E-010 · A 90-day try-out

A club plan for “Who’s New?” Meeting Game

Use this as a starting point. Cross out what does not fit, add what is missing and make it your club's own.

Where this idea came from

Playbook entry: E-010 · “Who’s New?” Meeting Game
Theme: Theme 2: Engagement & Belonging · Subtheme 1: Onboarding & First 90 Days
Source material: Current playbook index title and category plus an internally authored detailed-guide draft

Initiative-specific development wave

How this draft was developed

The cited sources support general principles for personal connection, welcoming meetings, fair collection and member choice; they do not constitute Rotary International endorsement of the named “Who’s New?” Meeting Game initiative or this local design.

Primary references consulted

Engage Emerging Leaders (Rotary International)
Used for: Personal connection, learning what inspires a new member and making useful introductions are part of early engagement.; Clubs are encouraged to use short meeting exercises and to take member ideas seriously.
Enhancing the Club Experience: Member Satisfaction Survey (Rotary International)
Used for: A welcoming environment includes members feeling known, valued and able to make useful connections.; Meeting format, social time and opportunities to contribute to discussion are relevant parts of member experience.
Chapter 3: APP 3 Collection of Solicited Personal Information (Office of the Australian Information Commissioner)
Used for: Personal information should be collected fairly and only where reasonably necessary.; Informed consent is particularly important where a requested fact may be sensitive information.

Candidate District material consulted

These records remain draft evidence and still need a human source decision.

Club Playbook - Theme 2
Related Mini “Who’s New?” Trivia Game concept,Member facts and hobbies as clue types,Short post-induction meeting format,MC and trivia-card resource assumption,Recognition, fun and connection outcome intent

Theme 2 source-assurance wave

What has been checked

3 current primary pages used by this guide were reopened on 9 August 2026.
6 attributed source claim(s) were mapped to their bounded use in this initiative.
Candidate District material remains separate and does not establish this result.

See each source's scope and limit

Engage Emerging Leaders
Supports: Member-centred discovery, mentoring, feedback, emerging-leader support and club-health review principles during renewal.
Does not establish: That a person is ready for office, should be selected, has consented to a role or that a proposed renewal pathway will work locally.
Enhancing the Club Experience: Member Satisfaction Survey
Supports: The 4 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping.
Does not establish: That the initiative is endorsed by Rotary International or District 9510, that it is permitted by the club's governing documents, that members want it, that it suits the local club, or that it will achieve the intended outcome.
Chapter 3: APP 3 Collection of solicited personal information
Supports: Data-minimisation, collection-purpose, proportionality and consent safeguards where the Privacy Act and APP 3 apply.
Does not establish: Whether a particular Rotary club is an APP entity or whether a proposed renewal survey, diagnostic or member record is lawful in its actual circumstances.

What still needs a person to confirm

Confirm the member, prospective-member, past-member and community needs, preferences and consent that the local design assumes.
Confirm which privacy, safeguarding, incorporated-association, charity, work health and safety, food, liquor, copyright, licensing, screening and other duties apply to the club and the activity.
Test accessibility, cultural safety, belonging, language and alternative participation routes with affected people and recognise First Nations cultural authority rather than inferring suitability from the guide.
Confirm every local fact, starting point, cost, role, current service contact, measure, stopping condition and platform capability before the club decides to proceed.
Confirm the authority and current scope of each primary source, resolve login-gated or moved-page references and keep any candidate District material attributed and unapproved until its source decision is made.

The source-verification release gate remains closed.

Checks still on hold

Approve prohibited clue topics and the process for consent, withdrawal, incident response and deletion of any retained materials.
Confirm whether meetings are recorded or streamed and obtain a separate, specific choice from the featured member.
Check that the format and script meet the club's inclusion, respectful-behaviour and accessibility expectations.
Decide who may facilitate and how a concern raised during or after the activity will be received and addressed.

Still an internal draft: source interpretation, local suitability, accessibility, governance and editorial approval remain open checks.

1. Is this worth trying here?

What we hope will change: Use “Who’s New?” Meeting Game to give new members a clear first 90 days, early relationships and a useful way to contribute.

What is happening in our club or community now?What is the smallest useful version we could try? What will we leave out?

