M-T1-AN-19 · A 90-day try-out

A club plan for Alumni Community Volunteer Days

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-19 · Alumni Community Volunteer Days
Theme: Theme 1: Attraction & Visibility · Subtheme AN: Alumni Networks
Source material: Existing checked Theme 1 guide
Linked playbook entry: M-T1-AN-19 · Alumni Community Volunteer Days

1. Is this worth trying here?

What we hope will change: Reunites alumni through one well-scoped service day that is partner-led, safely delivered and followed by options matching different levels of commitment.

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 Community Volunteer Days
Step	What we will do	Who could lead it
1	Validate the task, output and handover standard with the partner.	Service-day lead
2	Publish role choices, access details and what participants should bring.	Volunteer coordinator
3	Allocate supervisors, complete inductions and stage materials.	Safety lead
4	Deliver in managed teams with welfare checks and progress control.	Team leaders
5	Complete partner acceptance, clean-up and volunteer recognition.	Project lead

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Children attending family roles remain under the approved supervision model.
Do not use beneficiaries as photo backdrops or disclose sensitive site details.
HIGH — group-site safety, family participation, weather and beneficiary privacy require a task-specific event plan.

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
Partner output completed and accepted.

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.

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Roles, roster and handover

Use this worksheet to decide who will do each job, who can step in and what needs to be handed over.

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Implementation and budget plan

Use this worksheet to turn the idea into a short list of actions, dates, costs and responsibilities.

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Communications and content planner

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

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