E-147 · A 90-day try-out

A club plan for Interclub Culture Exchange

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-147 · Interclub Culture Exchange
Theme: Theme 2: Engagement & Belonging · Subtheme 9: Club Identity & Culture
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 varied Rotary club participation, belonging and accessible interclub meetings; they are not an endorsement of the named Interclub Culture Exchange or authority for any partner, observation, information sharing, local experiment or governance decision.

Primary references consulted

Rotary clubs (Rotary International)
Used for: Rotary clubs gather in different ways and connect members around ideas, relationships and action.
Enhancing belonging and engagement at Rotary (Rotary International)
Used for: Rotary identifies welcome, respect, value, belonging and engagement as important to participation.
Hosting accessible and inclusive online meetings and events (Australian Human Rights Commission)
Used for: Accessible online meetings require suitable platforms, materials in advance, alternative access, communication support and active participation management.

Candidate District material consulted

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

Club Playbook - Theme 2
Candidate record 89 is a literal title match for Interclub Culture Exchange. It remains unofficial and does not supply the present reciprocity, decision-rights, participant, accessibility, observation-versus-interpretation, complaint-transfer, experiment 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

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.
Enhancing Belonging and Engagement at Rotary
Supports: Belonging, accessibility, respectful participation and equitable access principles for renewal and club experience.
Does not establish: That a particular meeting model, membership pathway, leadership process or club culture is inclusive without testing with affected people.
Hosting accessible and inclusive online meetings and events
Supports: Practical accessibility and inclusion safeguards for online and hybrid renewal meetings, consultations, learning and events.
Does not establish: Accessibility conformance, the adjustments a person needs or the suitability of a particular platform, format, recording practice or meeting design.

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

Each club must approve the shared question, charter, participants, information boundary, accessibility, local decision owner, experiment and closeout.
The exchange cannot inspect, rank, merge, represent or make decisions for a partner club.
Member records, complaints, safeguarding matters, confidential board information and identifiable service-recipient material remain outside the exchange.
Every adopted change requires the receiving club's normal governance, member input, capacity check and evidence review.

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 Interclub Culture Exchange to turn the club's stated values into everyday habits that members can recognise and uphold.

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 Interclub Culture Exchange
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Each club names one culture question and the evidence behind it, then partners agree a reciprocal purpose, boundaries, access needs, costs, conflicts and decision independence.	Exchange leads and club board sponsors	Eight weeks before exchange	A reciprocal exchange charter
2	Choose participants and contribution routes that include more than current leaders, obtain voluntary agreement and brief everyone on observation, privacy, attribution and concern boundaries.	Club exchange coordinators	Six weeks before exchange	An inclusive participant and access plan
3	Share a concise context brief from each club covering purpose, membership and meeting setting, current strengths, known limitations and the question partners are asked to explore.	Club coordinators	Two weeks before exchange	Comparable context briefs
4	Observe, discuss and ask questions through the agreed formats, separating direct observations, participant explanations and personal interpretation and stopping any private or unsafe disclosure.	Independent facilitator and participants	Exchange sessions	A bounded learning record
5	Each club checks the synthesis for accuracy, chooses its own small experiment through normal governance and records what it will not copy because context, capacity or member voice differs.	Each club board and member group	Within two club meetings	Separate locally authorised experiments
6	Run and measure the experiments, share de-identified results and surprises with partners, close temporary information and decide whether any further exchange has a defined purpose.	Experiment owners and exchange leads	After eight to twelve weeks	Reciprocal learning and a clean 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.
The exchange becomes a competition or a judgement about which club is modern, healthy or successful. — Use reciprocal questions, prohibit ranking and promotional claims and record contextual strengths and limitations for every observed practice.
Leaders present a polished version that excludes ordinary or critical member experience. — Include varied members and formats, gather private input and state who did not participate rather than claiming a complete culture picture.
Private information or a complaint crosses club boundaries. — Exclude cases and member records, brief participants, stop identifiable disclosure and transfer concerns to the authorised club process.
A club copies a practice without resources, authority or member support. — Require a local decision, capacity and accessibility check, small trial and evidence review before wider adoption.
Each club must approve the shared question, charter, participants, information boundary, accessibility, local decision owner, experiment and closeout.
The exchange cannot inspect, rank, merge, represent or make decisions for a partner club.
Member records, complaints, safeguarding matters, confidential board information and identifiable service-recipient material remain outside the exchange.
Every adopted change requires the receiving club's normal governance, member input, capacity check and evidence review.

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 Interclub Culture Exchange. Look for members being able to describe the club's shared character and for agreed behaviours appearing consistently in meetings, service and decisions.
Every exchange linked to a shared question, reciprocal charter, varied participants, accessible formats and separate local decision owners.
Learning records distinguishing observation, explanation and interpretation and stating each club's context and limitations.
Each club testing one locally authorised change and reporting evidence rather than copying a partner's practice wholesale.
Participants reporting equitable contribution, safe boundaries and useful follow-up, with temporary records closed on time.

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.

Interclub Culture Exchange Charter

Create a reciprocal learning arrangement without transferring governance or creating competition.

Open supporting document

Exchange Participant and Accessibility Plan

Include varied member perspectives through safe and equivalent participation routes.

Open supporting document

Culture Observation and Interpretation Record

Separate what participants saw from explanation and personal inference.

Open supporting document

Local Experiment and Exchange Closeout

Turn shared learning into one accountable local test and report back responsibly.

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