E-044 · Detailed guide · Theme 2

Cultural Heritage Showcase

Use Cultural Heritage Showcase to remove avoidable barriers so people from different backgrounds can belong and contribute on fair terms.

Where this idea came from

Playbook entry: E-044 · Cultural Heritage Showcase
Theme: Theme 2: Engagement & Belonging · Subtheme 3: Cultural Inclusion & Belonging
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 belonging, cultural authority, ethical engagement, copyright, privacy and contributor control; they are not an endorsement of the named Cultural Heritage Showcase initiative or this locally designed delivery model.

Primary references consulted

Enhancing Belonging and Engagement at Rotary (Rotary International)
Used for: Rotary values visible and invisible differences and seeks a culture in which people know they are valued and belong.; An inclusion activity should strengthen participation rather than reduce people to a visible identity.
AIATSIS Code of Ethics for Aboriginal and Torres Strait Islander Research (Australian Institute of Aboriginal and Torres Strait Islander Studies)
Used for: Ethical engagement with Aboriginal and Torres Strait Islander peoples and knowledge is grounded in Indigenous self-determination, leadership, impact and value, and sustainability and accountability.; First Nations cultural material requires community authority and benefit, not merely individual access or possession.
Copyright Licensing and Rights Management Organisations in Australia (IP Australia)
Used for: Copyright protects artistic, literary, musical and other works, and a licence gives permission to use another person's work in a defined way.; Rights can be licensed directly or through a rights-management body and should not be assumed from online availability.
Chapter 6: APP 6 Use or Disclosure of Personal Information (Office of the Australian Information Commissioner)
Used for: Personal information generally should not be reused or disclosed for a new purpose without consent or another valid basis where the Australian Privacy Principles apply.; Display permission should be separated from later publicity, publication or archival use.

Candidate District material consulted

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

Club Playbook - Theme 2
Related records 19 Cultural Snapshot Icebreaker, 22 Member Identity Spotlights and 27 Rotary Language Map Wall support voluntary heritage sharing and visible inclusion. None is a literal Cultural Heritage Showcase record or supplies this guide's cultural-authority, copyright, object-care and permission controls.

Theme 2 source-assurance wave

What has been checked

4 current primary pages used by this guide were reopened on 9 August 2026.
8 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

Enhancing Belonging and Engagement at Rotary
Supports: Belonging, accessibility, respectful participation and equitable access principles for renewal and club experience.
Does not establish: That a particular meeting model, membership pathway, leadership process or club culture is inclusive without testing with affected people.
AIATSIS Code of Ethics for Aboriginal and Torres Strait Islander Research
Supports: The 6 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: Accessibility or inclusion conformance, the needs or preferences of any person or community, cultural authority to act, the suitability of a format or venue, or local approval.
Copyright Licensing and Rights Management Organisations in Australia
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: Whether a law, duty, licence, registration, governing rule or regulator requirement applies to this club; whether a person or supplier is suitable; or whether a local design is compliant, authorised or approved.
Chapter 6: APP 6 Use or Disclosure of Personal Information
Supports: The 21 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: Whether the Privacy Act or another duty applies to this club, whether consent is informed and valid, whether collection or publication is authorised, or whether the proposed safeguards are sufficient in the 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

The club sponsor must approve the contributor brief, cultural-authority process, copyright and privacy checks, object-care plan, accessibility and immediate removal route before material is accepted.
Aboriginal or Torres Strait Islander knowledge, language, artwork, image or cultural expression must not be displayed without the authority and protocols of the relevant community or rights holders.
No display permission automatically permits photography, copying, social media, recording, translation, adaptation or permanent archiving; each use needs its own documented basis.
The club must not claim that one item or contributor represents a culture, country, faith, family or community, or imply Rotary International endorsement.

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

Why a club might use this

It helps more people feel known, valued and able to take part in ways that work for them.

It may suit: Members at the relevant stage of their club experience, including people who may not yet feel fully connected.

Use it when

Consider Cultural Heritage Showcase when language, custom, access or club habits may be narrowing who feels able to participate.
A club willing to keep the first showcase small, contributor-led and focused on careful context rather than spectacle or publicity.
Members or community partners who have independently offered material they are comfortable and authorised to explain.
A venue and team able to protect objects, provide accessible labels and control photography, copying and online reuse.

