E-071 · A 90-day try-out

A club plan for Rotary Movie 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-071 · Rotary Movie 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, Australian classification and public-screening copyright; they are not an endorsement of the named Rotary Movie Night initiative or this locally designed delivery model.

Primary references consulted

Rotary Fellowships (Rotary International)
Used for: Shared interests can help people make friends and enhance their Rotary experience.; A local film gathering still requires the club to manage rights, access and participant care.
Show a Film Publicly (Australian Classification)
Used for: Films shown publicly generally must be classified and applicable age restrictions must be observed.; Classification information and state or territory requirements need to be checked for the event.
Copyright Basics (Attorney-General's Department)
Used for: Copyright owners have exclusive rights that include public performance and communication of films.; Possessing or accessing a film does not by itself establish public-screening permission.
Public Film Screenings (Screenrights)
Used for: Australian organisers need to identify an appropriate public-screening licence pathway.; The correct provider and conditions depend on the proposed film and screening context.

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.
Show a Film Publicly
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.
Copyright Basics
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.
Public Film Screenings
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 board must approve written public-screening rights, classification, venue, access, child attendance, food, insurance, booking, publicity and refund arrangements before promotion.
A personal disc, download, subscription or streaming account must not be treated as public-screening permission without written rights evidence.
Classification, age restrictions, advertising requirements and licence conditions must be applied to the exact event rather than assumed from memory.
Online streaming, recording, clipping or later reuse of the film requires separate rights and is outside this local event plan unless explicitly approved.

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 Movie 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 Rotary Movie Night
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Define the social audience and outcome, shortlist films using classification, content, running time, caption and access information, and avoid announcing a title before rights are checked.	Movie-night sponsor and access lead	Ten weeks before the night	A suitable film shortlist and audience brief
2	Confirm the public-screening licence or written permission for the exact event and record every condition applying to advertising, admission, reporting and the media source.	Rights and governance lead	Eight weeks before the night	A rights clearance and licence-condition record
3	Verify the Australian classification and age position, review content and access features, inspect the venue and decide whether the film and setting remain suitable.	Program, safeguarding and access leads	Six weeks before the night	A classification, content and venue approval
4	Publish an accurate invitation with licence-compliant advertising, classification, duration, content, access, cost and refund details, and offer a social-only attendance route.	Communications and booking leads	Four weeks before the night	A lawful, informed invitation and booking record
5	Test the authorised media source and access settings, display the required classification, check age arrangements, protect no-photo choices and keep post-film discussion optional and bounded.	Technical lead and host	Before and during the screening	A controlled screening and issue log
6	Complete licence reporting, refunds and rights records, delete unnecessary booking data and review access, content fit and social value before selecting another film.	Rights lead and event sponsor	Within seven days	A licence closeout and evidence-based 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.
Confirm venue, accessibility, safety, incident, cancellation and follow-up arrangements for the actual audience and setting.
The club infringes copyright by treating a personal copy or streaming subscription as public-screening permission. — Obtain written permission or the appropriate public-screening licence for the exact event and retain its conditions and reporting evidence.
The film is shown or advertised without applying its Australian classification or age restrictions. — Verify the current classification, display it as required, control child attendance and check relevant state or territory conditions before promotion.
Content, missing captions, poor sound, seating or a dark unfamiliar venue excludes or harms participants. — Publish content information, choose accessible media, test the venue, provide adjustment and social-only routes and allow quiet exit and re-entry.
Photos, attendee lists or discussion reveal who attended or expose personal reactions beyond the event purpose. — Collect minimal bookings, use a no-photo default in the screening space, keep discussion optional and delete data after licence and refund needs end.
The club board must approve written public-screening rights, classification, venue, access, child attendance, food, insurance, booking, publicity and refund arrangements before promotion.
A personal disc, download, subscription or streaming account must not be treated as public-screening permission without written rights evidence.
Classification, age restrictions, advertising requirements and licence conditions must be applied to the exact event rather than assumed from memory.

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 Movie Night. Look for repeat participation, new connections across existing groups and members choosing to organise the next activity together.
Public-screening rights, Australian classification and every applicable licence condition verified before advertising.
Caption, sound, sightline, seating, lighting, toilet and emergency-access checks completed with adjustments available privately.
Participants receiving accurate film, content, duration, cost, food, age, photo and discussion information before booking.
Licence reporting, refunds, incidents, booking-data deletion and repeat decisions completed after the event.

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.

Film Rights and Classification Clearance

Prove the exact screening can proceed lawfully before promotion or ticketing.

Open supporting document

Accessible Screening and Venue Check

Test the film experience, venue and alternative social route before guests arrive.

Open supporting document

Movie Night Run Sheet and Closeout

Apply licence, classification, access, hosting and data controls through the complete event.

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