, you'll see "Bulletin submitted" with a short receipt: the name the file was "Saved as", the "Rotary year" it was filed under, its "Size" and when it was "Uploaded".

   • If something is wrong, a message pops up explaining why, such as the file being too large or the officer details not matching. Fix the problem and click "Submit bulletin" again.
   • Have more issues to add? Click "Submit another" to start a fresh form.

   Mark step as done
6. 6

   Check that it's live

   1 minute

   Click "Browse the archive" and find your club. The new issue is listed under the current Rotary year, where anyone can click it to read it online or download the PDF.

   The issue also shows up in the "Latest E-Bulletins" section of your club's own page on the district website, which lists your newest three issues.

   Usually the bulletin is live straight away. If the receipt says it "shows up on the public archive shortly", the file is safely saved with the district and will appear once the archive next updates.

   Mark step as done

Common questions