For Rotary clubs

Turn your meeting notes into a project other clubs can run

Your club already did the work. This takes the pile of notes it left behind and turns it into something another club can find and copy, in about a minute, using whatever AI tool you already have.

📱 At the Summit right now? Text yourself this link before you put your phone away. It will still be here Monday.
1

Take the private things out yourself

Do this before you paste anything. It takes a minute, and it is the part no tool should do for you.

Delete these from your notes first:

  • Names of members, volunteers and donors
  • Names of anyone you served, and anything at all about children
  • Home addresses, personal phone numbers, personal email addresses
  • Bank details, account numbers, card numbers

Keep club names, partner organizations, and public venue addresses. Those are meant to be public.

💡 Rotary International's own guidance says to treat anything you put into an AI tool as if it could become public. That is why this step is first.
2

Paste this, then paste your notes underneath

Works in Claude, ChatGPT, Gemini, Copilot, Grok, or whatever you already have open. Nothing to install and nothing to sign up for.

Copy this prompt 
You are helping a Rotary club turn its messy planning material into a short public write-up that another club could copy and run.

I will paste my club's raw material below. It might be meeting minutes, an email thread, a flyer, a budget, or rough notes. Work from whatever is there.

Do these four things, in this order.

1. TELL ME WHAT IS MISSING, FIRST.
List anything you need that is not in the material. Be specific. Do not guess and do not fill gaps with plausible-sounding detail. If you do not know a number, say you do not know it.

2. WRITE THE PROJECT ENTRY.
Output these fields, one per line, and nothing else:
Project name:
One-sentence description (under 25 words):
Status: (proposed / in progress / completed)
Area of focus: (peacebuilding / disease prevention and treatment / water, sanitation and hygiene / maternal and child health / basic education and literacy / community economic development / environment)
Location:
Start date:
End date:
Total budget:
Still needed:
Looking for partner clubs: (yes or no)

3. WRITE ONE IMPACT SENTENCE IN PEOPLE, NOT DOLLARS.
Who was helped, how many of them, and what is different for them now. If my material only gives you a dollar figure, say so and ask me for the number of people. Never estimate it.

4. WRITE THE REPLICATION BLOCK.
Five lines, so another club can run this:
People: (how many volunteers, how many hours)
Money: (roughly, and what it went to)
Partners: (what kind of organization, not the specific one)
Lead time: (how far ahead to start)
The hard part: (what nearly went wrong)

Keep the writing plain. Short sentences. No words like "leveraged" or "impactful." Write it the way our club secretary would say it out loud at a Tuesday lunch.

Here is our material:
3

Read every line, then publish it

The tool gets things wrong, and your club's name goes on this. Check it before it goes anywhere.

Where it goesRotary Service Project Center
CostFree
Who posts itClub officers, through My Rotary
Add a photoRequired, in practice
📷 That last one matters more than it looks. The browse page filters to projects that have photos by default, so a project posted without one is close to invisible to anyone looking for it.
4

The line worth keeping

Most write-ups report what the club raised. The ones other clubs actually copy report what changed for people, and they say out loud which part nearly went wrong. That is the line a club three towns over needs, and it is the one almost nobody writes down.

Made for the Rotary District 5170 Collaborative Impact Summit, September 19, 2026. Kevin Brookhouser, GapJump AI. Not an official Rotary International publication.