M-T1-CP-19-SD-01 — Volunteer Day Planning Guide
F01 configured review derivative
Status: REVIEW - configured working derivative; not approved for event delivery or public distribution Theme: Attraction and Visibility Sub-theme: Community Presence and Visibility Index authority: Supporting Documents Master Index and Release Manifest v1.1, issued 2 August 2026
1. Controlled identity and migration metadata
| Controlled field | Configured entry |
|---|
| Supporting-document code | M-T1-CP-19-SD-01 |
| Exact derivative title | Volunteer Day Planning Guide |
| Exact supporting-document title | Volunteer Day Planning Guide |
| Status | REVIEW - configured working derivative; local facts, approval, rendering and release evidence remain required |
| Family / master version | F01 - Event and Activation Planning / 1.0 |
| Recorded master SHA-256 | bac1b73d70b763d279ffaeb8502b398eb0ea059303afce5bff2a1f585eabb0ee |
| Authoritative index | Playbook_Supporting_Documents_Master_Index.md v1.1, issued 2 August 2026 |
| Configured master variant | M-T1-CP-19-SD-01 - Volunteer Day Planning Guide; F01 Section 23 mandatory overlay incorporated in full |
| Source initiative | M-T1-CP-19 - Rotary Volunteer Day |
| Source initiative code | M-T1-CP-19 |
| Source initiative title | Rotary Volunteer Day |
| Source initiative code/title | M-T1-CP-19 - Rotary Volunteer Day |
| Initiative disposition | Canonical retained |
| Canonical parent | M-T1-CP-19 - Rotary Volunteer Day |
| Canonical parent code/title | M-T1-CP-19 - Rotary Volunteer Day |
| Canonical parent code and title | M-T1-CP-19 - Rotary Volunteer Day |
| Named overlay or migration label | Canonical cleared service-delivery body |
| Redirect or tombstone route | None - canonical source and parent title are unchanged. |
| Supporting-document migration control | Retain both CP-19 codes and add registration, roster and communications dependencies. |
| Family master | Playbook_F01_Event_and_Activation_Planning_Master.md |
| Family master file | Playbook_F01_Event_and_Activation_Planning_Master.md |
| Derivative version | 0.1 REVIEW |
| Prepared date | 2 August 2026 |
| Adaptation note | The complete F01 operating controls are configured below for Rotary Volunteer Day. The mandatory Canonical cleared service-delivery body requirements are embedded as auditable tasks, risks, resources and measures rather than left as a pointer to the family master. |
2. Instructions for the review copy
- Replace every blank with an event-specific fact, owner, date, threshold or evidence location.
- Keep the exact code, title, source initiative, disposition, canonical parent and overlay metadata unchanged.
- For a control that genuinely does not apply, enter Not applicable, the reason, the decision owner and the acceptance date. Do not delete the control.
- Confirm local requirements with the venue, landowner, organiser, insurer, council, safeguarding lead and other competent authorities relevant to the actual activity.
- Do not promote, spend, contract or open to the public until the go gate and pre-event approvals are complete.
- Retain the approved working copy, permissions, financial record, incidents, follow-up record and debrief under the approved records policy.
- This planning tool is not legal, medical, engineering, food-safety or insurance advice. Australian requirements vary by jurisdiction, site and activity.
Checklist key: [ ] open; [x] complete and evidenced; N/A accepted with reason and owner.
