M-T1-PS-18 · A 90-day try-out

A club plan for Rotary Photo 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-PS-18 · Rotary Photo Exhibition
Theme: Theme 1: Attraction & Visibility · Subtheme PS: Public Storytelling
Source material: Existing checked Theme 1 guide
Linked playbook entry: M-T1-PS-18 · Rotary Photo Exhibition

1. Is this worth trying here?

What we hope will change: Curates a physical or hybrid exhibition where approved photographs, captions and evidence guide visitors through local service stories.

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 Photo Exhibition
Step	What we will do	Who could lead it
1	Define the exhibition narrative and select images for relevance, quality, diversity and rights feasibility.	Curator
2	Verify captions, credits, project evidence and subject permissions and remove unsuitable images.	Rights and Evidence Registrar
3	Design an accessible layout with readable interpretation, seating, lighting, audio or digital alternatives and safe circulation.	Exhibition Designer
4	Install and inspect the exhibition, brief hosts and provide a monitored feedback and enquiry route.	Venue and Installation Lead
5	Close safely, return or archive works, reconcile condition and rights records and evaluate visitor response.	Exhibition Manager

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Do not exhibit identifiable sensitive-service users or children without the required permissions, safeguards and contextual dignity.
Use accurate captions and credits and avoid design that implies endorsement, ownership or causation beyond the evidence.
High — physical safety, image rights and public display of identifiable people require item-level control.

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
Exhibited works with complete rights and caption records

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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