M-T1-AN-11 · A 90-day try-out

A club plan for Alumni Reunion Events

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: M-T1-AN-11 · Alumni Reunion Events
Theme: Theme 1: Attraction & Visibility · Subtheme AN: Alumni Networks
Source material: Existing checked Theme 1 guide
Linked playbook entry: M-T1-AN-11 · Alumni Reunion Events

1. Is this worth trying here?

What we hope will change: Reunites a defined program cohort in a way that honours relationships and learning, updates permissions and avoids turning nostalgia into a captive fundraising audience.

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 Reunion Events
Step	What we will do	Who could lead it
1	Form a small cohort host group and agree the reunion's purpose.	Reunion convenor
2	Clean records and invite through an authorised sender without exposing recipients.	Program data owner
3	Build a participatory program with reconnection, reflection and one forward-looking activity.	Alumni host group
4	Run check-in and photography using visible consent choices.	Event team
5	Return consented memories, update preferences and close event-only data.	Follow-up lead

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
No public list of alumni, deceased members or absent invitees without authority and sensitivity.
Fundraising, membership and story requests remain optional and separate.
MEDIUM — old records, deceased alumni, changed identities, photography and fundraising pressure require sensitive consent renewal.

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
Reachable alumni receiving invitations safely.

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.

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.

Event and session plan

Use this worksheet to plan who the session is for, when it will happen, how people can take part and what happens afterwards.

Open worksheet

Communications and content planner

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

Open worksheet

Workflow and minimum-data register

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

Open worksheet

Facilitation and conversation guide

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

Open worksheet