E-056 · A 90-day try-out

A club plan for Rotarian Talent 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-056 · Rotarian Talent Night
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 participation, Australian music licensing and accessible event design; they are not an endorsement of the named Rotarian Talent Night initiative or this locally designed delivery model.

Primary references consulted

Our Clubs (Rotary International)
Used for: Rotary club participation can connect members with friends and develop leadership and professional skills.; Rotary recognises members' skills and talents as part of making a difference and strengthening club experience.
Music Licences (APRA AMCOS)
Used for: Music used by an organisation or event may require the appropriate music licence.; Licensing should be resolved for the actual performance and use rather than assumed from private listening access.
Hosting Accessible and Inclusive In-person Meetings and Events (Australian Human Rights Commission)
Used for: Accessible event design includes invitations, venue, activities, technology, media, materials and catering.; Activities and presentations should be planned so people with disability can participate on an equal basis.

Candidate District material consulted

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

Club Playbook - Theme 2
Candidate record 32 is a literal Rotarian Talent Night title match and contributes the broad music, comedy, reading and artwork showcase concept. Its example budget is not treated as current or sufficient, and it does not supply the performer-agreement, rights, licensing, access, technical, recording or safety 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

Our Clubs
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: 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.
Music licences
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.
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.

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 program, performer terms, venue, accessibility, technical safety, rights, licensing and media arrangements before the event is promoted.
Every contribution must be voluntary and contributor-approved; no member may be surprised, compelled, ranked or used as a joke.
The venue's music or performance coverage must be confirmed in writing and any uncovered use resolved before rehearsal or promotion.
Recording, livestreaming and later publication remain separate decisions for each contributor and rights holder, regardless of audience practice.

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 Rotarian Talent Night to create genuine friendships and informal connections beyond the formal meeting agenda.

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 Rotarian Talent Night
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Invite voluntary contributions privately and name the full range of options, including performing, displaying, demonstrating, helping backstage or simply attending.	Showcase producer	Eight weeks before the event	A confidential performer and contributor register
2	Meet each contributor briefly to agree their introduction, time, equipment, access, support, content boundaries, media choices and withdrawal point.	Performer liaison	Six weeks before the event	Performer-approved contribution cards
3	Build a varied program with changeover time, quiet display areas and breaks, then check music, script, image and recording rights with the venue and relevant licensing body.	Producer and rights lead	Four weeks before the event	A timed program and rights register
4	Run an access and technical check with contributors, test equipment and backups, mark hazards, brief the host and publish accurate access, content and media information.	Technical and accessibility leads	One week before the event	A signed production-readiness check
5	Use each contributor's chosen introduction, protect pass and stop signals, keep audience commentary respectful, prevent unauthorised recording and make every changeover calm and dignified.	Host, stage manager and media marshal	During the event	A safely delivered showcase and incident log
6	Thank contributors privately, check for corrections or concerns, delete unapproved captures, complete licence or supplier records and ask what would make a future showcase safer or more enjoyable.	Producer and performer liaison	Within seven days	A performer closeout and improvement record

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.
Members feel pressured to perform, are introduced inaccurately or become the subject of jokes and ranking. — Use private opt-in, contributor-approved introductions, non-performing roles, no surprise items and a host brief that prohibits humiliating commentary.
Music, scripts, images, artwork or recordings are used without the necessary permission or licence. — Maintain a rights register, confirm the venue's coverage, obtain any required licence and treat recording or online publication as a separate rights decision.
The stage, lighting, sound, equipment or program excludes or harms a contributor or audience member. — Complete contributor-led access and technical checks, provide alternatives to the stage, control volume and lighting, secure equipment and keep emergency routes clear.
Photos or video are captured despite a performer's refusal or later used outside the agreed purpose. — Use visible no-recording instructions, a media marshal and contributor-specific permissions, then delete unapproved files during closeout.
The club sponsor must approve the program, performer terms, venue, accessibility, technical safety, rights, licensing and media arrangements before the event is promoted.
Every contribution must be voluntary and contributor-approved; no member may be surprised, compelled, ranked or used as a joke.
The venue's music or performance coverage must be confirmed in writing and any uncovered use resolved before rehearsal or promotion.

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 Rotarian Talent Night. Look for repeat participation, new connections across existing groups and members choosing to organise the next activity together.
Contributors representing several kinds of talent and participation, including non-stage options, with every contribution voluntary and individually agreed.
Performer access, equipment, content, rights, media and withdrawal choices confirmed before the program is promoted.
Audience and contributors reporting respectful hosting and greater knowledge of one another rather than embarrassment or competitive judgement.
Technical, licensing, privacy, safety and conduct issues resolved and recorded before any future event or media reuse.

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.

Talent Night Contributor Invitation and Agreement

Give each contributor control over what they share and how they take part.

Open supporting document

Program, Technical and Rights Register

Build a safe running order and resolve rights and production requirements before promotion.

Open supporting document

Showcase Run Sheet and Contributor Closeout

Protect contributors on the night and complete every media, payment and concern commitment.

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