E-135 · A 90-day try-out

A club plan for Rotary Alumni Networking Lunch

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-135 · Rotary Alumni Networking Lunch
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 Rotary Alumni Networking Lunch or authority for any invitation, attendee, introduction or membership discussion.

Primary references consulted

Rotary Clubs (Rotary International)
Used for: Rotary clubs connect people through service, friendship and professional and community relationships.
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 record 79 Rotary Alumni Social Night provides the related relaxed alumni gathering concept. It is not a literal current-title match and does not supply a networking purpose, no-sales, no-recruitment, cost, access, contact-sharing, introduction, conduct or data-closeout control.

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

Rotary clubs
Supports: The 12 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 purpose, invitation cohort, contact basis, no-sales and no-recruitment conduct, access, cost, privacy and closeout.
Attendance cannot authorise contact-list disclosure, marketing, job or business solicitation, membership pursuit, donation requests or publicity.
Participant profiles and introductions must be optional, minimum and individually approved by everyone involved.
Dietary and access information is operational data and must be restricted and deleted after the event.

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 Alumni Networking Lunch 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 Rotary Alumni Networking Lunch
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Approve the networking purpose, invitation cohort, contact basis, no-sales and no-recruitment boundaries, access standard, cost model and closeout.	Lunch lead and club board sponsor	Ten weeks before the lunch	A governed networking-lunch brief
2	Ask a small authorised participant group about format, cost, timing, access, conversation topics and contact-sharing comfort and adjust the plan.	Participant liaison	Eight weeks before the lunch	A participant-shaped format
3	Confirm venue, menu, alcohol, transport, seating, sensory, support-person, online, cost and incident arrangements and publish complete information.	Venue, access and safety contacts	Six weeks before the lunch	An accessible and affordable event plan
4	Invite once through authorised channels, collect minimum registration and access information and let each person choose optional profile wording and contact-sharing method.	Authorised invitation contact	Four weeks before the lunch	A capped and choice-led registration
5	Host optional introductions and balanced conversations, intervene in selling, recruitment, unsafe questions or contact pressure and provide quiet, seated and no-profile routes.	Lead host and table hosts	Lunch day	A respectful networking experience
6	Share only participant-selected introductions, act on concerns, close no-contact and correction requests, delete temporary event data and review access, connection and pressure.	Participant liaison and board sponsor	Within three weeks	A complete contact and event 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.
Networking becomes selling, job solicitation or membership pursuit. — Publish and brief a no-sales and no-recruitment standard, use active hosts and transfer requested business or membership discussions to separate private contact.
Price, venue or meal conditions exclude people. — State the full cost and conditions early, offer concessions and a meaningful no-lunch equivalent and respond privately to access and dietary needs.
Attendee details are treated as a directory or lead list. — Collect the minimum, display only chosen information and make each contact introduction separately reciprocal and time-limited.
Status and existing networks leave some people without connection. — Use participant-chosen prompts, trained table hosts, equitable turn-taking and quiet or one-to-one options and review who was consistently left out.
The club must approve the purpose, invitation cohort, contact basis, no-sales and no-recruitment conduct, access, cost, privacy and closeout.
Attendance cannot authorise contact-list disclosure, marketing, job or business solicitation, membership pursuit, donation requests or publicity.
Participant profiles and introductions must be optional, minimum and individually approved by everyone involved.
Dietary and access information is operational data and must be restricted and deleted after the event.

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 Alumni Networking Lunch. Look for respectful reconnections made with consent, chosen next steps and follow-up that honours people who decline further contact.
Participants receiving complete cost, timing, access, food, alcohol, transport, contact and no-sales information before registering.
People reporting useful and comfortable conversations across different backgrounds without pressure to pitch, join or exchange details.
Every post-event introduction supported by both participants' specific choice and completed privately.
No attendee-list disclosure, unauthorised marketing or unresolved access, conduct, correction and data-closeout issue.

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 Networking Lunch Purpose and Conduct Brief

Define useful connection while excluding sales, recruitment and list sharing.

Open supporting document

Affordable and Accessible Lunch Plan

Make practical conditions and equivalent options clear before registration.

Open supporting document

Networking Choice and Introduction Register

Manage optional profiles and reciprocal contact without creating a directory.

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

Partner brief

Use this worksheet to agree what the club and any partners will each contribute, decide and protect.

Open worksheet

Contact tracker

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

Open worksheet