After careful selection of your targeted audiences, it is now time to invite representatives from those select groups to introduce members of your Citizenship Team, explain the citizenship initiative in the community, and seek their participation and support.

In preparation for each training seminar, plan carefully and well. Allow invitees ample lead-time so that they can juggle their schedules accordingly. If you are sending personal invitations, mail them at least four to six weeks in advance of the session. If you are issuing invitations to the general public, make sure that the local newspapers are notified six to eight weeks before the event. Don't forget to include a contact name and telephone number should there be a need for additional information and for responses.

In order to make the most of the training seminar, each session should include the following components:

• Establish an overall goal. The strategic intent of the seminar should be clearly stated and followed throughout the session. This goal should be something that can be simply stated and then divided into definable objectives. For example, a goal could be "To identify citizenship opportunities for young people."



• Determine objectives. Include four or five objectives or building blocks emanating from the agreed upon goal, such as:
  
  
  • To identify volunteer opportunities
  • To identify mentoring opportunities
  • To collaborate with educators to identify in-school citizenship opportunities
  • To hold a "citizenship assembly" at the local schools
  • To hold a "citizenship fair" and invite local organizations in need of volunteers

  It would be wise to have a laundry list of possible activities for the group to consider participating in in the future.




• Consider training techniques. Consider how you will present the information, keeping in mind that people accept, process, and absorb information differently. The key to a good presentation and effective learning is variety. You may consider four or five of the techniques listed below to achieve an objective:



• Verbal: talking about the citizenship effort.



• Visual: using charts, graphs and other visuals to make your effort more. understandable. The use of inexpensive flip charts and overheads as well as the more technologically advanced computer PowerPoint methods can be used effectively.



• Participation: ask for volunteers from the training session to do role-playing or other appropriate activities.



• Group Work: consider dividing the audience into smaller work groups to work on specific objectives. If you do, decide what the makeup of each group will be: Will the groups remain constant for the entire session? Will you appoint a leader or presenter for each group? Will each group report back to the whole what their discussions yielded?
  
  To make groups more effective during work sessions, break up cliques by placing a colored dot on each name badge when participants arrive. That colored dot will identify what group they will work with for the entire seminar.



• Round Table Discussions: always popular, these sessions allow for sharing the input and experiences of others while sparking energy and interest. To get the most out of this scenario, appoint a discussion leader, or facilitator, so that everyone has an opportunity to participate. Here are some possible questions for this activity:
  
  How can we promote citizenship in our community?
  
  What is my business doing to promote citizenship?
  
  How can we recognize great citizens in our community?
  
  What can we do to spotlight citizenship among the children in our community?



• Time allotment. Determine an approximate time that you'll allow for each group presentation. Make certain you allow enough time so everyone in attendance can fully participate.

Special Pointers for a Successful Seminar

Now that you have the rudiments of structuring the seminar, here are some tips, tricks, and facts to help make your training seminar even more successful:

• Make sure there is adequate signage posted so participants can easily find the specific location of the training seminar, especially if it will be held in a facility where there are multiple meeting rooms.



• Set up a "welcome table" staffed by one or two of your Citizenship Team members or other volunteers. Have available a roster of who is planning to attend and make sure they are welcomed warmly. Supply participants with a name badge, and seminar folder that may contain the following materials:



• An overview of the training session
• A list of topics/concerns to be covered (agenda)
• A summary of those who will be presenting and roster of invited guests
• Materials to record notes (blank paper/pen or pencil)
• An evaluation form (Reference Evaluation Component on this Website)



• As individuals arrive, give them something to do, such as have an appropriate videotape running on a monitor, have refreshments available, or have each complete any necessary form, such as data for a mailing list compilation.



• Start the seminar on time! This shows that you respect individuals' time.



• Begin by thanking everyone for attending. Proceed by explaining the goals and objectives of the training seminar, introduce those individuals who will make presentations, and ask the audience to introduce themselves in 30 seconds or less. There will be other opportunities for the participants to get to know each other better during the seminar.



• Share "housekeeping" information, such as where restrooms are located and when breaks will take place (if not listed on the seminar agenda). Ask if there questions - people generally appreciate that others are mindful of their comfort level.



• If you invite presenters to participate, make sure they agree to the topic and pre-determined time constraints. Try to make sure that presenters are engaging, interesting, and knowledgeable about the material they will share/discuss with participants.



• During the session, have at least two people (perhaps members of your Citizenship Team) observe the session and serve as troubleshooters. Their tasks are to make certain that all attendees have the opportunity to participate and that their needs are addressed. These individuals can also serve as time monitors so that the seminar will stay on time and keep on track.



• When the program is over, review briefly what was covered and thank everyone for attending. Ask them to complete the evaluation form so that your Citizenship Team will be able to make decisions for future actions and to keep track of possible community supporters.

As with any Citizenship Team activity or event, appropriate publicity will further your message and cause. For details on planning, preparing, and disseminating public/media relations materials, see the "Getting Your Message Out" section on this Website.