E-070 · A 90-day try-out

A club plan for Rotary Outdoor Adventure Day

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-070 · Rotary Outdoor Adventure Day
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, current park and weather checks and volunteer safety; they are not an endorsement of the named Rotary Outdoor Adventure Day initiative or this locally designed delivery model.

Primary references consulted

Rotary Fellowships (Rotary International)
Used for: Shared recreational interests can help people make friends and enhance their Rotary experience.; A local outdoor activity remains a club-designed event requiring local safety and governance decisions.
Know Before You Go (National Parks and Wildlife Service South Australia)
Used for: Park visitors should check current accessibility, closures, fire, mapping, activity and safety information before entering.; Land-manager conditions and current alerts must shape the event plan.
South Australia Weather and Warnings (Bureau of Meteorology)
Used for: Current South Australian warnings and forecasts are available for pre-event and day-of checks.; A club should use current official conditions rather than rely on an old forecast or informal observation.
WHS Duties for Volunteers (Safe Work Australia)
Used for: Volunteer involvement can carry work health and safety duties depending on the organisation and activity.; The club should identify and control activity risks rather than assume volunteering removes responsibility.

Candidate District material

No candidate local guide was used for this version. The current initiative identity and the attributed primary references remain separate.

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

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.
Know Before You Go
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: 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.
South Australia Weather and Warnings
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: The club's local need, legal position, capability, cost, safety, accessibility, suitability, likely effectiveness, authority to act or approval of the initiative.
Volunteers - WHS duties
Supports: The need to identify the organisation's actual WHS position and manage volunteer physical and psychological safety proportionately during renewal activity.
Does not establish: Whether WHS law applies to a particular club, who holds a duty, which jurisdictional rule applies or whether a proposed control is sufficient.

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 board must approve the venue permission, activity scope, competent leadership, insurance, access, safeguarding, transport, safety and emergency plan before invitations are issued.
The activity lead must have authority to cancel, shorten, relocate or turn a group back without seeking a popularity vote or protecting sunk costs.
Current closures, warnings, fire restrictions and land-manager conditions override the program; attendance pressure must not be used to continue.
Specialist or higher-risk activities require competent providers and specific approvals and must not be represented as covered by a generic club social plan.

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 Rotary Outdoor Adventure Day 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 Rotary Outdoor Adventure Day
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Choose the connection outcome before the activity, then shortlist settings that offer active, gentle and stationary social routes without overextending club capability.	Event sponsor and activity lead	Ten weeks before the day	A purpose-led activity and venue shortlist
2	Inspect the preferred location, confirm permission and current conditions, grade each route and document hazards, access, communications, transport and emergency arrangements.	Activity, access and safety leads	Eight weeks before the day	A site inspection and risk-access plan
3	Approve the provider, insurance, leaders, first aid, group limits, safeguarding and cancellation thresholds, replacing any activity the club cannot supervise competently.	Club board delegate	Six weeks before the day	A documented go, change or stop decision
4	Invite participants with precise route, facility, cost, equipment, transport, access, child, weather, fire, photo and cancellation information and a private adjustment contact.	Participant liaison	Four weeks before the day	An informed invitation and route choices
5	Recheck official warnings, closures, fire danger and weather, brief every group, count people at transitions, keep to approved routes and cancel or turn back at the agreed threshold.	Activity lead and group leaders	Forty-eight hours before and during the day	A controlled event, headcount and incident record
6	Account for every participant, close transport and incident actions, thank land or activity partners and review connection, access, safety and environmental impact before repeating.	Event sponsor	At close and within seven days	A participant closeout and repeat 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.
Collect only necessary data, state its purpose and retention, restrict access and provide a practical correction or withdrawal route.
Weather, heat, fire, closure, terrain or changing conditions make the approved activity unsafe. — Use current official checks, written no-go thresholds, an empowered activity lead, alternate plans and cancellation without attendance pressure.
People become separated, lost, injured or unreachable on a route beyond the club's capability. — Use graded approved routes, group caps, lead and tail roles, headcounts, communications, first aid and a documented emergency escalation plan.
A single physical route excludes members or encourages people to exceed their ability to remain socially included. — Offer equally valued route and base options, publish actual demands, allow private adjustment and keep social time common to all participants.
The activity harms Country, wildlife, cultural places or other visitors, or breaches land-manager conditions. — Obtain permission, follow closures and approved routes, respect cultural and environmental instructions, limit group impact and remove all waste.
The club board must approve the venue permission, activity scope, competent leadership, insurance, access, safeguarding, transport, safety and emergency plan before invitations are issued.
The activity lead must have authority to cancel, shorten, relocate or turn a group back without seeking a popularity vote or protecting sunk costs.
Current closures, warnings, fire restrictions and land-manager conditions override the program; attendance pressure must not be used to continue.

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 Rotary Outdoor Adventure Day. Look for repeat participation, new connections across existing groups and members choosing to organise the next activity together.
Participants choosing among active, gentle, stationary and support roles with equivalent social recognition.
Permission, route, access, weather, fire, communications, transport, first-aid and cancellation checks completed at the required times.
Every participant accounted for and all incidents, near misses and transport issues closed.
Participants reporting connection and accurate expectations, with environmental and venue conditions respected.

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.

Outdoor Activity Risk and Access Plan

Document the actual setting, demands, controls and equivalent participation routes.

Open supporting document

Participant Information and Route Choice

Support an informed, private decision about attending and choosing an activity route.

Open supporting document

Outdoor Day Run Sheet and Headcount

Control briefings, groups, checks and participant closeout throughout the day.

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.

Open worksheet

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