M-T1-CP-26-SD-02 — Partner Invitation Template

Release control

Adaptation note

For community organisations contributing volunteer opportunities to a service expo. Treat this as the Volunteer Opportunity Expo variant under the canonical M-T1-CP-18 architecture. Ask partners to describe real, current opportunities and supply approved eligibility, onboarding, safety, insurance, contact, access and follow-up details. Avoid duplicating a separate generic expo campaign. The primary action is to submit an opportunity and confirm participation. Validate opportunity information, issue one operational confirmation, thank partners and reconcile enquiries/referrals under the agreed process.

Instructions

1. Use only for the Volunteer Opportunity Expo overlay under M-T1-CP-18; keep the exact CP-26 supporting-document code.
2. Address one organisation and one responsible contact. Explain why its current volunteer opportunities are relevant to the expo audience.
3. Ask for current, open and supportable opportunities only. Do not publish expressions of future intent as active roles.
4. Require the partner to complete the opportunity-information block before written participation confirmation.
5. Confirm who receives enquiries, who assesses or onboards prospective volunteers, how referrals are recorded and what feedback returns to the expo team.
6. Do not imply Rotary endorsement, verification of the organisation, guaranteed referrals, funding, exclusivity or a legal partnership.
7. Resolve every controlled field and complete opportunity, safety, insurance, access, privacy, brand, rights and operational review before sending.

Controlled fields

Configured partner invitation

Subject: Invitation to contribute volunteer opportunities to {{PUBLIC_EVENT_NAME}}

Hello {{FIRST_NAME}},

{{HOST_ENTITY}} invites {{ORGANISATION_NAME}} to consider contributing current volunteer opportunities to {{PUBLIC_EVENT_NAME}} on {{EVENT_DATE_LONG}}.

{{PURPOSE_SENTENCE}} We are approaching your organisation because {{INVITATION_REASON}}. {{VALUE_PROMISE}}

The invitation

We are asking {{ORGANISATION_NAME}} to submit one or more real, currently available volunteer opportunities for validation and, if approved, present them at the expo.

Submit the opportunity information by {{SUBMISSION_DEADLINE}} at {{OPPORTUNITY_SUBMISSION_ROUTE}}.

Required opportunity information

{{REQUIRED_OPPORTUNITY_INFORMATION}}

How submissions and enquiries will be handled

• Validation and approval: {{VALIDATION_AND_APPROVAL_PROCESS}}
• Enquiries, introductions and referrals: {{ENQUIRY_AND_REFERRAL_PROCESS}}
• Visitor data capture: {{DATA_CAPTURE_RULES}}
• Brand, content and rights: {{BRAND_CONTENT_AND_RIGHTS}}

Expo participation details

• Public event: {{EVENT_DATE_LONG}}, {{START_TIME}}–{{END_TIME}} {{TIME_ZONE}}
• Venue: {{VENUE_NAME}}, {{VENUE_ADDRESS}}
• Arrival/setup: {{ARRIVAL_TIME}}; {{SETUP_WINDOW}}
• Pack-down: {{PACK_DOWN_WINDOW}}
• Partner entry/loading: {{PARTNER_ENTRY_ROUTE}}
• Space, equipment and power: {{SPACE_EQUIPMENT_POWER}}
• Partner staffing and conduct: {{PARTNER_STAFFING_AND_CONDUCT}}
• Safety and insurance: {{SAFETY_AND_INSURANCE}}
• Access arrangements: {{ACCESSIBILITY_SUMMARY}}
• Cost or approved contribution: {{COST_TEXT}}

Please accept, decline or request a scoping conversation by {{RSVP_DEADLINE}} at {{RSVP_URL}}, or contact {{PRIMARY_CONTACT_NAME}} at {{PRIMARY_CONTACT_EMAIL}} / {{PRIMARY_CONTACT_PHONE}}.

Participation is confirmed only when {{HOST_ENTITY}} validates the opportunity information and issues written operational confirmation. This invitation does not create endorsement, guaranteed referrals, funding, exclusivity or a legal partnership.

Thank you for considering it. We value a clear answer either way.

Warm regards, {{PRIMARY_CONTACT_NAME}} {{HOST_ENTITY}}

Privacy: Response and referral information will be handled as described at {{PRIVACY_NOTICE_URL}}. Communication preferences: {{PREFERENCE_ROUTE}}

Opportunity validation record

Partner readiness and release checklist

• [ ] CP-26 is identified as the Volunteer Opportunity Expo overlay under CP-18, with no duplicate generic expo campaign.
• [ ] Organisation relevance and each opportunity’s current availability are evidenced.
• [ ] Role, eligibility, onboarding, supervision, safety, insurance, access, contact and follow-up details pass validation.
• [ ] Enquiry/referral roles, response time, records, privacy boundaries and feedback process are agreed.
• [ ] Invitation creates no endorsement, guaranteed referral, funding, exclusivity or legal partnership promise.
• [ ] Venue, setup, pack-down, space, power, staffing, conduct, safety, access and cost conditions are final.
• [ ] Submission, RSVP, privacy, preference and correction routes pass direct, mobile and keyboard testing.
• [ ] One written operational confirmation and one 72-hour reminder are prepared; duplicate instructions are suppressed.
• [ ] Partner thanks and any later partnership discussion are separate, agreed follow-ups.
• [ ] Public opportunity information has an owner and recheck/expiry date.
• [ ] The release candidate contains no unresolved double-brace fields.

Review record