3. Working document control
| Operational field | Entry |
|---|
| Event or activation name | ______________________________ |
| Club or delivery unit | ______________________________ |
| Event lead | ______________________________ |
| Accountable sponsor | ______________________________ |
| Safety and safeguarding lead | ______________________________ |
| Privacy and registration lead | ______________________________ |
| Version | 0.1 REVIEW / update before approval |
| Prepared by and date | ______________________________ |
| Review meeting date | ______________________________ |
| Approved date | Not approved |
| Next review date | ______________________________ |
| Working-file location | ______________________________ |
| Approved budget record | ______________________________ |
| Final event record location | ______________________________ |
Change record
| Version | Date | Change | Author | Approver |
|---|
| 0.1 REVIEW | 2 August 2026 | First configured derivative for substantive review | Codex working team | Pending |
| ____ | __________ | ______________________________ | __________________ | __________________ |
4. Configured operating profile
| Planning choice | Configured starting point to confirm |
|---|
| Format | Bounded service-delivery day with a defined task, beneficiary, site, completion standard, competent task lead and controlled volunteer briefing |
| Recommended lead time | 8-12 weeks |
| Planned duration | 3-6 delivery hours plus setup, task briefing, close and site handback |
| Primary purpose | Complete a useful, clearly bounded community task safely while giving volunteers a supported path into the next relevant service opportunity. |
| Primary audience | Community volunteers able to perform one of the approved tasks |
| Secondary audience | Prospective members, supporters and people seeking practical service experience |
| Partner or stakeholder audience | Beneficiary, landowner, technical task lead and approved service partners |
| Primary participant next step | Join the dated next service opportunity, request a suitable role or continue with the project team |
| Primary audience promise | Complete a practical local task safely and see the community result before you leave. |
| Critical approval focus | Defined task, beneficiary, landowner, competence, supervision, insurance, environment, traffic, waste and technical requirements |
| Critical risk focus | Tools, equipment, site conditions, manual tasks, PPE or supervision exceed the intended volunteers' capability |
| Key configured resource set | Approved task plan; competent task lead; volunteer role list; tools and PPE; first-aid route; briefing record; water and welfare; completion and handback record |
| Related controlled interfaces | M-T1-CP-19-SD-02 Safety Checklist; configured registration, roster and communications records; authorised F03 financial record where expenditure applies |
Related interfaces are inputs or records, not substitutes for the controls in this derivative.
5. Mandatory configured adaptation checklist
Every row below is mandatory for this exact code. Record an owner, due date and evidence before approval.
| Mandatory configured requirement | Done | Owner and due date | Evidence or accepted decision |
|---|
| Define a bounded service project with task, beneficiary, site, completion standard and work that can be safely performed by the intended volunteers. | [ ] | __________________ | __________________ |
| Assign a competent task lead, first-aid route, supervision ratio, tool or equipment rules and personal protective equipment where required. | [ ] | __________________ | __________________ |
| Confirm insurance, landowner, environmental, traffic, waste, child-safeguarding and technical requirements for the actual work. | [ ] | __________________ | __________________ |
| Provide pre-event information on clothing, fitness, access, weather, transport, food, water and expected conduct. | [ ] | __________________ | __________________ |
| Begin with a documented task and safety briefing; record incidents, near misses, incomplete work and site handback. | [ ] | __________________ | __________________ |
| End by showing the community result and offering a dated, relevant next service opportunity. | [ ] | __________________ | __________________ |
6. Event decision brief
| Decision | Configured record |
|---|
| Community need or opportunity | Complete a useful, clearly bounded community task safely while giving volunteers a supported path into the next relevant service opportunity. Confirm the local evidence or partner request: ______________________________ |
| Why Rotary is a credible contributor or convener | Current local service, trusted relationships and members able to connect people to the stated next step. Local evidence: ______________________________ |
| Primary purpose category | Volunteering / Service demonstration / Community value |
| Desired change for participants | Participants understand the offer, have a useful interaction and can act on the configured next step: Join the dated next service opportunity, request a suitable role or continue with the project team. |
| Desired change for community or partner | The activity creates verified engagement and owned follow-through, not visibility alone. |
| Why this format is appropriate | Confirm why bounded service-delivery day with a defined task, beneficiary, site, completion standard, competent task lead and controlled volunteer briefing is more useful than a meeting, email or existing initiative: ______________________________ |
| Decision if the event does not proceed | Cancel / Defer / Merge / Use a lower-risk format |
Outcomes and thresholds
| Outcome | Evidence or measure | Target or decision threshold | Owner |
|---|
| Relevant people engage meaningfully | Approved task output completed to the agreed standard | __________________ | __________________ |
| Participants accept an appropriate next step | Volunteers briefed, supported and offered a relevant next step | __________________ | __________________ |
| Rotary fulfils its promises and closes controls | Incidents, site handback and follow-up closed | __________________ | __________________ |
Explicit non-goals
- Maximising raw foot traffic, names collected or publicity without useful engagement.
- Giving advice, making claims or collecting personal information beyond the approved scope.
