E-094 · A 90-day try-out

A club plan for Family-Friendly Service Projects

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-094 · Family-Friendly Service Projects
Theme: Theme 2: Engagement & Belonging · Subtheme 6: Intergenerational & Life Stage Support
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 community participation, local volunteer safety and accessible events; they are not an endorsement of the named Family-Friendly Service Projects initiative or this locally designed delivery model.

Primary references consulted

Our Clubs (Rotary International)
Used for: Rotary clubs bring people together to connect and take action in communities.
Work health and safety duties (Safe Work Australia)
Used for: Applicable safety duties must be considered for volunteer work.
Hosting accessible and inclusive in-person meetings and events (Australian Human Rights Commission)
Used for: Accessible participation requires advance information, suitable environments and equitable options.

Candidate District material consulted

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

Club Playbook - Theme 2
Candidate record 59 Family Friendly Project Design provides the related concept of adapting selected projects for children or families. It is not a literal current-title match and does not supply partner-authority, caregiver, age-task, safeguarding, supervision, media, food, accessibility or incident controls.

Theme 2 source-assurance wave

What has been checked

3 current primary pages used by this guide were reopened on 9 August 2026.
3 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.
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.
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 and partner must approve family participation, eligible tasks, ages or conditions, supervision, safeguarding and capacity before invitation.
All applicable safety, insurance, screening, safeguarding, food, privacy and media requirements remain in force.
Adult caregiver responsibility and project supervision must be explicit; the activity is not childcare.
Children and families may not be used in publicity or stories without the proper specific authority and consent.

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: More members can contribute without choosing between Rotary and family time.

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 Family-Friendly Service Projects
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Ask the authorised partner whether and how family participation would support the project outcome and identify tasks, locations or times that must remain restricted.	Project lead and partner contact	Ten weeks before the activity	A partner-authorised family participation scope
2	Assess every task and environment for age, safety, safeguarding, access, equipment, amenities, food, weather, supervision and emergency needs and remove unsuitable work.	Safety and safeguarding leads	Eight weeks before the activity	A cleared role and control plan
3	Invite families with complete conditions, no-pressure and no-image choices and collect only the participant and emergency information genuinely needed.	Participant coordinator	Four weeks before the activity	Informed registrations and access arrangements
4	Check in participants, identify adult caregivers, provide age-appropriate briefings and allocate useful tasks within the approved supervision and capacity limits.	Project and task leads	At the activity start	Prepared participants and safe allocation
5	Deliver the project with active supervision, welfare and rest checks, safe equipment, equitable alternatives and no unapproved images, interviews or beneficiary contact.	Task supervisors and safeguarding lead	During the activity	Useful and safe family participation
6	Close incidents and personal data, debrief the partner and participants and decide whether the family format should continue, change or stop based on service and safety evidence.	Project lead	Within seven days	A complete closeout and improvement decision

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Check the selected approach against the club's actual needs, capacity and responsibilities before putting it into use.
Protect member choice and privacy, make participation accessible, and do not infer belonging or satisfaction from attendance alone.
Children enter unsuitable work or supervision responsibility is unclear. — Use task and age clearance, named adult caregiver responsibility, supervisor ratios and restricted areas.
Family inclusion excludes people without children or with different family and care arrangements. — Use inclusive language, offer adult-only and other participation routes and avoid family-based recognition or advantage.
Children or beneficiaries are photographed or interviewed without valid permission. — Use separate media zones and choices, no photography by default and authorised consent and story processes.
The project team promises childcare, food, access or emergency support it cannot provide. — State responsibilities and capacity honestly, verify amenities and decline or redesign when required support is unavailable.
The club and partner must approve family participation, eligible tasks, ages or conditions, supervision, safeguarding and capacity before invitation.
All applicable safety, insurance, screening, safeguarding, food, privacy and media requirements remain in force.
Adult caregiver responsibility and project supervision must be explicit; the activity is not childcare.
Children and families may not be used in publicity or stories without the proper specific authority and consent.

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 Family-Friendly Service Projects. Look for members choosing workable forms of participation and staying connected without pressure to disclose private circumstances.
Partner-confirmed useful family roles completed within approved safety and supervision limits.
Participants receiving complete conditions, access choices and age-appropriate briefings.
No unresolved safety, safeguarding, privacy, food or media issue.
Family format continued only when service value and participant safety evidence support it.

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-Friendly Project Suitability Review

Decide whether family participation serves the partner and can be delivered safely.

Open supporting document

Family Participant Information and Choices

Give adult caregivers complete conditions and collect only necessary information.

Open supporting document

Family Service Run Sheet and Closeout

Coordinate safe delivery and capture partner and participant learning.

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.

Project plan

Use this worksheet to turn the idea into a short list of actions, dates, costs and responsibilities.

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

Communications templates

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

Open worksheet