Partnerships
The Strategic Manager is the one who builds and logs statewide partnerships.
● They log partnerships under the city where they belong, so Executive Teams can access them whenever.
● Partnerships include speakers, donors, venues, local businesses, and more.
● Group Presidents and teams should also form local partnerships and notify their Strategic Manager and Field Representative for logging.
Partner Guidelines:
● Must align with Communities values.
● Cannot involve political campaigns or personal profit.
● Must be logged in the partnership system.
Partnerships should strengthen cities, expand opportunities, and build long-term relationships rooted in shared values.
1. Standard Workflow: Partnership Pipeline (Step-by-Step)
Step 1 — Identify Prospects
Leverage local networks, community directories, campus and community contacts, previous partnerships, and referrals to identify potential collaborators.
Prioritize partnerships with organizations and individuals who align with Communities’ mission, values, and event objectives.
Step 2 — Outreach (Email/Call)
Utilize approved templates and maintain a professional, clear, and concise approach in all outreach communications.
Clearly communicate who you are, what Communities represents, the purpose of your outreach, the requested action, and any relevant timelines.
Step 3 — Log in AT (Same Day)
Each entry should include:
Organization name + contact person
Phone/email + preferred contact method
Partnership type (venue/vendor/sponsor/community partner)
Status (New / Contacted / In Conversation / Confirmed / Declined / On Hold)
Notes + next step + follow-up date
Any deliverables promised (discount, donation, venue, speaker, etc.)
Step 4 — Confirmation + Next Steps
When interest is confirmed:
Confirm all details in writing through official communication channels, such as email or text.
Notify the Field Rep and, when directed, the Group President to ensure proper alignment and follow-up.
Provide any required documentation, monitor completion, and maintain accurate records throughout the process.
Step 5 — Maintain Relationship
Express appreciation to partners and collaborators following each event to strengthen relationships and encourage continued engagement.
Document key outcomes, including impact, contributions, and potential future opportunities for growth.
Maintain relationships with warm leads by fostering consistent communication and keeping future opportunities active.
2. Quality Standards (Do’s / Don’ts)
DO:
Follow the established chain of command, with the Field Rep serving as your primary point of contact and direct support.
Maintain accurate, up-to-date, and detailed records within Airtable (AT) to ensure effective communication and accountability.
Establish clear follow-up timelines and consistently execute on commitments.
Represent Communities with professionalism, integrity, and consistency across all forms of communication.
DON’T:
Do not commit to funding, reimbursements, or approvals without prior authorization from the Strategic Manager.
Use only approved graphics, messaging, and official documents to ensure consistency and alignment with the mission.
Ensure all outreach and engagement efforts are properly tracked and documented in AT; if it is not recorded, it cannot be recognized.
3. Performance Benchmarks (KPIs)
Baseline expectations (Strategic Directors may set higher targets):
Monthly: Partnerships imported/updated in AT (required)
Monthly: Number of events attended/supported
Quality: Complete records (contact info, notes, follow-up dates, outcomes)
4. Escalation + Support
Escalate to your Strategic Manager when:
A partner requests contracts, funding, or formal sponsorship terms
A partner asks for approvals beyond your scope
You’re unsure how to classify or log a partnership in AT
Any reputational risk arises (conflict, controversy, unclear alignment)