E-072 · A 90-day try-out

A club plan for Rotary Sports 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-072 · Rotary Sports 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, inclusive sport and South Australian child safety; they are not an endorsement of the named Rotary Sports Night 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 sports social should be designed around connection rather than status or elite performance.
Benefits of Inclusion in Sport (Australian Sports Commission)
Used for: Sport should be accessible, safe and fun for everyone.; Inclusive sport can strengthen belonging, trust and social connection across diverse groups.
Inclusive Sport (Australian Sports Commission)
Used for: Inclusive sport welcomes people regardless of age, ability, socioeconomic status, cultural background, ethnicity, gender or sexual orientation.; Clubs should deliberately remove barriers rather than assume one standard activity suits everyone.
Child Safe Environment Program (Department of Human Services South Australia)
Used for: Organisations providing services or activities to children and young people need protective policies and practices.; The club must decide and confirm safeguarding responsibilities before including children in a sports activity.

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.
Benefits of Inclusion in Sport
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: 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.
Inclusive Sport
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: 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.
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.

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 activity mix, venue, provider, equipment, insurance, access, first aid, safeguarding, conduct and emergency arrangements before invitations are issued.
Higher-risk or specialist sports require competent providers and specific controls and must not be added informally on the night.
The club must not collect diagnoses, fitness tests, wearable data or other health information merely to allocate social roles.
Participation and ability may not influence member standing or recognition, and unsafe, discriminatory or humiliating conduct must be stopped immediately.

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 Sports 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 Sports Night
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Ask members which low-risk activities and non-playing roles would be enjoyable, then choose a small mix that can be adapted and supervised within club capability.	Sports-night sponsor and inclusion lead	Eight weeks before the night	A participant-informed activity and role shortlist
2	Inspect the venue and equipment, confirm provider and insurance conditions, document hazards and design adapted rules, rest, hydration, first aid and emergency access.	Activity, venue and safety leads	Six weeks before the night	An approved risk, equipment and inclusion plan
3	Set short non-elimination rounds, balanced team formation, no-contact or lower-intensity options, conduct expectations and equally visible scorer, caller, organiser and supporter roles.	Activity designer and conduct lead	Four weeks before the night	Adapted rules and participation routes
4	Invite participants with precise demands, venue, access, cost, clothing, transport, child, food, alcohol, photo and role-choice information and a private adjustment contact.	Participant liaison	Three weeks before the night	An informed invitation and private role choices
5	Brief rules and stop signals, warm up where appropriate, rotate short rounds, monitor conduct and fatigue, protect adjustment privacy and stop unsafe or humiliating play.	Activity leads and first-aid lead	During the night	A safely hosted sports social and incident log
6	Account for people and equipment, close injuries or concerns, delete unnecessary role or booking data and review whether every route felt socially valued before repeating.	Sports-night sponsor	At close and within seven days	An equipment closeout and inclusive-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.
A participant is injured through unsuitable activity, surface, equipment, contact, fatigue or missing supervision. — Choose low-risk activities, inspect venue and equipment, use competent leads, short rounds, rest and hydration, first aid and clear stop authority.
Team selection, scoring, teasing or elimination humiliates beginners or exposes disability, age or fitness differences. — Use balanced or random teams, adapted rules, no elimination, a conduct code and equally valued non-playing roles, and stop demeaning commentary.
The club seeks diagnoses, medical clearance or fitness data it is not equipped to assess or protect. — Publish actual demands, let people choose roles and adjustments privately, collect no diagnosis and refer specialist participation questions to qualified providers.
Children or vulnerable participants enter an activity without appropriate safeguarding, supervision or reporting arrangements. — Decide the participant scope in advance, apply current child-safe requirements, clarify carer and club roles and use approved supervision and concern routes.
The club board must approve the activity mix, venue, provider, equipment, insurance, access, first aid, safeguarding, conduct and emergency arrangements before invitations are issued.
Higher-risk or specialist sports require competent providers and specific controls and must not be added informally on the night.
The club must not collect diagnoses, fitness tests, wearable data or other health information merely to allocate social roles.

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 Sports Night. Look for repeat participation, new connections across existing groups and members choosing to organise the next activity together.
Active, gentle, stationary, officiating, support and social roles used and recognised across the night.
Venue, equipment, provider, insurance, first-aid, access and emergency controls completed before play.
Participants reporting safe, fun connection without pressure to disclose health information or demonstrate ability.
Injuries, near misses, conduct concerns, equipment issues and access barriers closed before any repeat.

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.

Sports Night Activity and Risk Plan

Approve only activities the club can supervise safely and adapt responsibly.

Open supporting document

Inclusive Roles and Adapted Rules Card

Give every participant a respected route without collecting medical information.

Open supporting document

Sports Night Run Sheet and Closeout

Control rounds, safety, conduct, equipment and follow-through from arrival to finish.

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