E-049 · A 90-day try-out

A club plan for Diversity Speaker 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-049 · Diversity Speaker 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, culturally safe conversation, accessible events and controlled later use; they are not an endorsement of the named Diversity Speaker 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 in which differences are respected and each person is valued and able to contribute.; Inclusion should be reflected in club behaviour and systems rather than symbolic visibility alone.
Let's Talk Race: A Guide on How to Conduct Conversations About Racism (Australian Human Rights Commission)
Used for: Community organisations need a clear purpose, mature facilitation and an active response to harmful commentary in conversations about racism.; A structured conversation is not a substitute for advanced training or an appropriate response to a serious incident.
Hosting Accessible and Inclusive In-person Meetings and Events (Australian Human Rights Commission)
Used for: Event organisers should plan accessible venues, invitations, materials, activities and adjustments in advance.; Access requirements should be invited privately and addressed as part of event design.
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.; Attendance and speaking do not automatically authorise later quotation, recording or publicity.

Candidate District material consulted

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

Club Playbook - Theme 2
Related records 29 Intercultural Leadership Pathways and 54 Rotarian Speaker Exchange support inviting CALD members into supported speaking opportunities and sharing member expertise. Neither is a literal Diversity Speaker Night record or supplies this guide's selection, payment, safety and question 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.
Let's Talk Race: A Guide on How to Conduct Conversations About Racism
Supports: The 8 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.
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.
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 learning brief, speaker selection, fair terms, question moderation, accessibility, support and media controls before promotion.
No person may be selected or introduced as a representative of a culture, faith, race, country, disability, gender or other group without their explicit choice and an accurate scope.
Live complaints, discrimination allegations, trauma and safeguarding matters must be transferred to an appropriate private process rather than explored in the session.
No recording, quotation, image or later publication may occur beyond the speaker's specific permission, and the club must review the promised action rather than claim the event proves inclusion.

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 Diversity Speaker 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 Diversity Speaker Night
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Use de-identified club and community feedback to write one learning question and one intended behaviour or process change, then separate any live complaint or private matter.	Club sponsor and inclusion lead	Six weeks before the event	A focused learning brief with scope and exclusions
2	Identify possible speakers through trusted networks, assess subject and facilitation fit, and invite privately without assigning a person to an identity category or assuming they will work without payment.	Speaker coordinator	Five weeks before the event	A selected speaker and documented selection rationale
3	Co-write the session plan, introduction and question boundaries with the speaker, confirm the fee, expenses, access and support, and agree that recording or later use needs a separate decision.	Speaker coordinator and speaker	Three weeks before the event	A speaker-approved engagement and boundary record
4	Brief members in plain language, invite access requests and questions in advance, and remove intrusive, representative, partisan or case-specific questions before the session.	Event host and accessibility lead	One week before the event	An informed audience and screened question set
5	Open with the purpose and boundaries, deliver the agreed talk and moderated questions, let the speaker pass or pause, and close with a club reflection about action rather than personal judgement of the speaker.	Event host	During the event	A safely hosted learning session and de-identified action themes
6	Pay and thank the speaker promptly, check privately for concerns, confirm any permitted later use, assign one 60-day club action and report the result back to the speaker if they want it.	Club sponsor and speaker coordinator	Within seven days and at day 60	Speaker closeout, media decision and one reviewed club action

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.
A speaker is tokenised, expected to represent a whole community or pressured to disclose personal harm. — Select for the specific brief, use the speaker's chosen introduction, agree topics out of scope and state that the perspective is particular rather than representative.
Questions become hostile, intrusive, argumentative or focused on a live complaint. — Collect and screen questions, use a trained moderator, stop harmful commentary and transfer complaint or support matters to the appropriate private pathway.
The club expects identity-based or specialist labour without fair payment, preparation or support. — Discuss fee and expenses early, pay promptly, cap preparation and follow-up, and do not use membership or community connection to presume free work.
The session is recorded, quoted or promoted beyond the speaker's agreement and produces no club change. — Separate media permissions, prevent audience recording, document the 60-day action and report what changed rather than republishing personal content.
The club sponsor must approve the learning brief, speaker selection, fair terms, question moderation, accessibility, support and media controls before promotion.
No person may be selected or introduced as a representative of a culture, faith, race, country, disability, gender or other group without their explicit choice and an accurate scope.
Live complaints, discrimination allegations, trauma and safeguarding matters must be transferred to an appropriate private process rather than explored in the session.

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 Diversity Speaker Night. Look for a broader range of voices being heard, identified barriers being addressed and voluntary feedback showing a stronger sense of belonging.
Speaker engagements with an agreed brief, fair terms, boundaries, access choices and separate media decisions before promotion.
Participants able to identify one relevant behaviour or process change rather than only reporting that the talk was interesting.
Intrusive-question, cultural safety, access, privacy or speaker-support concerns raised and resolved promptly.
The agreed 60-day club action completed and its effect checked with people affected by the original learning need.

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.

Diversity Speaker Learning Brief and Selection Record

Define the learning need and select a speaker for expertise and fit rather than identity tokenism.

Open supporting document

Speaker Agreement, Access and Question Plan

Give the speaker control over how the session, questions and later use will work.

Open supporting document

Speaker Night Action and Closeout Record

Complete speaker commitments and turn the learning into a reviewed club improvement.

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