Rotary District 9510Membership HubLegendary Clubs PackageM-T1-DA-08

M-T1-DA-08 · Detailed guide · Theme 1

Virtual Rotary Open Day

Lets people explore the club from home through a structured, accessible live session that combines honest member experience, project choices and private next-step options.

Where this idea came from

Playbook entry
M-T1-DA-08 · Virtual Rotary Open Day
Theme
Theme 1: Attraction & Visibility · Subtheme DA: Digital Attraction
Source material
Existing checked Theme 1 guide
Linked playbook entry
M-T1-DA-08 · Virtual Rotary Open Day

Why a club might use this

Geography, mobility, caring responsibilities and social uncertainty become smaller barriers to understanding and trying Rotary.

Use it when

  • People unable or not yet ready to attend in person, including prospective volunteers, partners, members and carers. Use when a significant audience is excluded or underserved by an in-person open day.

Before the club starts

  • An agenda with short segments, breaks, interaction choices and a no-camera participation option.
  • A secure platform, trained host, moderator, captioning and telephone or alternative access route.
  • A minimal registration form, privacy notice and separate choices for reminders, recording and future contact.

Capacity guide

Likely cost
$
Lead time
4-6 weeks
People
4-6 hosts, moderators and technical support

How to put it into practice

Detailed implementation steps for Virtual Rotary Open Day
StepActionSuggested owner
1Research attendee questions and design a 60-minute journey around them.Open Day Producer
2Recruit representative speakers and rehearse concise stories, demonstrations and transitions.Program Host
3Test captions, keyboard access, audio, slides, security settings, dial-in and failure contingencies.Technical and Accessibility Lead
4Deliver with moderated questions, privacy reminders and several low-pressure action choices.Host and Moderator
5Route each attendee only to their selected project, event, volunteer or membership pathway.Follow-Up Lead

Controls and safeguards

  • Do not require camera use, public self-identification or disclosure of access needs to the whole group.
  • Record only with explicit advance notice and separate consent; provide an accessible non-recorded summary for people who decline.
  • HIGH - recording, exclusion, platform disruption and indiscriminate follow-up can make a virtual welcome unsafe or inaccessible.

What to measure

  • Registrants able to join through their chosen access route

Follow-up: Send the accessible summary and selected next step within two business days, then delete unnecessary registration and chat data after the approved retention period.

Related playbook entries

  • M-T1-CP-01
  • M-T1-DA-16
  • M-T1-PC-20

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.

Who can say yes?

Name the person or group that can approve the work, spending and any safety arrangements.

Are people protected?

Check privacy, consent and safety. Collect only the information you genuinely need.

Can everyone take part?

Check the language, format, place, technology and cost for barriers.

Are the facts and permissions right?

Check names, claims, images, quotations, partner references and Rotary branding.

How will we learn?

Note where things stand now, check in at 30, 60 and 90 days, and decide what to do next.