E-047 · A 90-day try-out

A club plan for Cultural Music Social 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-047 · Cultural Music Social Night
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, music licensing, accessible events and media permissions; they are not an endorsement of the named Cultural Music Social Night initiative or this locally designed delivery model.

Primary references consulted

Enhancing Belonging and Engagement at Rotary (Rotary International)
Used for: Rotary seeks a culture where people are valued, respected and able to contribute.; A social activity should widen meaningful participation rather than impose an identity role.
Music Licence for Events and Festivals (OneMusic Australia)
Used for: Concerts, festivals and other events using music will generally need relevant public-performance licences.; Event format and music use affect the licence and reporting pathway, so clubs should seek current advice before promotion.
Hosting Accessible and Inclusive In-person Meetings and Events (Australian Human Rights Commission)
Used for: Accessible events plan venue, communications, activities, catering, technology and adjustments before the event.; Participants should receive accessible information and be able to request the adjustments they need.
Requirements and Standards for Video and Audio (Australian Government Style Manual)
Used for: Audio and video need accessible alternatives such as transcripts, captions and audio description where relevant.; Recording and publishing media also require copyright, permission and accessibility checks.

Candidate District material consulted

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

Club Playbook - Theme 2
Related records 32 Rotarian Talent Night and 90 Member-Curated Spotify Playlist support voluntary music sharing and social connection. Neither is a literal Cultural Music Social Night record or supplies this guide's licence, performer, accessibility and recording 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.
Music Licence for Events and Festivals
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.
Hosting accessible and inclusive in-person meetings and events
Supports: The 71 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.
Requirements and Standards for Video and Audio
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: 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.

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 event classification, budget, music-licence pathway, contributor terms, accessibility, privacy, media and brand controls before promotion.
No performer or member may be assigned a cultural role or expected to perform, explain identity or waive payment, expenses or rights as a condition of belonging.
The event must not proceed until venue and music-licensing responsibilities are clear, and an in-person permission must not be assumed to cover recording, streaming or later publication.
The event team must provide usable low-sound, movement, hearing and information access choices and a prompt route for cultural safety, privacy or content concerns.

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 Music Social Night 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 Music Social Night
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Choose whether the night is a small member social, community event, concert or fundraiser, then confirm venue conditions, likely music-licensing category, budget and accessibility before inviting performers.	Event producer and club treasurer	Eight weeks before the event	An event classification, provisional licence path, budget and access brief
2	Invite performers and selectors privately, ask what they wish to share and agree repertoire, context, attribution, payment or expenses, equipment, content limits and withdrawal terms.	Performer liaison	Six weeks before the event	Voluntary contributor agreements and a provisional program
3	Complete the required music-licence enquiry and venue approvals, document the repertoire information that must be reported and remove any proposed use whose rights cannot be confirmed.	Event producer and licence contact	Four weeks before the event	A licence and rights record with reporting responsibilities
4	Test stage access, sound levels, hearing support, lighting, seating, quiet-space signage and emergency movement, and prepare readable context cards or transcripts for spoken and recorded material.	Venue and accessibility lead	One week before and at sound check	A completed venue, sound and accessibility check
5	Open with the participation, sound, photography and recording choices, introduce each contribution in the agreed words and provide a low-sound or step-out option without drawing attention to the person using it.	Event host and floor team	During the event	A hosted social night within performer and participant boundaries
6	Complete licence reporting and payments, thank and pay contributors as agreed, delete unauthorised recordings, close concerns and decide whether the format should continue after performer and participant feedback.	Event producer and club sponsor	Within ten business days	Licence closeout, contributor closeout and a documented repeat decision

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.
The club performs or plays music publicly without the required licence or reporting. — Classify the event early, obtain current advice from the venue and OneMusic Australia, assign a licence owner and keep repertoire and closeout records.
A performer is expected to represent a culture, perform without fair conditions or explain material they would rather keep private. — Use voluntary private invitations, a written contributor agreement, agreed personal context and the right to change repertoire or withdraw.
Sound levels, venue layout, lighting or missing text alternatives exclude or harm participants. — Ask about access needs, test sound and movement, provide quiet and low-sound choices, publish access information and provide readable or captioned context.
Performances, people or cultural stories are recorded, streamed or posted beyond the agreed purpose. — Separate each recording and publication choice, control audience photography, secure all relevant rights and delete unauthorised files promptly.
The club sponsor must approve the event classification, budget, music-licence pathway, contributor terms, accessibility, privacy, media and brand controls before promotion.
No performer or member may be assigned a cultural role or expected to perform, explain identity or waive payment, expenses or rights as a condition of belonging.
The event must not proceed until venue and music-licensing responsibilities are clear, and an in-person permission must not be assumed to cover recording, streaming or later publication.

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 Music Social Night. Look for a broader range of voices being heard, identified barriers being addressed and voluntary feedback showing a stronger sense of belonging.
Performers and selectors with agreed repertoire, context, payment or expenses, access and recording choices before promotion.
Required venue, music-licence, reporting, copyright and brand checks completed and closed by the responsible owner.
Participants able to identify and use accessible seating, hearing, text, quiet-space or online alternatives without stigma.
Performer and participant feedback supporting a continue, revise or stop decision, including any cultural safety, volume or recording concern.

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.

Music Contributor and Repertoire Agreement

Record fair performer conditions, cultural context and the exact music and media permissions for the event.

Open supporting document

Music Licence, Venue and Accessibility Run Sheet

Give the event team one operational record for legal, technical and access checks.

Open supporting document

Recording, Media and Event Closeout Record

Close every licence, contributor, recording and follow-up obligation after the night.

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