E-057 · A 90-day try-out

A club plan for Rotarian Family Picnic

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-057 · Rotarian Family Picnic
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, South Australian child safety, community-event food safety and accessible design; they are not an endorsement of the named Rotarian Family Picnic initiative or this locally designed delivery model.

Primary references consulted

Our Clubs (Rotary International)
Used for: Rotary clubs build connections through meetings and events and welcome members of the wider Rotary family.; Club experiences can help people make friends, strengthen leadership and take part in community life.
Child Safe Environment Program (Department of Human Services South Australia)
Used for: Organisations providing services to children and young people must maintain policies and practices that protect, respect and hear them.; South Australian child-safe obligations include policy, compliance and screening considerations that depend on the organisation's activity.
Checklist for Events Held by Charities and Community Organisations (Food Standards Australia New Zealand)
Used for: Community event organisers should check local notification, premises, handwashing, water, temperature, hygiene, equipment and waste arrangements.; Food provided at an event must be safe and suitable and comply with applicable food safety requirements.
Hosting Accessible and Inclusive In-person Meetings and Events (Australian Human Rights Commission)
Used for: Accessible event planning includes venue, transport, invitations, activities, adjustments and catering.; Organisers should build access into the event before participants arrive.

Candidate District material consulted

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

Club Playbook - Theme 2
Candidate record 33 is a literal Rotarian Family Picnic title match and contributes the broad annual picnic, games, food, stories and family participation concept. Its example budget is not treated as current or sufficient, and it does not supply household-inclusive language, child safety, food safety, access, weather, transport or governance 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

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.
Child Safe Environment Program
Supports: The 6 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.
Checklist for Events Held by Charities and Community Organisations
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.
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 activity classification, child-safety position, site, food, accessibility, weather, emergency, insurance and privacy controls before invitations are issued.
Where the club provides services or activities to children, the responsible leaders must confirm current South Australian child-safe environment, policy, compliance and Working with Children Check obligations.
The local food enforcement agency and site requirements must be checked; the guide does not determine whether notification, training or another legal requirement applies to a particular picnic.
Children must not be photographed, named, transported or supervised outside the informed arrangements agreed with their parent or carer.

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 Family Picnic 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 Family Picnic
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Ask members what household, timing, cost, transport, access, food and activity arrangements would make a picnic possible, then define whether children are merely attending with carers or receiving a club-run service.	Picnic lead and club safeguarding contact	Eight weeks before the picnic	A participation brief and safeguarding classification
2	Select and inspect the site at the proposed time of day, identify accessible and quiet areas, map toilets, shade and emergency access, and set weather and fire cancellation thresholds.	Site and safety lead	Six weeks before the picnic	A site map, risk record and cancellation plan
3	Confirm food service and local notification requirements, choose low-risk catering or safe shared-food arrangements, and prepare clear allergen and hygiene information.	Food safety lead	Four weeks before the picnic	A food, allergen and notification record
4	Publish an inclusive invitation with the actual supervision model, access, transport, costs, food, animals, activities, photo choices, weather decision time and private adjustment contact.	Communications lead	Three weeks before the picnic	An informed invitation and household response record
5	Set up accessible seating, water, handwashing, food controls, welcome and no-photo zones; brief hosts and activity leaders; record headcounts, incidents and weather changes without collecting unnecessary family details.	Picnic lead, safeguarding contact and first aider	On the day	A safely hosted picnic and incident log
6	Close food and waste safely, check all participants and equipment have departed, respond to concerns through the correct route, and review household inclusion rather than only total attendance.	Picnic lead and club sponsor	At close and within seven days	A site closeout and household-inclusion review

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.
Collect only necessary data, state its purpose and retention, restrict access and provide a practical correction or withdrawal route.
The event assumes one family structure and makes some members feel peripheral or expected to provide unpaid care. — Use household-inclusive language, offer adult and all-age connection options, keep childcare responsibilities explicit and do not assign care by gender or relationship.
Children are placed in a club-run activity without appropriate policy, screening, boundaries, supervision or reporting arrangements. — Classify the activity early, apply current South Australian child-safe requirements where relevant, keep carers informed and stop any activity whose obligations are unresolved.
Food handling, allergens, heat, water or hygiene cause harm. — Use a named food safety lead, check local requirements, control time and temperature, label known allergens, prevent cross-contact claims and retain a safe bring-your-own option.
Weather, fire danger, terrain, transport or an inaccessible site strands or excludes participants. — Inspect the site, set conservative cancellation triggers, publish the decision time, provide accessible alternatives and account for people and equipment at close.
The club sponsor must approve the activity classification, child-safety position, site, food, accessibility, weather, emergency, insurance and privacy controls before invitations are issued.
Where the club provides services or activities to children, the responsible leaders must confirm current South Australian child-safe environment, policy, compliance and Working with Children Check obligations.
The local food enforcement agency and site requirements must be checked; the guide does not determine whether notification, training or another legal requirement applies to a particular picnic.

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 Family Picnic. Look for repeat participation, new connections across existing groups and members choosing to organise the next activity together.
Participation across varied household types and ages, including members who do not have children or a partner.
Site, weather, food, child-safety, access and emergency controls completed before invitations close.
Households reporting they understood supervision, food, cost, access, photo and cancellation arrangements before attending.
Incidents, near misses, allergen concerns, access barriers and safeguarding issues recorded, acted on and used to decide whether the format should recur.

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.

Family Picnic Scope, Invitation and RSVP Plan

Define who the picnic is for and give every household enough information to choose safely.

Open supporting document

Picnic Food, Allergen and Supplier Record

Coordinate safe food service without making unsupported allergen guarantees.

Open supporting document

Site, Safeguarding and Weather Run Sheet

Bring the physical, child-safety and emergency controls into one usable day-of record.

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.

Content template

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

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.

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Response tracker

Use this worksheet to note where things stand and choose a few useful signs that will help the club decide what to do next.

Open worksheet

Safety and approval check

Use this worksheet to notice problems early, make the idea safer and know who needs to say yes or help.

Open worksheet