Welcome to the initial phase of planning your roundtable event. In this section, we focus on defining the core purpose and specific objectives of your gathering. Let's begin by pinpointing what drives this event. Are we looking to enhance community engagement, influence policy, or perhaps foster industry collaborations? Understanding the overarching goal will guide every decision we make moving forward.

Process and Questioning Guide:

1. Initial Brainstorming

   • Objective: Generate a broad set of ideas and themes relevant to the community or group.
   • Questions to Consider:
     • What are the current issues or challenges faced by our community/group?
     • Are there any recent events or developments that we need to discuss?
     • What topics have been frequently mentioned in our previous meetings or surveys?
     • Who are the key stakeholders or groups we need to engage with in this roundtable?

2. Narrowing Down Themes

   • Objective: Focus on the most relevant and impactful themes from the brainstorming session.
   • Questions to Consider:
     • Which of these issues or topics align most closely with our overall mission or goals?
     • What are the potential impacts of discussing each of these themes?
     • How urgent is it to address each of these topics?
     • Are there any themes that overlap and can be combined into a single discussion?

3. Defining the Purpose

   • Objective: Formulate a clear statement that describes the overarching goal of the roundtable.
   • Questions to Consider:
     • What is the primary goal we want to achieve with this roundtable?
     • How does this purpose align with our organization's mission and long-term goals?
     • What specific outcomes do we hope to see from this discussion?
     • Who will benefit from the outcomes of this roundtable?
   • Examples:
     • "The purpose of this roundtable is to develop actionable strategies for improving community health access."
     • "We aim to gather insights and feedback on recent policy changes affecting local businesses."

Resource Bank

Worksheet: Defining the Purpose and Objectives of Your Roundtable Event

1. Define Clear Objectives:

• Objective: Ensure that each objective is specific, measurable, achievable, relevant, and time-bound (SMART).
• Examples:
  • Enhance Knowledge Sharing: Facilitate an exchange of ideas among participants on key community issues to enhance mutual understanding and collaborative problem-solving.
  • Network Building: Foster connections between participants to encourage ongoing collaboration and support beyond the event.

2. Develop Success Metrics:

• Objective: Establish quantifiable indicators to evaluate the success of the event based on its objectives.
• Examples:
  • Participant Engagement: Achieve an engagement rate of at least 80% as measured by active participation in discussions and feedback forms.
  • Knowledge Enhancement: At least 90% of participants report an increase in understanding of the discussed topics, as measured by pre-event and post-event surveys.
  • Networking Success: Over 70% of participants establish two or more new professional connections during the event.

3. Continuous Monitoring and Adjustment:

• Objective: Implement mechanisms to monitor progress toward objectives during the event and make necessary adjustments.
• Actions:
  • Real-Time Discussions: Use the digital roundtables in URPower.org to gauge ongoing participant engagement and satisfaction.
  • Adjustment Strategies: Have contingency plans to modify session formats or discussion topics based on real-time feedback or participation levels.

Resource Bank

• Worksheet: Structuring Objectives and Metrics for Your Roundtable Event

1. Venue Selection:

• Partner-Provided Venue:
  • Coordinate with your partner organizations to secure a venue that aligns with the event’s objectives and supports the required layout and accessibility needs.
• Layout Requirements:
  • Ensure the venue can accommodate a 360 Fishbowl setup, which is essential for fostering intimate and engaging discussions. This layout should facilitate active participation and meaningful dialogue among attendees.
• Accessibility:
  • Confirm that the venue is accessible by public transport, offers ample parking, and includes necessary facilities for individuals with disabilities.

2. Venue Confirmation and Setup:

• Partnership Benefits:
  • Utilize the partnership to ensure that venue provisions include high-quality audio-visual equipment, reliable high-speed internet, and adequate power outlets to support all event and participant needs.
• Technical and Layout Planning:
  • Coordinate with the partner’s venue management to arrange the necessary concentric circle setups, ensuring no more than 16 chairs in the inner circle, including the moderator.

3. Pre-Event Coordination:

• Logistics and Staff Coordination:
  • Work closely with the partner’s venue team to plan the flow of participants from parking to seating, aligning with the event's schedule and session requirements.
• Final Venue Checks:
  • Conduct a final walk-through with partner venue staff to confirm all logistical arrangements, including catering, seating, and special accessibility requirements.

Resource Bank

Worksheet: Venue Selection and Event Setup for Your Roundtable

Partner Venue Request

Venue Confirmation and Reminder

1. Identification and Invitation of Participants:

• Objective: Strategically select and invite participants to create a diverse and engaged audience relevant to the roundtable's themes.
• Actions:
  • Identify key demographics, stakeholders, and influencers who can contribute meaningful insights and discussions.
  • Send out personalized invitations to these targeted individuals, ensuring the message highlights the value and relevance of the event to their interests or expertise.

2. Registration and Confirmation:

• Objective: Streamline the registration process to confirm attendance and gather necessary participant information.
• Actions:
  • Implement an efficient online registration system that captures essential details such as contact information, professional affiliations, and dietary restrictions.
  • Send immediate confirmation emails upon registration and periodic reminders as the event approaches.

