With significant local, state and federal legislation – like healthcare reform – town hall meetings have once again been resurrected as a way to give citizens a voice.
Have you been tasked with organizing and executing a town hall meeting for your community?
Take 25, a preventive child safety campaign created by the National Center for Missing & Exploited Children (NCMEC), offers several tips to help effectively coordinate a town hall meeting. We’ve added a few of our own tips here:
1. Organize a Committee to Help Plan – The more people from different backgrounds – business owners, educators, government officials, etc. – the more diverse points of view you’ll have to plan your meeting.
2. Create a Contact List – Include potential speakers, officials, volunteers, local business owners and all the people who could provide a service to help in either the planning or execution of the event.
3. Determine the Meeting Strategy – What are the goals of the meeting? Has the issue been addressed somewhere else already? What is the agenda, and how will you keep the meeting on track?
4. Plan the Details – Next, it’s time for the many minute details involved in the meeting. For example, who should speak? Where will you hold the meeting?
5. Reach out to Media – Draft a list of media reps from TV, radio and newspapers to attend and cover the event.
6. Engage the Community – You must have the town to have the town hall meeting. How will you get them to attend, and how will you advertise? Consider advertising in area newspapers, distributing flyers in highly trafficked areas or posting the information at local businesses (i.e., banks, hospitals, department stores).
7. Encourage Audience Interaction – Make your town hall meeting interactive by including an audience response system in which people can vote live, text, and even offer instant feedback through a built-in microphone.
8. Follow Up with Supporters – After the meeting ends, make sure you have a plan to follow up with those that attended and supported you. Act on the goals discussed.
Follow these helpful planning tips, and your next town hall meeting will go off without a hitch.
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