E-018 · A 90-day try-out

A club plan for Rotary Program Overview Night

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-018 · Rotary Program Overview Night
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

These sources support general principles for explaining Rotary programs, causes and official information pathways; they do not constitute Rotary International endorsement of the named Rotary Program Overview Night initiative, the local program selection or this delivery model.

Primary references consulted

Our Programs (Rotary International)
Used for: Rotary's program portfolio includes leadership, peace, exchange, community service, grants and scholarship pathways with different participant groups.; Some Rotary programs are open to people who are not club members, so presenters should not imply one universal membership requirement.
Our Work (Rotary International)
Used for: The page presents Rotary's causes and areas of work as fields of change pursued with members and partners.; Rotary presents those causes separately from the named programs listed on its Our Programs page.
Learning & Reference (Rotary International)
Used for: My Rotary provides distinct routes for organisational information, roles, topics, policies, documents and learning.; Program connectors should direct members to the current official resource or responsible owner for detailed requirements.

Candidate District material

No candidate local guide was used for this version. The current initiative identity and the attributed primary references remain separate.

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

Our Programs
Supports: The 2 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.
Our Work
Supports: The 2 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.
Learning & Reference - learn by role
Supports: The availability of current Rotary role resources and learning pathways for renewal leadership and capability development.
Does not establish: The duties, delegation, eligibility, appointment method, authority or training completion of a particular person in a particular club.

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

Eligibility, age, application, selection, cost, funding, insurance, travel and safeguarding details must be checked with the current official program source and responsible district or regional owner.
Youth-related programs require the applicable Rotary and local safeguarding, screening, consent and supervision requirements before any participant contact or recruitment.
The club must label district events, local projects, partnerships and informal opportunities accurately and must not imply Rotary International ownership or endorsement.
Personal interest information and introductions require a stated purpose, minimum collection, limited access and specific member consent.
No presenter may promise selection, funding, placement, travel or local availability.

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 Rotary Program Overview Night 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 Rotary Program Overview Night
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Ask new members which causes, relationships, learning or types of contribution interest them, and what practical constraints affect participation; use the responses only to curate the night.	Onboarding coordinator	Two to three weeks before the night	An aggregated interest map with personal details removed when no longer needed
2	Select four to six relevant programs and verify the purpose, participants, pathway, eligibility, timing, cost or funding, local status and next official information point for each one.	Program curator with district or program contacts	Two weeks before the night	A dated program source register and a list of claims held pending confirmation
3	Create plain-language comparison cards and group them into no more than three pathways, such as serve with communities, develop people and leadership, and connect or exchange; remove acronyms that do not help a choice.	Content editor	One week before the night	An accessible program map and four to six source-linked comparison cards
4	Brief each connector to deliver a five-minute explanation using the same questions: what it is, who it is for, what participation involves, what is available here now, what is not promised and where the member can verify more.	Session facilitator	Three to five days before the night	Consistent, checked connector briefs with explicit boundaries
5	Run a short whole-group map followed by two chosen station conversations; let members compare fit, ask questions and record one 'explore, later or not for me' decision without being recruited on the spot.	Facilitator and program connectors	During the 60-minute night	Private participant choices and a captured unanswered-question list
6	Send the relevant official links, connect only those who opted in, answer or close unresolved questions and remove any local opportunity that cannot be confirmed before the next session.	Onboarding coordinator and program connectors	Within seven days	Introductions made with each person's permission, verified answers and an updated source register

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.
Confirm venue, accessibility, safety, incident, cancellation and follow-up arrangements for the actual audience and setting.
Participants are overwhelmed by names, acronyms and unrelated opportunities. — Curate four to six programs from participant interests, group them by outcome and limit each member to two chosen station conversations.
Old eligibility, timing, funding or application information is presented as current. — Check each card against the official source close to delivery, display the checked date and hold any unverified detail.
A district activity, club project or partnership is described as an official Rotary International program. — Use a visible pathway-type label and name the actual owner and decision authority for every opportunity.
Interest is treated as a commitment or personal details are shared with several program contacts. — Let participants mark explore, later or not for me privately and make introductions only with specific opt-in consent.
Eligibility, age, application, selection, cost, funding, insurance, travel and safeguarding details must be checked with the current official program source and responsible district or regional owner.
Youth-related programs require the applicable Rotary and local safeguarding, screening, consent and supervision requirements before any participant contact or recruitment.
The club must label district events, local projects, partnerships and informal opportunities accurately and must not imply Rotary International ownership or endorsement.

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 Rotary Program Overview Night. Look for agreed early steps being completed, at least one useful club connection and every promised follow-up being delivered.
Program cards with current official sources, checked dates and confirmed local-status labels.
Participants who can distinguish a Rotary program, Foundation opportunity, club or district activity and informal local pathway after the session.
Unanswered eligibility, timing, cost or availability questions resolved or explicitly closed within seven days.
Opted-in members who complete one information conversation or application-readiness step within 30 days.

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.

Program Source and Status Register

Keep program facts current and distinguish official information from local availability.

Open supporting document

Program Comparison Card

Help a new member compare fit without needing to decode a full program manual.

Open supporting document

Explore-Later-Not-for-Me Action Card

Protect member choice while recording only the follow-up they actually want.

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.

Event brief

Use this worksheet to plan who the session is for, when it will happen, how people can take part and what happens afterwards.

Open worksheet

Registration and follow-up log

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

Open worksheet

Feedback form

Use this worksheet to hear what people experienced and decide what to change next.

Open worksheet