M-T1-CP-01 · A 90-day try-out

A club plan for Community Open Day

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-CP-01 · Community Open Day
Theme: Theme 1: Attraction & Visibility · Subtheme CP: Community Presence
Source material: Existing checked Theme 1 guide
Linked playbook entry: M-T1-CP-01 · Community Open Day

1. Is this worth trying here?

What we hope will change: Turn general name recognition into an informed, low-pressure encounter with the club's current local work and a choice of relevant next steps.

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 Community Open Day
Step	What we will do	Who could lead it
1	Approve the resident audience, value proposition, capacity, date and success thresholds.	Event Coordinator
2	Secure the venue and map access, stations, welcome, quiet conversation, emergency movement and pack-down.	Venue and Access Lead
3	Select three to six projects and clear every fact, image, partner reference, presenter and next step.	Evidence and Rights Lead
4	Configure invitations, registration, role shifts, run sheet, signage and each response pathway; then rehearse the visitor journey.	Operations Lead
5	Welcome without pressure, keep the formal introduction concise, answer within authority and log only requested actions.	Front-of-House Lead
6	Complete promises, reconcile incidents and costs, secure or dispose of records and hold a structured debrief.	Follow-Up Owner

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Proceed only when venue, access, evidence, safety, safeguarding, privacy, brand, budget and response checks pass; otherwise reduce station count, partner for missing capability or defer.
Separate attendance, photography, storytelling and future-update choices; none is implied by another.
Publish an accessibility contact and test arrival, movement, hearing, vision, reading, seating and an equivalent non-QR route.

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
Attendance compared with capacity and approved-channel reach

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.

Community Open Day Planning Checklist — club worksheet

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

Volunteer Role Allocation Sheet — club worksheet

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

Open worksheet

Event Budget Template — club worksheet

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

Open worksheet

Media Release Template — club worksheet

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

Open worksheet