M-T1-MP-13 · A 90-day try-out

A club plan for Journalist Roundtables

Use this as a starting point. Cross out what does not fit, add what is missing and make it your club's own.

Where this idea came from

Playbook entry: M-T1-MP-13 · Journalist Roundtables
Theme: Theme 1: Attraction & Visibility · Subtheme MP: Media & Public Relations
Source material: Existing checked Theme 1 guide
Linked playbook entry: M-T1-MP-13 · Journalist Roundtables

1. Is this worth trying here?

What we hope will change: Listen to local journalists together about coverage gaps, audience needs and access barriers without turning the session into a collective pitch.

What is happening in our club or community now?What is the smallest useful version we could try? What will we leave out?

Board contactPerson leading the workPerson checking what happened

2. Our 90-day try-out

What our club will do for Journalist Roundtables
Step	What we will do	Who could lead it
1	Interview a few journalists to shape a useful, non-promotional agenda.	Roundtable convenor
2	Invite participants with purpose, attribution and hospitality clearly stated.	Media liaison
3	Open with Rotary listening commitments and matters outside scope.	Club chair
4	Facilitate newsroom needs, community gaps and practical improvements.	Independent facilitator
5	Return a de-identified action summary for participant correction.	Rapporteur

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Attendance never implies endorsement, future coverage or access to other participants.
Do not ask journalists to share confidential sources, unpublished stories or competitor-sensitive information.
Medium — perceived inducement, collusion or misuse of off-record discussion would compromise the roundtable.

4. What changed?

What we will keep an eye on
What matters	Where we are now	What we hope to see	How we will check	Who
Invitees represent different local media audiences and formats.

After 30 days

Is it reaching the right people? Is anything unsafe, unfair or harder than expected?

After 60 days

Make one useful change based on what people have told you.

After 90 days

Compare with where you started. Decide whether to change it, continue it or stop.

Before your club says yes

Does the idea fit?

Talk with the people it is meant to serve and check that the need is real.

We have checked this

Who can say yes?

Name the person or group that can approve the work, spending and any safety arrangements.

We have checked this

Are people protected?

Check privacy, consent and safety. Collect only the information you genuinely need.

We have checked this

Can everyone take part?

Check the language, format, place, technology and cost for barriers.

We have checked this

Are the facts and permissions right?

Check names, claims, images, quotations, partner references and Rotary branding.

We have checked this

How will we learn?

Note where things stand now, check in at 30, 60 and 90 days, and decide what to do next.

We have checked this

Worksheets for your club

Open them online, print them or change them to suit the way your club works.

Facilitation and conversation guide

Use this worksheet to hold a respectful conversation, hear different views and tell people what happens next.

Open worksheet

Communications and content planner

Use this worksheet to prepare clear messages and check the facts, permissions and approval before sharing them.

Open worksheet

Workflow and minimum-data register

Use this worksheet to map each step and keep only the information the club genuinely needs.

Open worksheet