M-T1-CP-22 · A 90-day try-out

A club plan for Volunteer Discovery and Recruitment Session

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-22 · Volunteer Discovery and Recruitment Session
Theme: Theme 1: Attraction & Visibility · Subtheme CP: Community Presence
Source material: Existing checked Theme 1 guide
Linked playbook entry: M-T1-CP-22 · Volunteer Discovery and Recruitment Session

1. Is this worth trying here?

What we hope will change: Help people compare real service opportunities against time, place, skills, access and eligibility, then move one choice into an owned confirmation process.

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 Volunteer Discovery and Recruitment Session
Step	What we will do	Who could lead it
1	Verify every opportunity, practical condition, owner, onboarding stage and confirmation capacity.	Opportunity Coordinator
2	Choose daytime, evening or online format from audience access, timing and transport evidence.	Session Coordinator
3	Configure comparison content, registration states, privacy notice, adjustments, response times and exceptions.	Matching and Privacy Lead
4	Brief project ambassadors to state real tasks and limits, answer within authority and avoid membership pressure.	Facilitator
5	Run the concise session, protect individual questions and register only the person's chosen opportunity or next matching request.	Facilitator
6	Monitor every state to closure, confirm or explain the outcome, honour withdrawal and improve weak role information.	Matching Owner

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Proceed only with a current opportunity menu and tested receiving-owner handoffs; remove an unready role, change format or defer instead of collecting names without a credible next step.
Registering for service does not authorise membership contact, publicity or general updates; offer each separately.
Publish task, site, time, eligibility, onboarding and access conditions before registration and ask only what adjustment is needed.

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 and opportunity-menu engagement by intended audience

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 Recruitment Flyer — club worksheet

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

Open worksheet

Volunteer Registration Form — club worksheet

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

Open worksheet

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

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.

Open worksheet