E-051 · A 90-day try-out

A club plan for Cultural Exchange Potluck

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-051 · Cultural Exchange Potluck
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, voluntary participation, food safety, allergen information and local compliance; they are not an endorsement of the named Cultural Exchange Potluck 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 and able to participate and contribute.; A club social should offer meaningful choice rather than assign identity or cultural labour.
Allergen Labelling for Consumers (Food Standards Australia New Zealand)
Used for: Accurate allergen information supports safer food choices.; Event organisers should not make allergen or cross-contact claims they cannot support.
Health and Hygiene Requirements for Food Fundraisers (Food Standards Australia New Zealand)
Used for: Community food activities need safe food handling, hygiene and suitable facilities.; Temperature, contamination and service controls should be planned rather than left to individual contributors.
Food Business Notification (Government of South Australia)
Used for: Food businesses and some community food activities may have notification or local-authority requirements.; The club should confirm its event circumstances with the relevant authority rather than assume an exemption.

Candidate District material consulted

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

Club Playbook - Theme 2
Related record 24 Home Food Shared Table Night supports the broad idea of members voluntarily sharing a dish and short personal context. It is not a literal Cultural Exchange Potluck record and does not supply this guide's food-safety, allergen, no-cost, non-food and media 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.
Allergen Labelling
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: The club's actual hazards, safeguarding duties, screening requirements, food controls, cyber posture or risk tolerance; completion of a local risk assessment; or approval to proceed.
Health and Hygiene for Food Handlers
Supports: The 4 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: The club's actual hazards, safeguarding duties, screening requirements, food controls, cyber posture or risk tolerance; completion of a local risk assessment; or approval to proceed.
Food Business Notification
Supports: The 4 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.

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 venue and local-compliance advice, food-safety and allergen plan, participation choices, accessibility, privacy and incident controls before invitations.
Cooking, spending, cultural explanation and eating must remain voluntary, and no person may be assigned a dish or asked to prove authenticity.
The club must not promise an allergen-free, faith-compliant or medically safe option unless the responsible provider can substantiate that claim and manage cross-contact.
Attendance and food contribution do not authorise photography, recipe publication, personal storytelling or later promotional use.

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 Exchange Potluck 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 Exchange Potluck
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Ask members what format, timing, access and dietary arrangements would make a shared meal comfortable, then confirm venue and local food requirements before setting a date.	Event coordinator and food-safety lead	Six weeks before the potluck	A needs summary, suitable venue and compliance path
2	Invite contribution choices without assigning cultures, make cooking optional and ask only for the ingredient, allergen, preparation and service information needed for safety.	Food coordinator	Four weeks before the potluck	A voluntary contribution list and preliminary allergen record
3	Review proposed dishes and facilities, decline items that cannot be handled safely, plan temperature and cross-contact controls and arrange suitable catered or packaged alternatives.	Food-safety lead and venue contact	Two weeks before the potluck	An approved menu and food-control plan
4	Prepare readable dish cards, a separate master allergen list, serving equipment and clear instructions for arrival, storage, reheating, hand hygiene and leftovers.	Food coordinator and accessibility lead	One week before and on setup day	Accurate dish information and a safe service setup
5	Open with the food and participation choices, let contributors offer a one-minute personal note or pass, prevent cultural ranking and maintain supervision, temperature, utensil and cross-contact controls.	Event host and food-safety lead	During the potluck	A hosted shared meal with safe, voluntary participation
6	Dispose of or store food safely, close any illness, allergen, access or cultural-safety issue, confirm media choices and decide whether the club can repeat the event more safely and inclusively.	Event coordinator and club sponsor	Immediately after and within seven days	Food closeout, issue record and repeat-event 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.
Unsafe preparation, transport, temperature or service causes foodborne illness. — Confirm applicable requirements, appoint a food-safety lead, limit accepted foods, control time and temperature, provide hygiene facilities and manage leftovers.
Missing or inaccurate ingredient and allergen information causes a serious reaction or false confidence. — Require written dish information, use a master register, control cross-contact and state clearly when a particular allergen or dietary need cannot be safely accommodated.
Members feel obliged to cook, spend money or explain culture and family history. — Offer equal non-food and no-cost roles, make stories optional, avoid assigning dishes and do not rank authenticity or effort.
Photos, recipes or personal stories are published as club content without permission. — Separate attendance, contribution, photography, recipe sharing and publication choices and provide a no-photo area and withdrawal contact.
The club sponsor must approve the venue and local-compliance advice, food-safety and allergen plan, participation choices, accessibility, privacy and incident controls before invitations.
Cooking, spending, cultural explanation and eating must remain voluntary, and no person may be assigned a dish or asked to prove authenticity.
The club must not promise an allergen-free, faith-compliant or medically safe option unless the responsible provider can substantiate that claim and manage cross-contact.
Attendance and food contribution do not authorise photography, recipe publication, personal storytelling or later promotional use.

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 Exchange Potluck. Look for a broader range of voices being heard, identified barriers being addressed and voluntary feedback showing a stronger sense of belonging.
Contributions with complete ingredient, allergen, preparation and service information accepted before the event.
Participants using cooking, purchased, setup, conversation or no-cost options without reported pressure or ranking.
Food-safety, allergen, access, faith, cost, privacy or cultural-safety issues identified and closed appropriately.
A repeat-event decision based on contributor and participant feedback, food closeout and the capacity to improve controls.

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.

Potluck Contribution and Participation Choice

Let each person choose a food or non-food role and provide only the safety information the club needs.

Open supporting document

Potluck Food Safety and Allergen Run Sheet

Give the event team a practical control record from venue approval to leftovers.

Open supporting document

Cultural Exchange Potluck Closeout

Capture learning and issues without retaining unnecessary personal or cultural detail.

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