M-T1-PS-15 · A 90-day try-out

A club plan for Rotary Documentary Project

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-PS-15 · Rotary Documentary Project
Theme: Theme 1: Attraction & Visibility · Subtheme PS: Public Storytelling
Source material: Existing checked Theme 1 guide
Linked playbook entry: M-T1-PS-15 · Rotary Documentary Project

1. Is this worth trying here?

What we hope will change: Produces a researched short documentary that follows one substantial service story with enough depth to show context, collaboration, results and unresolved work.

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 Documentary Project
Step	What we will do	Who could lead it
1	Research the project and create a treatment that states the central question, evidence, gaps and ethical boundaries.	Executive Producer
2	Contract or appoint the production team and complete budget, insurance, safety, location and rights planning.	Production Manager
3	Film contributors and project activity under the approved schedule without directing unsafe or inauthentic scenes.	Director
4	Edit a balanced cut, verify every material claim and complete contributor, partner, legal-rights and accessibility review.	Post-Production Lead
5	Release through approved screenings and channels, manage discussion and evaluate whether the film serves its stated purpose.	Distribution and Impact Lead

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Use staged consent throughout production; a signed release does not remove the duty to respond to new risk or changed circumstances.
Do not manufacture conflict, compress causation misleadingly or expose vulnerable people, restricted sites or sensitive operational details.
Critical — long-form film creates durable privacy, duty-of-care, rights and reputational exposure that needs specialist review.

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
Production milestones completed within approved scope

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.

Implementation and budget plan

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

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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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