Board contactPerson leading the workPerson checking what happened

2. Our 90-day try-out

What our club will do for “Who’s New?” Meeting Game
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Invite the new member privately, explain the format and audience, offer a normal introduction instead and record only the person's choice to participate or decline.	Meeting chair	At least one week before the meeting	Voluntary participation decision
2	Ask the member to provide three to five safe clues such as a hobby, a place that matters, a skill they enjoy sharing or the service issue that drew them to Rotary.	New member with welcome contact	Five days before the meeting	Member-authored clue set
3	Edit only for length and clarity, check that combined clues do not expose sensitive or security information and send the exact script back for approval.	Facilitator	Three days before the meeting	Approved facilitator script and accessible clue cards
4	Open by naming the purpose and ground rules, present one clue at a time through spoken and visible formats, invite collaborative guesses and stop after five minutes whether or not every answer is found.	Facilitator	Early in the meeting	Short inclusive meeting activity
5	Invite the new member to reveal and briefly expand on the clues, then name one kind of conversation or activity they would welcome after the meeting.	New member, if they wish	Immediately after the final clue	Member-led introduction and connection invitation
6	Check privately within two club days whether the format felt respectful and useful, record any change needed and do not retain or republish clue cards without fresh permission.	Welcome contact	Within two club days	Member feedback and revised facilitator note

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Check the idea with the people affected and confirm its purpose, owner and practical limits before putting it into use.
Protect member choice and privacy, make participation accessible, and do not infer belonging or satisfaction from attendance alone.
The activity feels like hazing, a memory test or pressure to perform. — Invite privately, make the non-game introduction equally visible, use collaborative guesses and let the member stop or skip any part.
A clue reveals sensitive information or invites stereotyping. — Use member-authored clues, review the combined information, exclude protected or intimate topics and prohibit facilitator improvisation.
Incorrect guesses become jokes about identity, culture, age or ability. — Set respectful ground rules, intervene immediately, keep humour about the format rather than the person and end the round if necessary.
The club mistakes recognition during a meeting for lasting inclusion. — Attach the activity to a named personal introduction or invitation and ask the member later whether it helped.
Approve prohibited clue topics and the process for consent, withdrawal, incident response and deletion of any retained materials.
Confirm whether meetings are recorded or streamed and obtain a separate, specific choice from the featured member.
Check that the format and script meet the club's inclusion, respectful-behaviour and accessibility expectations.
Decide who may facilitate and how a concern raised during or after the activity will be received and addressed.

4. What changed?

What we will keep an eye on
What matters	Where we are now	What we hope to see	How we will check	Who
After 90 days, review “Who’s New?” Meeting Game. Look for agreed early steps being completed, at least one useful club connection and every promised follow-up being delivered.
Invited new members who freely chose the game or the equally valued non-game introduction.
Activities delivered within five minutes using the approved clues and accessible formats.
Participating members reporting privately that the activity felt respectful and represented them accurately.
At least one relevant introduction, conversation or invitation completed after the activity, with the new member's agreement.

After 30 days

Is it reaching the right people? Is anything unsafe, unfair or harder than expected?

After 60 days

Make one useful change based on what people have told you.

After 90 days

Compare with where you started. Decide whether to change it, continue it or stop.

Made for this initiative

Tailored supporting documents

These working documents use the decisions, safeguards and evidence needs of this initiative. Complete them with the people affected and keep the agreed version with the club's project record.

Participation Invitation and Choice Note

Make the game genuinely optional and document the agreed audience and alternative introduction.

Open supporting document

Member-Approved Clue Card

Keep every clue accurate, safe and useful as a future conversation starter.

Open supporting document

Five-Minute Facilitator Run Sheet

Help the chair protect the member, include different participation modes and finish on time.

Open supporting document

Before your club says yes

Does the idea fit?

Talk with the people it is meant to serve and check that the need is real.

We have checked this

Who can say yes?

Name the person or group that can approve the work, spending and any safety arrangements.

We have checked this

Are people protected?

Check privacy, consent and safety. Collect only the information you genuinely need.

We have checked this

Can everyone take part?

Check the language, format, place, technology and cost for barriers.

We have checked this

Are the facts and permissions right?

Check names, claims, images, quotations, partner references and Rotary branding.

We have checked this

How will we learn?

Note where things stand now, check in at 30, 60 and 90 days, and decide what to do next.

We have checked this

Worksheets for your club

Open them online, print them or change them to suit the way your club works.

Welcome guide

Use this worksheet to prepare a practical learning or mentoring session and follow up afterwards.

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Are we ready to try this?

Use this worksheet to decide whether a small first try is realistic and what the club must settle before it starts.

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Contact plan

Use this worksheet to map each step and keep only the information the club genuinely needs.

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Progress check

Use this worksheet to note where things stand and choose a few useful signs that will help the club decide what to do next.

Open worksheet