Scope boundary
| In scope | Out of scope |
|---|
| Planned delivery of the configured format inside the approved site, time and operating conditions | Unapproved activity, structures, trading, collection, advice or data use |
| Current, verified stories and respectful two-way engagement | Outdated claims, generic membership pressure or unsupported partner claims |
| Consent-based next steps with named owners and due dates | Adding people to future communications without a clear affirmative choice |
7. Audience journey and experience
| Journey stage | Required configured experience | Owner | Evidence or test |
|---|
| Discover | One clear promise: Complete a practical local task safely and see the community result before you leave. | __________________ | Five-second comprehension test |
| Decide | Date, time, place, duration, cost, access and participation conditions are complete | __________________ | Independent invitation check |
| Arrive or register | Low-friction welcome with paper or assisted fallback | __________________ | Arrival walkthrough |
| Orient | Purpose, boundaries, amenities, safety and help contact are clear in the first five minutes | __________________ | Host rehearsal |
| Participate | Interaction is useful, inclusive and within the approved scope | __________________ | Observation plan |
| Choose a next step | Join the dated next service opportunity, request a suitable role or continue with the project team | __________________ | Tested action route |
| Follow up | Promised action is consent-based, owned, dated and recorded | __________________ | Follow-up queue |
- [ ] Community value is explained before internal Rotary structure.
- [ ] A first-time visitor can understand the offer without Rotary knowledge.
- [ ] Hosts initiate respectful conversation and accept disengagement immediately.
- [ ] Public claims are current, specific, evidenced and authorised.
- [ ] Access to the activity does not depend on consenting to future contact.
- [ ] Complaints, accessibility requests and safeguarding concerns have a named route.
8. Go / modify / stop gate
| Gate question | Yes | No | N/A | Evidence or action |
|---|
| Purpose and expected community value justify the resources. | [ ] | [ ] | [ ] | __________________ |
| Event lead and one accountable sponsor are confirmed. | [ ] | [ ] | [ ] | __________________ |
| Defined task, beneficiary, landowner, competence, supervision, insurance, environment, traffic, waste and technical requirements. | [ ] | [ ] | [ ] | __________________ |
| Insurance applicability, exclusions and evidence requirements are confirmed. | [ ] | [ ] | [ ] | __________________ |
| Tools, equipment, site conditions, manual tasks, PPE or supervision exceed the intended volunteers' capability is controlled to an accepted level. | [ ] | [ ] | [ ] | __________________ |
| Accessibility barriers are addressed or clearly communicated. | [ ] | [ ] | [ ] | __________________ |
| Safeguarding controls are confirmed for the expected audience and activity. | [ ] | [ ] | [ ] | __________________ |
| Food, alcohol, gas, electrical, traffic, structure and public-land triggers are resolved. | [ ] | [ ] | [ ] | __________________ |
| Budget and spending authority are approved. | [ ] | [ ] | [ ] | __________________ |
| Brand, image rights, privacy and data controls are ready. | [ ] | [ ] | [ ] | __________________ |
| The team can fulfil every promised follow-up by its due date. | [ ] | [ ] | [ ] | __________________ |
Decision: Go / Modify / Defer / Stop Decision owner and date: ______________________________ Conditions: ____________________________________________________________
9. Approvals and external requirements
| Approval or confirmation | Configured trigger | Owner | Authority or source | Evidence location | Due | Status |
|---|
| Club or committee approval | All delivery | __________________ | Club governance | __________________ | __________ | Open |
| Site, venue, landowner or organiser consent | Any use of a site or host event | __________________ | Current written site authority | __________________ | __________ | Open |
| Variant-specific operating approval | Defined task, beneficiary, landowner, competence, supervision, insurance, environment, traffic, waste and technical requirements | __________________ | Relevant competent authority | __________________ | __________ | Open |
| Council or land-manager requirements | Public land, structures, trading, signs, noise or changed access | __________________ | Relevant authority | __________________ | __________ | Open / N/A |
| Insurance confirmation | Public activity, volunteers, equipment, suppliers or exhibitors | __________________ | Authorised insurance contact | __________________ | __________ | Open |
| Food requirements | Apply to any supplied food or water service; communicate dietary and hygiene arrangements before attendance. | __________________ | Venue, organiser and relevant authority | __________________ | __________ | Open / N/A |
| Safeguarding | Confirm supervision, screening and observable practice where children or vulnerable people may volunteer or benefit. | __________________ | Club or district safeguarding lead | __________________ | __________ | Open / N/A |
