Rotary District 9510Membership HubLegendary Clubs PackageE-061

E-061 · A 90-day try-out

A club plan for Hobby Showcase 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-061 · Hobby Showcase 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 shared-interest connection, accessible events and controlled use of identifiable images; they are not an endorsement of the named Hobby Showcase Night initiative or this locally designed delivery model.

Primary references consulted

  • Rotary Fellowships (Rotary International)
    Used for: Rotary recognises shared passions, hobbies and professions as a way to make friends and enhance the Rotary experience.; Interest-based connection should remain open to people who want to participate rather than being assigned by status.
  • Hosting Accessible and Inclusive In-person Meetings and Events (Australian Human Rights Commission)
    Used for: Accessible activities require attention to venue layout, invitations, media, technology, materials and adjustments.; People with disability should be able to participate in events on an equal basis.
  • Posting Photos and Videos (Office of the Australian Information Commissioner)
    Used for: Identifiable images may be personal information and organisations should explain why and how they are collected.; Later online publication can require a separate, specific consent decision.

Candidate District material consulted

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

  • Club Playbook - Theme 2
    Candidate record 37 Hobby Night Show & Tell is a related but non-literal concept for current E-061 Hobby Showcase Night and contributes the broad member hobby, photograph, craft and model sharing idea. It does not supply item security, hazard, access, rights, privacy, advice-boundary or governance controls.

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
  • Rotary Fellowships
    Supports: The existence of Rotary Fellowships as an optional connection route that may enrich a person's Rotary experience.
    Does not establish: Membership availability, safety, accessibility, cost, suitability, endorsement by the club or that fellowship participation will improve retention.
  • 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.
  • Posting photos and videos
    Supports: Privacy-aware capture, publication, reuse and withdrawal controls for identifiable media used in renewal communications.
    Does not establish: That consent is valid, that publication is authorised or that every person depicted or every Rotary club is covered by the Privacy Act.

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

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 Hobby Showcase Night to create genuine friendships and informal connections beyond the formal meeting agenda.

2. Our 90-day try-out

What our club will do for Hobby Showcase Night
StepWhat we will doWho could lead itOur dateHow we will know it is done
1Invite private expressions of interest across many kinds of hobby and explain that showing, speaking, helping, attending and passing are equally welcome.Showcase coordinatorSeven weeks before the nightA confidential contributor and format register
2Agree each contribution's format, time, introduction, item handling, hazards, access, questions, photography and withdrawal point with the contributor.Contributor liaisonFive weeks before the nightContributor-approved showcase cards
3Inspect the venue, allocate safe display and demonstration zones, confirm equipment and supervision, and exclude any item whose risk or security cannot be managed.Venue and safety leadThree weeks before the nightA zoned venue plan and item-risk decision
4Publish an invitation explaining the different participation routes, access, handling and photo rules, content notes, cost and private adjustment contact.Communications leadTwo weeks before the nightAn accurate, optional-participation invitation
5Brief attendees not to touch, photograph, appraise or challenge without permission, host short conversations, monitor hazards and let contributors pause or pack away early.Host and floor stewardsDuring the eventA safely hosted showcase and incident log
6Account for every borrowed or displayed item, delete unapproved images, check contributor concerns and record any shared-interest connection that people choose to pursue.Showcase coordinatorAt close and within five daysAn item closeout and consent-based connection record

3. Checks before we start

Things our club needs to check
QuestionWhat it means for usWho will checkDone?
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 display item is damaged, lost, stolen, touched or photographed against the contributor's wishes. — Use an item register, secure zones, handling and photo labels, named stewards and a closeout count; exclude items whose security cannot be assured.
Tools, power, movement, fumes, noise, allergens or demonstrations create physical or sensory harm. — Screen every contribution, use static or remote alternatives, control power and trip hazards, publish content notes and stop an unsafe demonstration.
A contributor is treated as a commercial expert, appraiser or source of free technical advice. — State the social purpose, prohibit sales and valuations unless separately approved, let contributors decline questions and refer specialist matters elsewhere.
Images, patterns, collections or stories expose private information or material the contributor does not own. — Check rights and privacy in advance, use contributor-specific media choices and remove or obscure identifying and third-party material.
The club sponsor must approve the contributor, item, venue, safety, access, rights, privacy and insurance position before promotion.
Hazardous, unlawful, culturally restricted, irreplaceable or inadequately insured items must not be accepted merely because a member offers them.
The event must not imply appraisal, certification, sales or professional advice unless those activities receive separate competent review and approval.

4. What changed?

What we will keep an eye on
What mattersWhere we are nowWhat we hope to seeHow we will checkWho
After 90 days, review Hobby Showcase Night. Look for repeat participation, new connections across existing groups and members choosing to organise the next activity together.
Several hobby types and participation formats represented without pressuring members to display valuable items or perform expertise.
Contributor choices on introduction, questions, handling, photography and withdrawal confirmed before promotion.
Venue, equipment, item-security, access and content risks resolved or the affected contribution removed.
Participants reporting new points of connection, with no unauthorised contact, copying, recording, damage or appraisal claims.

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.

01

Hobby Showcase Contributor and Item Card

Give each contributor control over their format, items, questions and media.

Open supporting document
02

Showcase Venue, Display and Safety Plan

Place every contribution in a safe, accessible and supervised setting.

Open supporting document
03

Showcase Run Sheet and Item Closeout

Host respectful conversations and account for items and media before the night ends.

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.

Who can say yes?

Name the person or group that can approve the work, spending and any safety arrangements.

Are people protected?

Check privacy, consent and safety. Collect only the information you genuinely need.

Can everyone take part?

Check the language, format, place, technology and cost for barriers.

Are the facts and permissions right?

Check names, claims, images, quotations, partner references and Rotary branding.

How will we learn?

Note where things stand now, check in at 30, 60 and 90 days, and decide what to do next.

Worksheets for your club

Open them online, print them or change them to suit the way your club works.

01

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
02

Registration and follow-up log

Use this worksheet to map each step and keep only the information the club genuinely needs.

Open worksheet
03

Feedback form

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

Open worksheet