Before the club starts

A contributor brief that asks what may be shown, said, photographed, copied, translated, published or withdrawn and makes clear that declining has no consequence.
A cultural-authority and rights check for every item, story, image, artwork, performance or label, including a specific process for First Nations cultural and intellectual property.
A secure, accessible display plan covering handling, transport, insurance or replacement limits, lighting, audio description, readable labels and emergency care.
A named curator and concern contact who can remove material immediately, correct a label, stop intrusive questions and refer cultural or legal issues for advice.

Capacity guide

Likely cost: Low to medium, depending on venue access, interpreting, transport and adapted materials.
Lead time: About four weeks for listening, co-design and a practical trial.
People: Four to six club members plus community advisers or participants who choose to contribute.

A useful club conversation

Questions worth asking

What context did the contributor say is essential for understanding this item or practice respectfully?
What should visitors not assume about a whole culture, community, family or individual from this one contribution?
What permission, attribution or care practice should our club carry into future events and communications?

Common traps

Trying Cultural Heritage Showcase when Display of sacred, secret, restricted, contested, borrowed or culturally sensitive material without the authority of the relevant rights holders and community custodians.
Proceeding with Cultural Heritage Showcase when A generic multicultural decoration exercise, costume theme or public content campaign assembled from internet images, flags and labels without contributor or copyright permission.
The showcase reduces cultures to costumes, curiosities or a single spokesperson and creates tokenism rather than learning. — Keep contributors in control of context, state that each contribution is particular rather than representative, avoid compulsory performance and assign a practical inclusion action afterward.

A practical 90-day path

Three milestones for Cultural Heritage Showcase
When	What the club does	Evidence to keep
Days 1–30: Agree the local design	Agree a narrow learning purpose and invite proposals privately, asking contributors to describe the item, their authority to share it, the audience and any handling, language or cultural restrictions. Review each proposal with the contributor and, where needed, the relevant rights holder, community custodian or specialist; decline or defer anything whose authority or safety cannot be confirmed.	A voluntary proposal list with authority and restriction questions An approved display list with holds and exclusions recorded
Days 31–60: Run and adjust the first version	Write each label with the contributor in plain language, including the contributor's chosen attribution, context, pronunciation, access description and a clear note about photography or copying. Test transport, placement, security, lighting, sound, circulation and accessible alternatives, then brief hosts on respectful questions, no-touch rules and immediate removal procedures.	Contributor-approved accessible display labels A signed display, access and object-care check
Days 61–90: Review the evidence and decide	Open with the showcase purpose and boundaries, let contributors speak only if they choose, route questions through hosts and prevent photography, handling or publication outside the agreed permissions. Return all material promptly, remove temporary files and labels as agreed, confirm any permitted later use separately and record one club inclusion lesson without retaining restricted or personal content.	A hosted learning experience within contributor-set boundaries Returned material, closed permissions and a de-identified learning note

Fit it to the club you have

Small club

Use three to five contributions on one table with a single curator. If privacy is hard to preserve locally, omit contributor names and avoid material that could identify a family story without consent.

Larger club

Create timed entry or clearly separated zones with a trained host in each area, a central permissions register and one route for immediate correction or removal.

Regional or rural club

Borrow only through a documented agreement and consider high-quality facsimiles or contributor-approved digital access where transport, security or cultural care cannot be guaranteed.

Metropolitan, hybrid or online club

Use a controlled gallery with accessible text alternatives, disable downloads where possible and publish only material for which online display, duration, audience and reuse have been separately approved.

Learn, adapt and know when to stop

Evidence worth keeping

Contributions with documented authority, approved context, access description and separate photography or reuse choices before display.
Contributors reporting that their material and boundaries were represented accurately and respected throughout the showcase.
Copyright, cultural authority, privacy, object-care or accessibility issues identified and resolved before opening or through immediate removal.

Change course when

Sacred, restricted or community-owned knowledge is displayed by someone who does not have authority to share it. — Require a cultural-authority check, use the AIATSIS ethical principles for First Nations material and exclude any contribution whose authority, restrictions or benefit cannot be established.
Images, artwork, recordings, text or designs are copied or published without the copyright owner's permission. — Record ownership and permitted uses for each contribution, treat internet availability as no permission and obtain a specific licence or remove the material.
A valuable or personal object is damaged, lost, handled or photographed against the contributor's wishes. — Use a documented condition and handling plan, secure placement, host supervision, visible no-touch and photography rules, and a prompt return process.