| Traffic, pedestrian, structure, gas and electrical controls | When triggered by site or equipment | __________________ | Site or competent provider | __________________ | __________ | Open / N/A |
| Brand artwork approval | All new public-facing Rotary or district artwork | __________________ | Authorised brand reviewer | __________________ | __________ | Open |
| Photography and story permissions | Identifiable people, personal stories or partner material | __________________ | Rights and consent owner | __________________ | __________ | Open / N/A |
| Data and privacy review | Registration, enquiry, referral or follow-up data | __________________ | Privacy or data owner | __________________ | __________ | Open / N/A |
10. Delivery timeline
| Timing | Minimum configured output | Owner | Done |
|---|
| 8-12 weeks before | Purpose, sponsor, site path, budget range, audience and partners | __________________ | [ ] |
| 8-6 weeks before or proportionate equivalent | Site terms, insurance, approval path, safeguarding and access review | __________________ | [ ] |
| 6-4 weeks before | Program, suppliers, designs, data flow and configured resources | __________________ | [ ] |
| 4-2 weeks before | Promotion, roster, run sheet, accessibility information and bookings | __________________ | [ ] |
| 14-7 days before | Final site review, risks, proofs, tested action routes and briefing pack | __________________ | [ ] |
| 72 hours before | Weather, attendance, supplier, contact and contingency decision | __________________ | [ ] |
| 24 hours before | Pack, charge, print, test, confirm handovers and publish changes | __________________ | [ ] |
| Delivery day | Brief, inspect, deliver, monitor, record, close and hand back | __________________ | [ ] |
| Within 24 hours | Incident closure, urgent promises, thanks and asset check | __________________ | [ ] |
| Within 2 business days | Consent-based follow-up, referrals and partner response | __________________ | [ ] |
| Within 5 business days | Finance close, measures, debrief and records filing | __________________ | [ ] |
| Within 14 days | Improvement and repeat, modify or stop decision | __________________ | [ ] |
11. Responsibility and contacts
| Workstream | Accountable | Responsible | Consulted | Informed | Event-day contact |
|---|
| Overall delivery and stop decision | __________________ | __________________ | __________________ | __________________ | __________________ |
| Program and participant experience | __________________ | __________________ | __________________ | __________________ | __________________ |
| Site, equipment and configured resources | __________________ | __________________ | __________________ | __________________ | __________________ |
| Safety, first aid and incidents | __________________ | __________________ | __________________ | __________________ | __________________ |
| Safeguarding and accessibility | __________________ | __________________ | __________________ | __________________ | __________________ |
| Volunteers, partners or contributors | __________________ | __________________ | __________________ | __________________ | __________________ |
| Communications, brand and permissions | __________________ | __________________ | __________________ | __________________ | __________________ |
| Registration, privacy and follow-up | __________________ | __________________ | __________________ | __________________ | __________________ |
| Finance, procurement and close-out | __________________ | __________________ | __________________ | __________________ | __________________ |
| Critical contact | Name or organisation | Primary contact | Backup |
|---|
| Venue, site or organiser | __________________ | __________________ | __________________ |
| Emergency services | Immediate danger in Australia | 000 | __________________ |
| First aider | __________________ | __________________ | __________________ |
| Safeguarding escalation | __________________ | __________________ | __________________ |
| Supplier or technical lead | __________________ | __________________ | __________________ |
| Club or district escalation | __________________ | __________________ | __________________ |
12. Site, access and inclusion review
| Site fact | Confirmed record |
|---|
| Address and approved operating area | ______________________________ |
| Site manager and event-day contact | ______________________________ |
| Bump-in, opening, closing, bump-out and handback times | ______________________________ |
| Loading, storage, power, water and internet | ______________________________ |
| Public transport, parking and accessible drop-off | ______________________________ |
| Toilets, handwashing, seating and rest options | ______________________________ |
| First-aid point, emergency access and assembly point | ______________________________ |
| Weather shelter or approved alternate | ______________________________ |
- [ ] Step-free route is confirmed or limitations are communicated before attendance.
