Roundtable Pipeline

This drill covers the complete lifecycle of a single micro-roundtable: topic selection, guest curation, invitation, execution logistics, discussion capture, and post-event data logging. Roundtables are intentionally small (5-10 attendees) and discussion-driven, not presentation-driven. The value is peer conversation, not one-way content.

Prerequisites

• ICP defined (run icp-definition drill first)
• Video conferencing platform (Zoom, Google Meet, or Riverside) configured
• Attio workspace with contacts matching your ICP
• Loops account for email invitations
• Cal.com for RSVP management
• Fireflies.ai connected to your conferencing platform for transcription

Steps

1. Choose the roundtable topic

Select a topic that meets three criteria:

• Peer-relevant: Something your target execs discuss with peers but rarely get honest answers about (budget allocation, vendor selection, team structure, emerging technology bets)
• Non-promotional: The topic must NOT be about your product. It should be about a problem space your product operates in. "How are you handling X?" not "Why our product solves X."
• Opinionated: Pick a topic where reasonable people disagree. This drives discussion. Avoid consensus topics — if everyone agrees, the conversation dies in 10 minutes.

Write a 2-sentence topic description and 3 discussion questions. Store these in Attio as a note on the event record using attio-notes.

2. Curate the guest list

Using attio-lists, create a list called "Roundtable - [Topic] - [Date]". Add 15-20 target invitees (you need 3x your target attendance to account for declines). For each invitee, verify:

• Title is senior enough to contribute meaningfully (VP+, Director+, or Founder)
• Company size and stage match other invitees (a Series A founder and a Fortune 500 VP will not have a productive conversation together)
• No competing companies in the same session (check industry and product overlap)
• Mix of perspectives: include 2-3 people who will likely disagree on the topic

Using attio-contacts, tag each invitee with roundtable-invited and the event slug.

3. Send tiered invitations

Using loops-broadcasts, send invitations in two waves:

Wave 1 (Day -21): Personal invitations to top-tier targets

• Send from the founder/host's email address
• Subject: direct and specific, e.g., "Invitation: [Topic] discussion with [N] [role] leaders"
• Body: explain the format (small group, off-the-record discussion, no pitches), the topic and why it matters now, who else is being invited (by profile, not name), and the date/time
• Include a Cal.com RSVP link created via calcom-event-types (set up as a group event with max capacity matching your target attendance)
• CTA: "Reply to confirm or grab a slot: [Cal.com link]"

Wave 2 (Day -14): Broader invitation

• Send to the remaining invitees on your list
• Mention confirmed attendee count: "We have [N] confirmed so far, including leaders from [industry/company type]"
• Same Cal.com link

4. Manage RSVPs and confirmations

Track all RSVPs in Attio using attio-contacts:

• Update each contact's status: "Confirmed", "Declined", "No Response"
• If confirmations fall below 8 by Day -7, send a follow-up wave using loops-broadcasts with urgency framing: "3 spots remaining"
• Cap at 10 confirmed attendees. If you hit 10, move overflow to a waitlist.

Send a confirmation email 3 days before via loops-sequences:

• Include: date, time, video link, topic description, 3 discussion questions, and attendee list (first name + company only)
• Send a 1-hour reminder on event day with just the join link

5. Execute the roundtable

Human action required: The host facilitates the discussion live. The agent prepares everything but cannot run the conversation.

Pre-event checklist (agent-executable):

• Verify Fireflies.ai is connected to the video meeting for transcription using fireflies-transcription
• Send the host a briefing: attendee names, companies, roles, and one relevant data point per person (recent LinkedIn post, company news, or Attio notes)
• Post the 3 discussion questions in the meeting chat at start time

Facilitation guidance (for the host):

• Open with a 2-minute frame: "This is off the record, no pitches, pure peer discussion"
• Start with an easy question. Save the controversial one for when the group is warmed up
• Call on quiet participants by name: "Sarah, you're dealing with this at [company] — what's your take?"
• Target 45-60 minutes total. End 5 minutes early with: "What was the most surprising thing you heard today?"

6. Capture and log event data

After the event:

1. Pull the Fireflies transcript using fireflies-transcription and extract action items using fireflies-action-items
2. For each attendee, log in Attio using attio-notes:
   • Attended: yes/no
   • Engagement level: high (spoke multiple times, asked questions), medium (spoke once or twice), low (listened only)
   • Key opinions expressed (2-3 bullet points from the transcript)
   • Follow-up interest signals (mentioned a pain point, asked about solutions, requested a connection)
3. Fire PostHog events using posthog-custom-events:
   • roundtable_held with properties: topic, date, invites_sent, confirmed, attended, engagement_score
   • roundtable_attended for each attendee with properties: contact_id, engagement_level, topic
   • roundtable_meeting_signal for each attendee who expressed follow-up interest

7. Generate discussion summary

Using the Fireflies transcript, generate a 1-page discussion summary:

• 3-5 key themes that emerged
• Points of agreement and disagreement
• Surprising insights or data points shared by attendees
• Open questions that could drive a future session

Store the summary in Attio using attio-notes. This summary becomes a valuable follow-up asset — share it with attendees in the nurture sequence.