E-044 · A 90-day try-out

A club plan for Cultural Heritage Showcase

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-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.

1. Is this worth trying here?

What we hope will change: Use Cultural Heritage Showcase to remove avoidable barriers so people from different backgrounds can belong and contribute on fair terms.

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 Cultural Heritage Showcase
Step	What we will do	Who could lead it	Our date	How we will know it is done
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

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.
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.

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 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.

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.

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

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.

Conversation guide

Use this worksheet to hold a respectful conversation, hear different views and tell people what happens next.

Open worksheet

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.

Open worksheet

Member pulse check

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

Open worksheet