- [ ] Aisles, queue points and activity spaces preserve safe and accessible movement.
- [ ] Accessible parking, transport, toilet and seating information is published where available.
- [ ] Lighting, glare, noise and sensory load are reviewed.
- [ ] Print and digital information use readable type, contrast and plain language.
- [ ] Captions, hearing support, interpreter or assisted participation needs are considered.
- [ ] Assistance animals and individual access requests have a named contact.
- [ ] Emergency arrangements include people who may need assistance.
Access limitations, mitigation and acceptance: ________________________________________________
13. Safety, insurance, food and safeguarding
| Hazard or scenario | Who may be affected | Controls before opening | Monitor | Stop or escalate trigger |
|---|
| Tools, equipment, site conditions, manual tasks, PPE or supervision exceed the intended volunteers' capability | Participants, team and public | ______________________________ | __________________ | Competent task leadership, safe work method, required PPE, supervision or emergency control is absent |
| Slips, trips, loading and manual handling | __________________ | ______________________________ | __________________ | Unsafe route or task |
| Weather, heat, UV, wind or rain | __________________ | ______________________________ | __________________ | Pre-agreed threshold reached |
| Electrical, gas, power or equipment failure | __________________ | ______________________________ | __________________ | Isolation or safe fallback unavailable |
| Vehicle, pedestrian, crowd or queue interaction | __________________ | ______________________________ | __________________ | Safe separation cannot be maintained |
| Medical event, conflict or unsafe conduct | __________________ | ______________________________ | __________________ | Beyond volunteer competence or immediate danger |
| Child or vulnerable-person concern | __________________ | ______________________________ | __________________ | Safeguarding path activated |
| Food, allergen, hygiene or waste issue | __________________ | ______________________________ | __________________ | Service control fails |
| Data, device or paper-record loss | __________________ | ______________________________ | __________________ | Loss or unauthorised access suspected |
| Activity-specific hazard | __________________ | ______________________________ | __________________ | __________________ |
- [ ] Activity and material facts were accurately described to the authorised insurance contact.
- [ ] Cover, exclusions, participant conditions and evidence requirements were confirmed.
- [ ] Required supplier, contractor or exhibitor evidence is retained.
- [ ] Incident notification and record-retention instructions are available.
- [ ] Food-control treatment: Apply to any supplied food or water service; communicate dietary and hygiene arrangements before attendance.
- [ ] Safeguarding treatment: Confirm supervision, screening and observable practice where children or vulnerable people may volunteer or benefit.
- [ ] Emergency, incident, concern and lost-person processes are briefed.
- [ ] Stop authority is accepted by the event lead, safety or safeguarding lead, site representative and competent technical lead.
Evidence locations and stop-authority names: ________________________________________________
14. Program and run sheet
| Relative time | Clock time | Configured activity | Participant experience or message | Lead | Equipment or cue | Fallback |
|---|
| Opening -120 min | ______ | Site access and condition check | Approved, safe and accessible operating area | ______ | Site record | Escalate before unloading |
| Opening -90 min | ______ | Setup: Approved task plan; competent task lead; volunteer role list; tools and PPE; first-aid route; briefing record; water and welfare; completion and handback record | Unsafe setup area remains separated from public | ______ | Pack list | Reduced safe configuration |
| Opening -45 min | ______ | Test access, information, data and equipment | Every public touchpoint works | ______ | Test script | Paper or non-powered mode |
| Opening -30 min | ______ | Team safety, scope, access and safeguarding brief | Team understands boundaries and escalation | ______ | Briefing card | Delay if critical role absent |
| Opening | ______ | Welcome and configured delivery begins | Complete a practical local task safely and see the community result before you leave. | ______ | Opening cue | Short-form opening |
| Main activity | ______ | Bounded service-delivery day with a defined task, beneficiary, site, completion standard, competent task lead and controlled volunteer briefing | Respectful engagement and relevant next step | ______ | Configured materials | Simplify without weakening controls |
