M-T1-CP-29 · A 90-day try-out

A club plan for Rotary Public Exhibition

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-29 · Rotary Public Exhibition
Theme: Theme 1: Attraction & Visibility · Subtheme CP: Community Presence
Source material: Existing checked Theme 1 guide
Linked playbook entry: M-T1-CP-29 · Rotary Public Exhibition

1. Is this worth trying here?

What we hope will change: Build sustained public understanding through a verified, accessible narrative that connects local history, present contribution and future opportunity without becoming a cabinet of club memorabilia.

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 Public Exhibition
Step	What we will do	Who could lead it
1	Approve the audience, theme, narrative arc, current relevance, object or panel scope and action route.	Curator
2	Research and register every claim, date, name, quotation, image and object, preserving uncertainty and dispute.	Evidence Lead
3	Secure rights, loans, attribution, condition and personal permissions before committing material to production.	Rights and Objects Lead
4	Design and proof the accessible narrative, then test route, captions, lighting, alternatives, installation and response destination.	Production and Access Leads
5	Install, photograph condition, inspect throughout the live period and correct or remove defective content promptly.	Venue Liaison
6	Remove under the venue plan, return or store material, close responses and evaluate verified community contributions.	Curator and 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 after sources, rights, proof, venue lifecycle, accessibility, condition and response routes are approved; reduce to CP-04 when the full curatorial and maintenance burden cannot be carried.
Record image, object, quotation, loan, attribution, property and personal-story permissions as applicable.
Design approach, circulation, reach, lighting, type, contrast, captions, seating and companion formats with the venue.

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
Voluntary feedback, question themes, route use and observed access issues

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.

Exhibition Design Guide — club worksheet

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

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.

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Workflow and minimum-data register

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

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Partnership and stakeholder map

Use this worksheet to agree what the club and any partners will each contribute, decide and protect.

Open worksheet