How to put it into practice

Detailed implementation steps for Cultural Heritage Showcase
Step	Action	Suggested owner	Timing	Evidence or output
1	Agree a narrow learning purpose and invite proposals privately, asking contributors to describe the item, their authority to share it, the audience and any handling, language or cultural restrictions.	Showcase curator and inclusion lead	Six weeks before the showcase	A voluntary proposal list with authority and restriction questions
2	Review each proposal with the contributor and, where needed, the relevant rights holder, community custodian or specialist; decline or defer anything whose authority or safety cannot be confirmed.	Showcase curator and club sponsor	Four weeks before the showcase	An approved display list with holds and exclusions recorded
3	Write each label with the contributor in plain language, including the contributor's chosen attribution, context, pronunciation, access description and a clear note about photography or copying.	Contributor and label editor	Two weeks before the showcase	Contributor-approved accessible display labels
4	Test transport, placement, security, lighting, sound, circulation and accessible alternatives, then brief hosts on respectful questions, no-touch rules and immediate removal procedures.	Venue lead and curator	One week before and on setup day	A signed display, access and object-care check
5	Open with the showcase purpose and boundaries, let contributors speak only if they choose, route questions through hosts and prevent photography, handling or publication outside the agreed permissions.	Curator and floor hosts	During the showcase	A hosted learning experience within contributor-set boundaries
6	Return all material promptly, remove temporary files and labels as agreed, confirm any permitted later use separately and record one club inclusion lesson without retaining restricted or personal content.	Curator and records steward	Within three days	Returned material, closed permissions and a de-identified learning note

Controls and safeguards

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.
Sacred, restricted or community-owned knowledge is displayed by someone who does not have authority to share it. — Require a cultural-authority check, use the AIATSIS ethical principles for First Nations material and exclude any contribution whose authority, restrictions or benefit cannot be established.
Images, artwork, recordings, text or designs are copied or published without the copyright owner's permission. — Record ownership and permitted uses for each contribution, treat internet availability as no permission and obtain a specific licence or remove the material.
A valuable or personal object is damaged, lost, handled or photographed against the contributor's wishes. — Use a documented condition and handling plan, secure placement, host supervision, visible no-touch and photography rules, and a prompt return process.
The showcase reduces cultures to costumes, curiosities or a single spokesperson and creates tokenism rather than learning. — Keep contributors in control of context, state that each contribution is particular rather than representative, avoid compulsory performance and assign a practical inclusion action afterward.
The club sponsor must approve the contributor brief, cultural-authority process, copyright and privacy checks, object-care plan, accessibility and immediate removal route before material is accepted.
Aboriginal or Torres Strait Islander knowledge, language, artwork, image or cultural expression must not be displayed without the authority and protocols of the relevant community or rights holders.
No display permission automatically permits photography, copying, social media, recording, translation, adaptation or permanent archiving; each use needs its own documented basis.
The club must not claim that one item or contributor represents a culture, country, faith, family or community, or imply Rotary International endorsement.

What to measure

After 90 days, review Cultural Heritage Showcase. Look for a broader range of voices being heard, identified barriers being addressed and voluntary feedback showing a stronger sense of belonging.
Contributions with documented authority, approved context, access description and separate photography or reuse choices before display.
Contributors reporting that their material and boundaries were represented accurately and respected throughout the showcase.
Copyright, cultural authority, privacy, object-care or accessibility issues identified and resolved before opening or through immediate removal.
One club communication or event practice improved after the showcase without retaining restricted knowledge or personal detail.

Follow-up: At the 90-day review, compare the recorded measures with the starting point, resolve the listed governance holds and tell participants whether Cultural Heritage Showcase will change, continue 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.

Heritage Contribution Proposal and Authority Check

Help a contributor and curator decide whether an item or account can be shared safely and lawfully.

Open supporting document

Contributor-Approved Display Label and Access Sheet

Create an accurate, accessible label without adding unsupported cultural claims.

Open supporting document

Object, Image and Permission Register

Track care, rights and closeout for every showcased contribution.

Open supporting document

Related playbook entries

E-043
E-045

Supporting worksheets

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