| Midpoint | ______ | Welfare, stock, queue and quality reset | Consistent, accessible experience | ______ | Reset list | Rotate team or reduce scope |
| Close -15 min | ______ | Final next-step invitation | Join the dated next service opportunity, request a suitable role or continue with the project team | ______ | Follow-up route | Assisted response |
| Close | ______ | Thank participants and explain follow-up | No unowned promise | ______ | Closing cue | Direct contact card |
| Close +15 min | ______ | Secure data, cash and sensitive material | Records protected before pack-down | ______ | Secure container | Direct transfer to owner |
| Close +60 min | ______ | Asset check, site handback and hot debrief | Safe close and accepted handback | ______ | Handover record | Remain until issue assigned |
15. Resources, procurement and finance
| Resource | Quantity | Source | Owner | Ready date | Transport or storage | Return or disposal |
|---|
| Approved task plan; competent task lead; volunteer role list; tools and PPE; first-aid route; briefing record; water and welfare; completion and handback record | ____ | __________________ | __________________ | __________ | __________________ | __________________ |
| Approved signs and current project material | ____ | __________________ | __________________ | __________ | __________________ | __________________ |
| Registration, privacy and paper fallback material | ____ | __________________ | __________________ | __________ | __________________ | __________________ |
| Accessibility, seating or assisted-participation aids | ____ | __________________ | __________________ | __________ | __________________ | __________________ |
| Safety, first-aid and weather equipment | ____ | __________________ | __________________ | __________ | __________________ | __________________ |
| Cleaning, waste and asset-return supplies | ____ | __________________ | __________________ | __________ | __________________ | __________________ |
- [ ] Commitments remain within delegated authority.
- [ ] Supplier scope, price, cancellation, delivery, safety and insurance evidence are recorded.
- [ ] Conflicts of interest are declared and managed.
- [ ] Borrowed, donated and in-kind resources are recorded.
- [ ] Asset condition is checked before issue and after return.
- [ ] Waste, recycling and disposal are agreed with the site.
Use M-T1-CP-01-SD-03 Event Budget Template as the F03 family financial record unless the controlled index issues a replacement. Do not maintain competing totals here.
| Financial control | Record |
|---|
| Approved budget link or file | ______________________________ |
| Finance owner and spending authority | ______________________________ |
| Maximum commitment and contingency authority | ______________________________ |
| Income, donation, sponsorship or cashless handling | ______________________________ |
| Supplier payment and receipt route | ______________________________ |
| Reconciliation due date | ______________________________ |
16. Brand, imagery, registration and privacy
- [ ] Current authorised Rotary and District assets are used.
- [ ] Logos are not redrawn, stretched, recoloured, rearranged or generated by an image model.
- [ ] Clear space, legibility, viewing distance and final-size proof are checked.
- [ ] Claims, partner logos, results, captions and stories are accurate and authorised.
- [ ] Identifiable people, children, partners and creators have the required permissions.
- [ ] A practical no-photo method is available and briefed.
- [ ] AI-generated imagery contains no simulated Rotary marks, branded uniforms, certificates or event signage.
| Data element | Operational need | Access owner | Retention or deletion rule | Secure location |
|---|
| Name | __________________ | __________________ | __________________ | __________________ |
| Contact method | __________________ | __________________ | __________________ | __________________ |
| Attendance, enquiry or role | __________________ | __________________ | __________________ | __________________ |
| Access or dietary information | __________________ | __________________ | __________________ | __________________ |
| Future-contact preference | Separate affirmative choice only | __________________ | __________________ | __________________ |
| Other essential data | __________________ | __________________ | __________________ | __________________ |
- [ ] The form states what is collected, why, who uses it and how to ask a question.
- [ ] Only necessary data is collected and access is limited.
- [ ] Paper forms, exports and devices have named custodians.
- [ ] Loss or unauthorised access follows the approved escalation process.
- [ ] Correction, retention and disposal follow the approved policy and applicable obligations.
