E-055 · A 90-day try-out

A club plan for Monthly Club Social Nights

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-055 · Monthly Club Social Nights
Theme: Theme 2: Engagement & Belonging · Subtheme 4: Social Connection & Bonding
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 Rotary connection, accessible events and checking local liquor arrangements; they are not an endorsement of the named Monthly Club Social Nights initiative or this locally designed delivery model.

Primary references consulted

Engaging Younger Professionals: Make Connections (Rotary International)
Used for: Rotary identifies social gatherings and accessible public events as opportunities to form relationships and let prospective members experience the club.; Clubs are encouraged to start with manageable activities and involve people through their interests and ideas.
Hosting Accessible and Inclusive In-person Meetings and Events (Australian Human Rights Commission)
Used for: Accessible event design includes venue, transport, invitations, adjustments, activities, technology, materials and catering.; Organisers should invite access requirements and plan them before the event.
Types of Liquor Licences (Government of South Australia)
Used for: A short-term liquor licence can apply when liquor is sold, supplied or permitted at an event for commercial or financial benefit or on regulated premises.; The organiser should determine the applicable local licence and venue arrangements rather than assume a social event is exempt.

Candidate District material consulted

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

Club Playbook - Theme 2
Candidate record 31 is a literal Monthly Club Social Nights title match and contributes the broad monthly, informal, family-and-friends social concept. Its example budget is not treated as current or sufficient, and it does not supply the access, affordability, alcohol, transport, privacy, hosting or governance controls in this guide.

Theme 2 source-assurance wave

What has been checked

3 current primary pages used by this guide were reopened on 9 August 2026.
6 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

Engaging Younger Professionals: Make Connections
Supports: The 32 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: That the initiative is endorsed by Rotary International or District 9510, that it is permitted by the club's governing documents, that members want it, that it suits the local club, or that it will achieve the intended outcome.
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.
Types of Liquor Licences
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.

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 three-event pilot, budget, affordability route, venue checks, accessibility, conduct, privacy and incident arrangements before invitations are issued.
Every venue and format requires a fresh local check; a standing monthly label does not carry forward insurance, liquor, food, transport or access approval.
Participation must remain voluntary and must not be used as a meeting attendance, loyalty or recruitment measure.
Guest and member details, photos and follow-up choices must be limited to the stated purpose and not transferred automatically into publicity or prospect records.

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: Members form friendships that support attendance, belonging and retention.

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 Monthly Club Social Nights
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Ask members and recent guests what would help them join comfortably, then choose one connection outcome for the pilot rather than assuming the preferred activity.	Membership lead and social host	Six weeks before the first night	A de-identified participation brief and one pilot outcome
2	Select three varied formats, such as a low-cost meal, an activity and a quiet conversation night, and set a transparent club subsidy and no-cost route.	Social team and treasurer	Five weeks before the first night	A three-month calendar, budget and affordability plan
3	Check each venue and supplier for access, transport, food, alcohol, noise, weather, insurance and cancellation requirements, and record who owns each control.	Event coordinator	Three weeks before each night	A venue and event readiness record
4	Invite people in plain language with the actual cost, finish time, transport, food, access, alcohol-free and photo arrangements, plus one private contact for adjustments.	Communications lead	Two weeks before each night	An accurate invitation and confidential response route
5	Welcome people by name, make introductions without forcing networking games, protect alcohol-free and quiet choices, check isolated participants and finish at the promised time.	Social host and access contact	On the night	A hosted social event with recorded incidents and adjustments
6	Send a two-minute pulse, reconcile costs and incidents, follow up newcomers with permission, then change or retire formats that repeatedly exclude the same people.	Membership lead and treasurer	Within five days and after the third event	A pilot review and decision on the next social cycle

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Check the selected approach against the club's actual needs, capacity and responsibilities 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 recurring format becomes an alcohol-centred, expensive or late-night club within the club. — Rotate formats, show prices early, protect alcohol-free and daytime choices, fund a discreet no-cost route and review participation by more than total numbers.
Newcomers attend but remain outside established friendship groups. — Assign active hosts, use consent-based introductions and check connection quality in the follow-up rather than assuming attendance equals belonging.
Venue access, food, transport, weather or liquor requirements are assumed rather than checked. — Complete a local readiness check for every format, confirm responsibilities with the venue and pause the event when a material requirement is unresolved.
Photos, contact details or guest information are reused for publicity or recruitment without a clear basis. — State collection and photo choices, keep a no-photo route, limit the RSVP record and seek a separate decision before later publication or follow-up.
The club sponsor must approve the three-event pilot, budget, affordability route, venue checks, accessibility, conduct, privacy and incident arrangements before invitations are issued.
Every venue and format requires a fresh local check; a standing monthly label does not carry forward insurance, liquor, food, transport or access approval.
Participation must remain voluntary and must not be used as a meeting attendance, loyalty or recruitment measure.

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 Monthly Club Social Nights. Look for repeat participation, new connections across existing groups and members choosing to organise the next activity together.
Participation spread across new, established, quieter, geographically distant and cost-conscious members rather than repeat attendance by one friendship group.
Guests and members reporting at least one new or strengthened club relationship after the three-event pilot.
Access, affordability, transport, alcohol, food, conduct and timing issues identified and resolved before the next event.
Actual cost per participant, club subsidy and host workload remaining within the agreed ceiling without pressuring members to spend.

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.

Three-Month Social Night Brief and Calendar

Turn member preferences into a varied, affordable social pilot with a clear connection outcome.

Open supporting document

Social Night Venue, Access and Cost Check

Confirm the practical conditions people need before each invitation is issued.

Open supporting document

Social Host Run Sheet and Pilot Review

Help hosts create connection on the night and make an evidence-based decision after the pilot.

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 plan

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

Content calendar

Use this worksheet to prepare clear messages and check the facts, permissions and approval before sharing them.

Open worksheet

Feedback form

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

Open worksheet