E-102 · A 90-day try-out

A club plan for Rotary Family Sports 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-102 · Rotary Family Sports Day
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 connection, local volunteer safety and accessible events; they are not an endorsement of the named Rotary Family Sports Day 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 their communities.
Work health and safety duties (Safe Work Australia)
Used for: Applicable safety duties must be understood for volunteer-run activities and work.
Hosting accessible and inclusive in-person meetings and events (Australian Human Rights Commission)
Used for: Accessible events require advance information, suitable environments and equitable participation 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 and record 61 Multigen Social Game Nights provide related family participation and cross-generational activity concepts. Neither is a literal current-title match or supplies sport safety, first aid, safeguarding, supervision, weather, access, food, transport, media or data-closeout 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 must approve the venue, activities, participant conditions, safety, first aid, safeguarding, access, food, transport, weather, media and emergency plans.
Adult caregiver responsibility and activity supervision must be explicit; the event is not childcare.
Participation and photography must be voluntary and no health, fitness, age or ability ranking may be created.
Local insurance, venue, screening, safeguarding and safety requirements must be confirmed before invitations.

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 Family Sports Day to keep participation realistic as members move through different work, family, health and life stages.

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 Family Sports Day
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Define the audience and social purpose, consult likely participants and choose activities from interest and access information rather than age assumptions.	Event lead and participant reference group	Ten weeks before the day	A participant-informed activity concept
2	Assess venue, equipment, activities, supervision, safeguarding, first aid, weather, food, transport and access and remove anything the club cannot support safely.	Safety, safeguarding and access leads	Eight weeks before the day	A cleared event and control plan
3	Publish complete conditions and choices, collect only necessary registration and emergency information and arrange adjustments privately.	Participant coordinator	Four weeks before the day	Informed registrations and access arrangements
4	Check in participants, identify adult caregivers, brief hosts and participants and explain activity levels, rest, hydration, conduct, media and stop routes.	Event and activity leads	At the day start	Prepared participants and clear responsibilities
5	Run varied activities with active supervision, weather and welfare checks, inclusive pacing and equal social value for playing, hosting, cheering, resting and helping.	Activity hosts and safety lead	During the day	Safe, flexible and inclusive participation
6	Close transport, child, incident, food, media and personal-data matters, gather feedback and decide whether and how the event should be repeated.	Event 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 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.
Competition, age groups or ability sorting exclude or humiliate participants. — Use cooperative and choice-based formats, no public fitness ranking and equal recognition for non-playing roles.
Children or vulnerable participants lack clear supervision and safeguarding. — State adult caregiver responsibility, use appropriate supervisor ratios, restricted areas and lost-child and complaint processes.
Heat, weather, equipment, food or medical incidents exceed the event plan. — Use local risk review, qualified first-aid provision, welfare checks, cancellation thresholds and emergency access.
Registration, health detail or family images are collected or reused unnecessarily. — Collect minimum emergency information, use separate media choices and delete records after closeout.
The club must approve the venue, activities, participant conditions, safety, first aid, safeguarding, access, food, transport, weather, media and emergency plans.
Adult caregiver responsibility and activity supervision must be explicit; the event is not childcare.
Participation and photography must be voluntary and no health, fitness, age or ability ranking may be created.
Local insurance, venue, screening, safeguarding and safety requirements must be confirmed before invitations.

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 Family Sports Day. Look for members choosing workable forms of participation and staying connected without pressure to disclose private circumstances.
Activity menu offering varied movement, cooperative, seated, social and volunteer roles.
Participants receiving complete conditions, safeguarding, access and weather information before arrival.
No unresolved safety, first-aid, safeguarding, transport, food, media or conduct matter.
Participants able to change activity, rest or stop without pressure or loss of social inclusion.

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 Sports Day Activity and Access Plan

Choose varied activities and clear each one for safe inclusive participation.

Open supporting document

Family Sports Day Participant Information

Give families and guests complete choices and responsibilities before arrival.

Open supporting document

Sports Day Run Sheet and Closeout

Coordinate safe delivery and record learning without fitness or health profiling.

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.

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

Conversation guide

Use this worksheet to hold a respectful conversation, hear different views and tell people what happens next.

Open worksheet

Contact register

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

Open worksheet