17. Communications plan
Primary audience promise: Complete a practical local task safely and see the community result before you leave. One-sentence description: Complete a useful, clearly bounded community task safely while giving volunteers a supported path into the next relevant service opportunity. Primary call to action: Join the dated next service opportunity, request a suitable role or continue with the project team Accessibility contact: ______________________________ Authorised media contact: ______________________________
| Audience | Channel or asset | Purpose | Owner | Release date | Approval | Measure |
|---|
| Intended participants | __________________ | Invite and inform | __________________ | __________ | __________ | __________ |
| Members and volunteers | __________________ | Recruit and brief | __________________ | __________ | __________ | __________ |
| Partners or contributors | __________________ | Confirm duties and boundaries | __________________ | __________ | __________ | __________ |
| Site, organiser or authorities | __________________ | Confirm operations and compliance | __________________ | __________ | __________ | __________ |
| Registered or interested people | __________________ | Confirm access, timing and changes | __________________ | __________ | __________ | __________ |
| Post-event audience | __________________ | Thank, report and offer the agreed next step | __________________ | __________ | __________ | __________ |
- [ ] Date, location, duration, cost, deadline and response route are unambiguous.
- [ ] Access, transport, weather, clothing, safety and participation conditions are stated.
- [ ] Copy is understandable without Rotary acronyms or internal knowledge.
- [ ] One call to action is visually dominant.
- [ ] Contact, registration, QR and fallback routes are independently tested.
- [ ] Correction, cancellation and urgent-update messages are ready.
18. Contingencies and decision triggers
| Scenario | Pre-agreed trigger | Response | Decision owner | Communication route |
|---|
| Variant-critical failure | Competent task leadership, safe work method, required PPE, supervision or emergency control is absent | Modify, pause, relocate or stop; do not improvise outside approval | __________________ | __________________ |
| Severe weather or unsafe site | __________________ | Move, modify, delay or cancel under official and site advice | __________________ | __________________ |
| Critical team absence | __________________ | Use reduced safe format or defer | __________________ | __________________ |
| Low or excessive attendance | __________________ | Adjust scale, meter access or use approved overflow | __________________ | __________________ |
| Power, internet or equipment failure | __________________ | Use tested paper or non-powered fallback | __________________ | __________________ |
| Medical, safety or safeguarding incident | __________________ | Stop affected activity; use trained response; call 000 for immediate danger | __________________ | __________________ |
| Food or allergen concern | __________________ | Stop service, isolate affected items and use authorised response | __________________ | __________________ |
| Data, form or device loss | __________________ | Secure access, preserve facts and escalate | __________________ | __________________ |
| Aggressive or unsafe conduct | __________________ | Use site security or emergency response | __________________ | __________________ |
| Venue, speaker, supplier or partner unavailable | __________________ | Use approved alternate, revise scope or cancel | __________________ | __________________ |
19. Team briefing and opening authorisation
Every event-day team member must be able to state:
- the purpose, audience promise and one primary next step;
- who is accountable and who may stop an unsafe activity;
- first aid, emergency access, assembly and incident-record locations;
- safeguarding conduct, scope boundaries and escalation routes;
- accessibility support and known limitations;
- approved data, image, story and public-claim boundaries;
- weather, attendance and equipment triggers;
- owners for pack-down, data transfer, handback and follow-up.
Brief lead, time and attendance record: ________________________________________________
- [ ] Written site, organiser and authority confirmations are accessible.
- [ ] Site condition, emergency access, equipment and barriers are acceptable.
- [ ] Access routes, seating, toilets and communication support are ready.
- [ ] Food, gas, electrical and activity-specific controls are complete where relevant.
- [ ] Team is present, briefed, identifiable and rostered for breaks.
- [ ] Registration, consent, payment and privacy processes are tested.
- [ ] Brand, facts, links, captions and calls to action are checked.
- [ ] Photography and no-photo processes are briefed.
- [ ] Weather, capacity, variant risk and stop thresholds remain acceptable.
- [ ] Contingency materials and fallback mode are available.
Opening authorised by, time and conditions: ________________________________________________
20. Follow-up and close-out
| Person or organisation | Consent and context | Promised action | Owner | Due | Done | Record location |
|---|
| __________________ | __________________ | __________________ | __________________ | __________ | [ ] | __________________ |
| __________________ | __________________ | __________________ | __________________ | __________ | [ ] | __________________ |
| __________________ | __________________ | __________________ | __________________ | __________ | [ ] | __________________ |
- [ ] Safety, safeguarding, food, property and privacy concerns are escalated and recorded.
- [ ] Site handback is accepted and damage or defects are documented.
- [ ] Participant and partner promises have named owners and due dates.
- [ ] Thank-you and confirmation messages use consented channels.
- [ ] Enquiries go to an appropriate next step, not a generic mailing list by default.
