E-134 · A 90-day try-out

A club plan for Alumni Guest Speaker Series

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-134 · Alumni Guest Speaker Series
Theme: Theme 2: Engagement & Belonging · Subtheme 8: Past Member Re-Engagement
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, accessible events and purpose-limited information use; they are not an endorsement of the named Alumni Guest Speaker Series or authority for any speaker, claim, advice, asset or recording.

Primary references consulted

Engaging Younger Professionals: Make Connections (Rotary International)
Used for: Rotary describes events as opportunities to start conversations, establish relationships and inspire action.
Hosting accessible and inclusive in-person meetings and events (Australian Human Rights Commission)
Used for: Accessible events require advance information and equitable participation options.
Chapter 6: APP 6 Use or Disclosure of Personal Information (Office of the Australian Information Commissioner)
Used for: Personal information should not be reused or disclosed beyond the understood purpose without an applicable basis.

Candidate District material consulted

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

Club Playbook - Theme 2
Candidate records 54 Rotarian Speaker Exchange and 80 Where Are They Now Series provide related member-expertise and alumni-story concepts. Neither is a literal current-title match or supplies speaker selection, fair terms, payment, content, advice, access, question, rights, recording or 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

Engaging Younger Professionals: Make Connections
Supports: The 32 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.
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.
Chapter 6: APP 6 Use or Disclosure of Personal Information
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: Whether the Privacy Act or another duty applies to this club, whether consent is informed and valid, whether collection or publication is authorised, or whether the proposed safeguards are sufficient in the actual circumstances.

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 topic and selection method, speaker agreement, payment or expenses, advice limits, access, conduct, questions, rights and review.
Former-member status cannot substitute for subject fit or imply membership, Rotary endorsement, professional engagement or a rejoining testimonial.
Speakers must control biography, Rotary description, topic, questions, recording and later use and may decline or withdraw under the agreement.
Professional, complaint, safeguarding and unsafe discussion must be stopped or transferred to an authorised process.

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 Alumni Guest Speaker Series to offer former members a respectful way to reconnect without assuming that they want to rejoin.

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 Alumni Guest Speaker Series
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Approve the series purpose, audience, learning outcomes, selection and conflict method, speaker terms, access standard, advice boundary and review.	Program lead and club board sponsor	Twelve weeks before the first session	A governed speaker-series charter
2	Identify possible speakers from current voluntary information, assess subject fit and conflicts and invite privately without implying membership, obligation or prestige.	Speaker coordinator	Eight weeks before each session	A suitable voluntary speaker decision
3	Agree the learning outcome, title, content boundary, biography, payment or expenses, access, questions, rights, recording, promotion and cancellation in writing.	Speaker coordinator and speaker	Six weeks before each session	A complete speaker agreement
4	Review slides, claims, sources, third-party material, commercial references and accessible formats and rehearse timing, introductions, questions and stop controls.	Content, access and moderation contacts	One week before each session	An accurate and accessible session
5	Deliver the agreed introduction and session, moderate questions, protect the speaker's boundaries and state clearly where discussion is personal experience rather than professional or Rotary advice.	Moderator and event lead	Session day	A useful and respectful learning event
6	Pay or reimburse as agreed, share only approved material, remove temporary files, act on concerns and review audience learning, speaker experience, diversity and recurring gaps.	Program lead and treasurer	Within ten club days	A complete speaker and rights closeout

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.
Former-member status substitutes for subject fit or creates an implied testimonial. — Select against a learning brief, state the speaker's chosen relationship to Rotary and prohibit recruitment and endorsement framing.
The session becomes sales, financial, legal, health or other professional advice. — Agree a content boundary, review promotional references, state limitations and refer individual questions to appropriate qualified channels.
Questions expose departure, conflict or personal circumstances. — Collect and moderate questions, brief the audience, allow the speaker to decline and stop unsafe or off-scope discussion.
Slides, images or recordings are reused without authority or access support. — Record rights and channel terms, provide accessible equivalents and delete or remove every unapproved or expired copy.
The club must approve the topic and selection method, speaker agreement, payment or expenses, advice limits, access, conduct, questions, rights and review.
Former-member status cannot substitute for subject fit or imply membership, Rotary endorsement, professional engagement or a rejoining testimonial.
Speakers must control biography, Rotary description, topic, questions, recording and later use and may decline or withdraw under the agreement.
Professional, complaint, safeguarding and unsafe discussion must be stopped or transferred to an authorised process.

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 Alumni Guest Speaker Series. Look for respectful reconnections made with consent, chosen next steps and follow-up that honours people who decline further contact.
Sessions beginning with an approved learning outcome, complete speaker agreement and accessible event plan.
Audience members able to identify the intended idea or next step without mistaking personal experience for professional or Rotary advice.
Speakers reporting respectful preparation, moderation, payment or expense handling and control over recording and later use.
Series selection showing varied topics and voices without repeated insider, profession, status or rejoining bias.

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.

Alumni Speaker Series Charter and Topic Map

Choose speakers for learning value under consistent and fair terms.

Open supporting document

Guest Speaker Agreement and Content Check

Give the speaker control and make the session accurate and usable.

Open supporting document

Speaker Session Run Sheet and Rights Closeout

Moderate the event and finish payments, files and permissions.

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.

Conversation guide

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

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

Member pulse check

Use this worksheet to hear what people experienced and decide what to change next.

Open worksheet