M-T1-CP-26 · A 90-day try-out

A club plan for Rotary Community Service Expo

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-26 · Rotary Community Service Expo
Theme: Theme 1: Attraction & Visibility · Subtheme CP: Community Presence
Source material: Theme 1 variation linked to its main guide
Linked playbook entry: M-T1-CP-18 · Rotary Community Expo

1. Is this worth trying here?

What we hope will change: Use the Volunteer Opportunity Expo mode within Rotary Community Expo to achieve the parent pathway's purpose without setting it up as a separate pathway.

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 Community Service Expo
Step	What we will do	Who could lead it
1	Approve the expo proposition, categories, scale, decision rights, venue and success measures.	Expo Director
2	Select and review exhibitors, then obtain standards, current information, authorised representatives and cancellation agreement.	Exhibitor Lead
3	Design the floor, visitor comparison format, access choices, program, referral and emergency routes.	Public Experience Lead
4	Publish only approved event facts, confirm registrations and adjustments, brief every Rotary function and onboard exhibitors.	Communications and Operations Leads
5	Operate the visitor journey, monitor exhibitors and conditions, record only authorised referrals and manage incidents.	Duty Director
6	Reconcile referrals, thank participants, close venue and exhibitor obligations and evaluate breadth, coherence and control.	Closeout 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 every exhibitor, public route, referral, venue function and closeout owner is approved; reduce scale, remove an unready exhibitor or defer the event rather than dilute governance.
Approve every organisation's participation, mark, image, quote and claim and publish that presence does not imply endorsement beyond the event statement.
Build access into venue, floor plan, circulation, quiet alternatives, communication, exhibitor standards and response routes.

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
Approved exhibitors by intended category and onboarding completion

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.

Expo 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

Partner Invitation Template — club worksheet

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

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

Implementation and budget plan

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

Open worksheet