M-T1-CP-02-SD-03 — Visitor Sign-Up Sheet

Release control

Adaptation note

Use as the Local Market Activation contact card or private one-person form under the Pop-Up Rotary Activation System. Pre-code every paper card or QR destination with market, date, location and shift. Collect a preferred name, one chosen contact route, one current interest and permission for that specific follow-up. Never use a public list that lets a visitor read earlier entries. Provide a secure paper card and assisted route when the QR form is inaccessible or connectivity fails.

Instructions

1. Keep the CP-02 code and Local Market Activation identity while applying CP-14 operational controls.
2. Complete privacy review and source-code configuration before the market shift begins.
3. Present one form or card per person. A clipboard sheet containing multiple visitors’ details is prohibited.
4. Collect contact details only when the person requests a defined response; do not record passers-by or casual conversations without their choice.
5. Read back contact details during assisted or paper capture and let the person confirm each optional contact choice.
6. Transfer paper cards to the approved system after every shift, reconcile the custody count and dispose of authorised working copies securely.
7. Measure meaningful conversations, valid records and completed next steps separately; foot traffic is not a sign-up count.

Controlled configuration fields

Controlled public fields

Do not collect attendance, address, age, occupation, dietary, accessibility, household or membership-history fields by default. Do not add long free-text notes or details about people who did not choose to provide them.

Configured private visitor card

A quick follow-up from {{ACCOUNTABLE_ENTITY}}

Market: {{MARKET_NAME}} Date/location/shift: {{MARKET_DATE}} / {{MARKET_LOCATION}} / {{SHIFT_CODE}} Source: {{SOURCE_CODE}} Paper card ID: {{PAPER_CARD_ID}} Notice: {{NOTICE_VERSION}}

How we will use your information

{{ACCOUNTABLE_ENTITY}} will use the details you choose to provide only to complete the follow-up you select below and any separate future-update choice you make. Privacy information is at {{PRIVACY_URL}}. To correct your details, withdraw a request or ask a privacy question, contact {{PRIVACY_CONTACT}}.

Preferred name: ______________________________________________

Please choose one current interest: {{INTEREST_CHOICES}}

Choose one contact route:

• [ ] Email: ______________________________________________
• [ ] Mobile/SMS: _________________________________________
• [ ] Telephone call: ______________________________________

• [ ] Please contact me about the specific interest selected above.
• [ ] Optional: I would also like occasional future Rotary service updates relevant to this interest.

No option is preselected. Choosing the specific follow-up does not add you to general promotions.

Acknowledgement: I have read or had explained the collection notice above. Participant confirmation: ______________________________ Date: ______________________________

Assisted-capture script

“I can help record your details. I will explain each field and mark optional choices only as you direct. We are collecting this information to complete the specific follow-up you choose. You can skip optional future updates. Before I submit it, I will read back your contact detail and choices.”

Shift transfer and action record

Shift and release checklist

• [ ] CP-02 is identified as the Local Market Activation overlay under CP-14.
• [ ] Market, date, location, shift and channel source codes are active and printed/embedded correctly.
• [ ] Each visitor gets a private card/form; earlier entries cannot be seen.
• [ ] Digital, private paper and assisted routes show the same notice and choices.
• [ ] Connectivity-failure and paper-custody processes are briefed to every shift member.
• [ ] Contact details are read back; invalid or incomplete records are quarantined for correction.
• [ ] Specific follow-up and optional future updates are separate and unselected.
• [ ] Paper count, system transfer, access restriction and working-copy disposal are reconciled after each shift.
• [ ] Follow-up owners, targets, overdue review and no-further-contact suppression work end to end.
• [ ] Reporting distinguishes foot traffic, meaningful conversations, valid sign-ups and completed next steps.
• [ ] {{RETENTION_TRIGGER}} is configured and expired event-only records are reviewed.

Review record