M-T1-YS-08 · A 90-day try-out

A club plan for Rotary Youth Leadership Conference

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-YS-08 · Rotary Youth Leadership Conference
Theme: Theme 1: Attraction & Visibility · Subtheme YS: Youth & Schools
Source material: Existing checked Theme 1 guide
Linked playbook entry: M-T1-YS-08 · Rotary Youth Leadership Conference

1. Is this worth trying here?

What we hope will change: Creates an intensive, inclusive leadership experience connected to real community action, supported by safe selection, trained facilitators and post-event pathways.

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 Youth Leadership Conference
Step	What we will do	Who could lead it
1	Confirm the authorised program model, dates, capacity and club obligations.	Club youth programs chair
2	Promote through schools and community networks using equitable selection criteria.	Recruitment lead
3	Collect necessary information securely and complete welfare planning.	Program safeguarding lead
4	Deliver the conference with trained staff, documented supervision and incident response.	Conference director
5	Connect participants to local action and evaluate outcomes without pressuring membership.	Alumni pathway lead

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Use only current District-approved program documents and safeguarding standards.
Health and emergency data are access-limited, encrypted where stored, and deleted on schedule.
CRITICAL — residential youth activity, health data, transport and duty of care require current District authority and specialist safeguarding controls.

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
Eligible applications and equitable selection outcomes.

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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Roles, roster and handover

Use this worksheet to decide who will do each job, who can step in and what needs to be handed over.

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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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