The makeup audience and types of panelists who will be speaking at the town hall meeting about a health issue are the only differences between the two.A lot goes into planning a town hall meeting.To get the attention of the press and community, you will need to work hard, recruit important stakeholders, and give yourself enough lead time.
Step 1: A planning committee should be formed.
Strength in numbers is the idea behind the planning committee.There are many issues related to health care that are of concern to more than one organization.You need to identify other organizations within the community concerned with your issue, convince members of the benefits of a town hall, and recruit them onto your planning committee.Some community organizations that are concerned with childhood nutrition might be schools, doctors, food banks, churches, farmers, and day cares.It is possible to be an extremely compelling motivator.Explain to the target organizations how participating in the town hall could benefit them.
Step 2: Localize the issues.
It is easier to be concerned about an issue that affects you.The local impact of the issue should be emphasized in order to make the subject matter of your town hall more compelling.If your city or state has a high rate of HIV infections, it's a good idea to point out the problems your locality will face as a result.The City of Philadelphia will have to pay $3.5 billion more in healthcare costs over the next 15 years because of our high rate of obesity.
Step 3: The objectives need to be identified.
The objectives of your meeting will dictate who you invite and how you promote it.Town hall is a type of meeting where open question and answer from the public is the bulk of the meeting.The objectives of your meeting could be informational, advocacy for a certain position, or feedback to political candidates.Political candidate and advocacy meetings are likely to get the most attention, but they aren't necessarily what's best for your issue.If public opinion is against the policy objectives of your organization, an informational meeting could be a better strategy for changing opinions.
Step 4: Pick the format.
The traditional format of a town hall is for a panel of three to five speakers plus a moderator to give short introductions.The audience is invited to ask the questions.The program should be advanced if the audience poses the same question to multiple panelists as it is to a certain panelist.A pure question and answer format is possible.It is good for a candidate's forum.An anonymous question format, where questions are submitted in advance, and the moderator chooses which questions to present to the panel.This format is good for controversial subjects.
Step 5: Pick a time and location.
The meeting location should be accessible to all.Good choices are churches, libraries, government buildings and community centers.Make sure it doesn't conflict with another popular community event, and hold it at a time when many people will be able to attend.A good rule of thumb is to pick a location that is too small.The impression of activity and popularity created by a crowded venue is always better than the alternative.If you want to make the event free or inexpensive, you can encourage the attendees to RSVP by using low cost methods such as a Facebook page, email address, or phone number.Two-thirds of the possibilities will not show up.If your venue falls through, make sure you have an alternate meeting location.
Step 6: Panelists can be invited.
The success or failure of a town hall depends on thePanelists.It is best to have notables on your panel, but that is not always an option.Panelists with notable background give the event more credibility.Look to elected officials, academics, church and community leaders.A diverse planning committee can be useful in this area.It is more likely that you will be able to get a diverse and exciting panel of experts if you reach out to the members of the planning community.The personality factor should not be discounted when you invite panelists.The panelists should be credible enough to get people to the town hall, but they should also be exciting enough that people will talk after the event is over.
Step 7: A moderator is needed.
The success of a town hall is dependent on the Moderators.The moderator needs to have the respect of thePanelists and the audience, along with the temperament, to pace the discussion.They should be charismatic, but not so charismatic that they overshadow the panelists or dominate the discussion.Good candidates are members of the media, retired judges and attorneys.
Step 8: Discuss thePanelists.
Panelists should know about the format of the town hall, the other panelists, expected turnout, and the topics on the agenda.Prepare them to speak with the media if they are willing.If you have your panelists arrive forty-five minutes to an hour ahead of time, you can go over the topics one last time.
Step 9: Put together a team.
Key staff are going to be needed to make the meeting run smoothly.You should have someone to talk with the media, seat the guests, and give out materials for the meeting.These are good jobs for volunteers.
Step 10: Prepare the materials.
No matter the size of the meeting, you will need printed materials to pass out.Specific types of materials will be determined by the type of meeting you are in.If you are running an informational meeting, it is a good idea to print up handbills or brochures that will touch on some of the information that you will cover in the town hall.If you have an issue with HIV in your community, it's a good idea to have a handbill with some important statistics.As it relates to your health issue, a town hall with political candidates or officials could include information about their positions and parties.
Step 11: Make sure the media shows up.
A successful town hall relies on the press.Whether the town hall is focused on issue advocacy, dissemination of information, or a political forum, its notoriety will affect the success of those goals and your ability to put together town halls in the future.You will need to write press releases, identify the reporters that cover stories about health, community affairs, or politics, and reach out to them at regular intervals.A press release is a simple document that explains an event to the media.Press releases are usually less than a page long.It's important to stress to reporters that the town hall is an event to cover now and not later.When a study is released purporting to show another reason why obese people are bad, it makes news.
Step 12: Get in touch with like-minded organizations.
Members of your planning committee, panelists, and members of related organizations who aren't a direct part of the town hall should all be cultivated to promote the event.College campuses, hospitals, and government agencies can be utilized.The event is being advertised at those locations.They can increase attendance.
Step 13: Hit social media with a sledgehammer.
There is an extensive network of issue groups on Facebook and other social media outlets.Don't just reach out to organizations that have people on the payroll.Post to groups and boards on Facebook.Panelists and members should promote the event on social media.
Step 14: Press packets should be put together.
A press packet is not a press release because it is a packet of materials given to reporters on the day of an event.It should include the press release.The biographies of the speakers and panelists.There is information about the subject matter.
Step 15: You should expect the unexpected.
Panelists sometimes don't show up.There are sometimes protesters in the venue.There is a chance that a snowstorm will sweep into the area.If you want to plan for contingencies, you need to book alternate speakers or schedule alternate dates.A change in format is appropriate if your town hall is overrun by protesters.Get advance questions if the original format is open.Change the format to advance question submissions if the protesters are outside.If a scheduled speaker doesn't show, line up alternate speakers from your organization.The media will wish they had shown up if the town hall is a forum between political candidates.