- [ ] Paper forms, devices, cash and sensitive material are transferred securely.
- [ ] Equipment is counted, cleaned, returned and loss or damage recorded.
- [ ] Invoices, receipts, income and in-kind support are reconciled.
- [ ] Approved images and captions remain paired with permission evidence.
- [ ] Public recap uses verified figures and authorised imagery.
- [ ] Measures and lessons are reviewed before announcing a repeat.
21. Measures, decision and learning
| Dimension | Configured measure | Target | Actual | Evidence | Interpretation |
|---|
| Reach | Relevant participants or meaningful passers-by | ____ | ____ | __________________ | __________________ |
| Engagement | Approved task output completed to the agreed standard | ____ | ____ | __________________ | __________________ |
| Conversion | Volunteers briefed, supported and offered a relevant next step | ____ | ____ | __________________ | __________________ |
| Follow-through | Incidents, site handback and follow-up closed | ____ | ____ | __________________ | __________________ |
| Inclusion | Access needs met and barriers reported | ____ | ____ | __________________ | __________________ |
| Safety | Incidents, near misses and control failures | 0 unresolved | ____ | __________________ | __________________ |
| Team health | Filled roles, breaks and volunteer feedback | ____ | ____ | __________________ | __________________ |
| Financial | Net cost and material variance | ____ | ____ | F03 record | __________________ |
| Reputation | Verified feedback, media or complaints | ____ | ____ | __________________ | __________________ |
Outcome decision and reason: Repeat unchanged / Repeat with modification / Scale / Merge / Stop ________________________________________________________________________________
| Review prompt | Evidence-based lesson | Controlled change proposed | Owner | Due |
|---|
| What created the most community value? | __________________ | __________________ | __________________ | __________ |
| Where did the participant journey fail or slow? | __________________ | __________________ | __________________ | __________ |
| Which safety, access or safeguarding control needs improvement? | __________________ | __________________ | __________________ | __________ |
| Which message, interaction and next step worked best? | __________________ | __________________ | __________________ | __________ |
| Which promise, cost or resource assumption was difficult? | __________________ | __________________ | __________________ | __________ |
22. Sign-off and review-release gate
Pre-event approval
| Role | Name | Decision | Date | Recorded approval location |
|---|
| Event lead | __________________ | Ready / Ready with conditions / Not ready | __________ | __________________ |
| Safety and safeguarding lead | __________________ | Ready / Ready with conditions / Not ready | __________ | __________________ |
| Finance or delegated approver | __________________ | Approved / Not approved | __________ | __________________ |
| Accountable sponsor | __________________ | Go / Modify / Defer / Stop | __________ | __________________ |
Post-event closure
| Role | Name | Closure statement | Date | Record location |
|---|
| Event lead | __________________ | Delivery and site records complete | __________ | __________________ |
| Safety and safeguarding lead | __________________ | Incidents and concerns closed or transferred | __________ | __________________ |
| Privacy and registration lead | __________________ | Data secured and follow-up assigned | __________ | __________________ |
| Finance owner | __________________ | Reconciliation complete or exceptions assigned | __________ | __________________ |
| Accountable sponsor | __________________ | Lessons and next-event decision accepted | __________ | __________________ |
Derivative review and release checklist
- [ ] Exact code, title, source initiative, disposition, canonical parent and overlay match index v1.1.
- [ ] Every mandatory adaptation row in Section 5 is completed and evidenced.
- [ ] No unused control was deleted; every N/A has a reason, owner and acceptance date.
- [ ] Event facts, owners, dates, thresholds and evidence locations are complete.
- [ ] Event, safety or safeguarding, finance and sponsor reviews are recorded.
- [ ] Local-condition decisions cite an official or competent source without claiming universal legal requirements.
- [ ] Current brand, rights, accessibility, privacy and data controls are verified.
- [ ] Related controlled interfaces resolve and carry matching event facts.
- [ ] Editable and accessible copies carry matching identity and version information.
- [ ] Final distribution copy is rendered and visually reviewed page by page.
- [ ] Release row, checksum, approval and evidence are complete before status changes from REVIEW.
Review decision: Accept for local completion / Return for revision / Reject Reviewer, date and comments: ____________________________________________________________