3. Pre-Event Communication:

• Objective: Keep participants informed and engaged as the event nears to build anticipation and ensure they are prepared.
• Actions:
  • Develop a communication plan that includes timelines for sending detailed event information, updates, and logistical details.
  • Use multiple channels such as emails, social media updates, and direct calls for important announcements.

4. Pre-Event Engagement Activities:

• Objective: Engage participants through interactive and informative activities that prepare them for the event.
• Actions:
  • Distribute pre-event materials like reading lists, research papers, or discussion points to encourage initial thinking and engagement with the event topics.
  • Organize virtual meet-and-greets or pre-event webinars where participants can learn more about the event structure, topics, and other attendees.

5. Handling Inquiries and Concerns:

• Objective: Provide excellent customer service to address any participant inquiries or concerns promptly.
• Actions:
  • Set up a dedicated hotline or email support for participants to contact with any questions about the event.
  • Ensure responses are timely, informative, and friendly, reinforcing a positive image of the event's organization and attention to detail.

6. Special Requests and Accessibility Needs:

• Objective: Ensure that all participants' special needs are met to provide an inclusive and accessible event experience.
• Actions:
  • Collect information on any special requirements such as accessibility needs, dietary restrictions, or translation services during the registration process.
  • Plan accordingly to accommodate these needs and confirm arrangements with participants before the event.

Resource Bank

Worksheet: Participant Management for Your Roundtable Event (Using URPower for Registration)

Participant Invite

Participant Confirmation and Reminder

Moderator Invite

Partnership Tracking Sheet

Specific Hashtags and Tags:

• Use of Hashtags: It’s suggested to include event-specific hashtags like #CommunityEngagement2024 along with general hashtags such as #LetsTalkRoundtable and #LTR. These should be used in every post related to the event to enhance visibility and track engagement.
• Tagging and Mentioning Partners: The strategy includes tagging relevant partners and stakeholders in at least 50% of your social media posts. This approach not only broadens reach but also fosters a collaborative promotional effort.

Key Messages:

• Purpose and Objectives Communication: The marketing materials should clearly communicate the purpose and objectives of the roundtable, emphasizing the benefits of participation such as contributing to impactful discussions and networking with key stakeholders.
• Highlighting Event Features: Use promotional content to highlight special features of the event, such as expert panels, interactive sessions, or unique networking opportunities.

Targeted Marketing Channels:

• Digital Platforms: Utilize a mix of social media platforms (Facebook, Twitter, LinkedIn, Instagram) to reach diverse audience segments. Regular updates, behind-the-scenes content, and speaker highlights should be shared to keep potential attendees engaged.
• Email Campaigns: Implement targeted email campaigns, sending out invitations, reminders, and event updates to registered and potential participants to keep them informed and engaged.
• Traditional Methods: Flyers, posters, and press releases distributed through local channels and community spaces to capture a local audience.

Content Strategy and Engagement:

• Creating Shareable Content: Develop content that is easy to share, such as graphics, video clips, and posts that outline the roundtable’s significance and expected outcomes.
• Engaging with Followers: Actively respond to comments, participate in discussions, and use interactive features like polls and live Q&A sessions to engage the audience continuously.

Resource Bank

Brand Style Guide 

Logo

Sample Flyers (By Request, templates Coming Soon)

This page provides detailed information on the budgeting approach and service offerings available for all Roundtables. It outlines options for both coordinated and independent fundraising efforts and specifies the range of support services, including in-house video and content production.

Fundraising Efforts

Coordinated Fundraising Efforts:

• Joint Fundraising: Collaborate on securing funds through grants, sponsorships, and events.
• Benefits: Access broader networks, additional resources, and shared marketing efforts.

Independent Fundraising:

• Self-Fundraising: Guidelines for organizers to conduct their own fundraising initiatives.
• Support Available: Strategic advice and promotional materials are provided even if fundraising is handled independently.

Services Offered

General Support Services:

• Venue Booking Assistance: Support in finding and securing the ideal location.
• Participant Management: Tools for registration, attendee management, and feedback collection.
• Publicity: Inclusion in the organization’s newsletters and website event listings.

Content Production:

• Video and Content Capturing/Production: All video recording, editing, and content production are managed in-house by our skilled team, ensuring high-quality documentation of your event. This service includes:
  • Multi-camera video recording of the roundtable discussions.
  • Professional editing for post-event video releases.
  • Creation of promotional videos and highlight reels.

Additional Support Services

Amplification Services:

• Social Media Promotion: Leveraging our platforms for event promotion.
• Press Releases: Preparation and distribution to relevant media outlets.
• Networking Opportunities: Access to a wider network for guest speakers and sponsorship opportunities.

Guidelines for Collaboration

Coordinating with Our Team:

1. Initial Planning Session: Discuss the specific needs and objectives of your roundtable.
2. Roles and Responsibilities: Define clear expectations for all parties involved.
3. Ongoing Communication: Regular updates and coordination meetings to ensure alignment.

Conclusion

Whether you choose a coordinated or independent approach to fundraising, our comprehensive support and in-house production capabilities will ensure the highest quality outcomes for your event. We are committed to supporting your efforts and maximizing the impact of your roundtable discussions.