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Host a Roundtable for Influential People

Service Impact

Potential Audience:

  • Elected officials
  • Community and faith-based leaders
  • Business leaders
  • Funders/potential funders

Identify Influential People

In the Identify Needs and Targets part of this website, you were asked to identify the target audiences that can assist you in meeting the needs of your program. The influential people listed above are all potential audiences for your AmeriCorps story and may be in a position to help meet your organization's needs. If you don't already have specific people in mind, brainstorm with a small group to create a list of influential people to invite to your event. Also ask if anyone in your group already has a relationship with any of the influential people on your list or their gatekeepers.

Locate Contact Information for Influential People and their Gatekeepers

The schedules for influential people can fill up quickly, so plan your meeting well in advance. Be flexible about the date and time of your event because you may need to build it around their schedule. The following Web sites can assist you in finding contact information for influentials:

Keep in mind that if you are interested in reaching out to members of Congress, they are usually in their districts during holidays and Congressional recesses, and often on Mondays and Fridays. You can find the congressional schedule by looking at the House or Senate websites (house.gov or senate.gov) or by calling the member's office. Schedules for governors, mayors, and state and local officials can generally be obtained by visiting their websites or calling their offices.

Schedule Influential People to Participate in Your Roundtable

  • Make sure that you are prepared before contacting the influential people's offices. Be ready to share information about your organization, the purpose of the roundtable discussion, and a range of dates when you would like to host it.
  • Contact the appropriate office and ask for a scheduler or appointment secretary. Explain your purpose and the organization you represent. The staff will be more open to arranging participation if they know exactly what you wish to discuss, who else has been invited, and why you think their boss or supervisor would want to attend. For example, the person may be interested in the community where AmeriCorps projects are located.
  • Many offices may require that you follow your telephone request with a written invitation before they will consider scheduling a meeting. Please see the sample letter.
  • Be sure to follow up a few days later. These offices may process multiple requests per day, and staff may not notice if your request goes unanswered.
  • After the meeting has been scheduled, forward any background materials, including the AmeriCorps fast facts and your organization's materials, with a cover letter restating the time and purpose of the meeting.

Setting Up Roundtable Logistics

  • Identify a location that will be comfortable for the number of people that you anticipate will participate. Many schools, colleges, and universities have great space, as do faith-based institutions, to host your roundtable.
  • Be sure that the location is accessible to people with disabilities and provides wide aisles and ramps or elevators. Be sure you provide reasonable accommodations, such as a sign language interpreter, if needed.
  • Order any audiovisual equipment that will be needed if the event will be videotaped, audio taped, or photographed, as well as microphones, if necessary.
  • Map out the room setup and provide the map to whoever will set up the room for the roundtable; be sure to include the location of audiovisual equipment.
  • Create a seating chart, if needed, and provide to greeters.
  • Create place cards with name and position for each participant.
  • If providing refreshments, order them and make arrangements for their delivery.

Promote the Roundtable

  • Promote the roundtable through your website, social media outlets, press releases, and word of mouth to build your audience. If you have limited space, establish a registration system so that it isn't overcrowded.
  • Contact the media; send out press releases and media advisories.

Preparing for the Roundtable

  • Identify a skilled facilitator, and provide the facilitator with the goals of the roundtable and specific topics to be discussed.
  • Identify AmeriCorps members, program staff, or others who will participate.
  • Ensure that AmeriCorps participants are prepared with information about their project and its impact in the community. Be clear on who will speak about what and what information you want to share.
  • Have written materials available about your AmeriCorps program and its impact to share with participants.
  • Make follow-up phone calls to influential people you've invited to confirm their attendance and ensure that they have the location, including address and specific room.
  • Prepare press kits for the day of the event.

Day of the Roundtable

  • Arrive early.
  • Make sure there are greeters with photos of VIPs, who can take them directly to their seats.
  • Have a packet of materials for each influential person who attends to take with them afterward.
  • Have a sign-in table for media with press kits.
  • Have a table with additional materials for participants.

During the Discussion

  • Remember to think about AmeriCorps from the influential people's perspective. Establish the connection between the work that AmeriCorps does and how it impacts their constituents or stakeholders, as well as their communities. If appropriate, highlight how their support will help advance your goals.
  • Describe how AmeriCorps service helps to advance the published goals of the influentials.
    Ask for a commitment. Will you:
    • Attend a site visit?
    • Host a service fair?
    • Incorporate service in the events you already have planned?
    • Attend and participate in AmeriCorps graduations and inductions?
    • Recognize outstanding volunteers with a President's Volunteer Service Award?
    • Participate in Days of Service?
    • Deliver an official proclamation. View an example Draft Governor Proclamation for AmeriCorps Week 2011 (Microsoft Word)
  • Be prepared to answer questions. If you do not know the answer, tell them you will get back

Follow-up:

Within one week, write a thank-you letter and include any additional information that was requested during the meeting. Include a framed photo from the event of the influential person with AmeriCorps members.