M-T1-CP-19 · A 90-day try-out

A club plan for Rotary Volunteer 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-19 · Rotary Volunteer Day
Theme: Theme 1: Attraction & Visibility · Subtheme CP: Community Presence
Source material: Existing checked Theme 1 guide
Linked playbook entry: M-T1-CP-19 · Rotary Volunteer Day

1. Is this worth trying here?

What we hope will change: Give matched community volunteers a safe, useful way to complete an accepted project output and experience Rotary through genuine service.

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 Volunteer Day
Step	What we will do	Who could lead it
1	Agree the beneficiary need, project output, exclusions, acceptance evidence and site authority.	Project Lead
2	Analyse tasks, competence, tools, materials, hazards, accessible roles, weather and supervision capacity.	Site and Safety Lead
3	Invite, register and confirm volunteers against actual roles, practical conditions and any screening or onboarding stage.	Volunteer Coordinator
4	Procure and test equipment, brief supervisors, mark work areas and rehearse emergency, stop and handback decisions.	Operations Lead
5	Brief volunteers, supervise work, protect breaks and accessible roles, stop unsafe activity and document exceptions.	Task Supervisors
6	Obtain beneficiary acceptance, reconcile site, tools, waste and costs, then thank volunteers and share the outcome.	Project Lead

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Proceed only with accepted scope, authorised site, competent supervision, truthful volunteer conditions and complete closeout ownership; reduce the task, partner professionally or defer if safe delivery is uncertain.
Service participation is not consent to publicity; obtain specific image, story and future-contact permissions separately.
Publish real physical, sensory and practical conditions and provide meaningful accessible roles or honest alternatives.

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
Output accepted against approved quantity or quality

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.

Volunteer Day Planning Guide — 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

Safety Checklist — 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

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