M-T1-DA-08 · A 90-day try-out

A club plan for Virtual Rotary Open 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-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

1. Is this worth trying here?

What we hope will change: 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.

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

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
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.

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
Registrants able to join through their chosen access route

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.

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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Communications and content planner

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

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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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Facilitation and conversation guide

Use this worksheet to hold a respectful conversation, hear different views and tell people what happens next.

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