Host a forum

Host a forum to help your community become more informed about an issue or election! The key to a successful forum is planning!

Register your chapter below for this activity

Prep Time	20 hours
Event Time	2 hours
Supplies	Signs, sign-up sheets, clipboards, pens, tickets for prize drawing, container for tickets, tablecloth, tables, chairs, microphone/audio system, palm cards, chapter flyer, flyers about your next chapter meeting,
Estimated Cost	Variable

PREPARE

Decide what kind of forum you will host.

Candidate forum:

Your chapter should remain neutral - please remember that candidate endorsements are made at the national level.
Your forum should allot same amount of time to each candidate.
Try to cover a range of issues with your questions
Allow questions to be submitted ahead and also during the forum.
Cover topics/issues that interest your audience.
Allow candidates to meet voters after the forum.
Allow candidates to provide literature.

Discussion forum:

Select a discussion topic that will engage your community members (taxes, education, etc.).
Invite knowledgeable/respected speakers to present all sides of the issue.

Do extensive research so that you are adequately prepared. Seek guidance from those who have hosted these types of events in the past. Check with your state leadership for their help and guidance.

Select a date and time. Allow at least 6 weeks to adequately prepare. Check community and school calendars for potential conflicts.

Select a site that has adequate seating, sound system, and parking. Consider auditoriums, theaters, churches, libraries, and schools.

Form a leadership team and assign duties:

Candidate/speaker coordinator
Logistics (site management, sound, seating, set-up and clean-up)
Refreshments
Promotion/media coordinator
Event photographer

Draft an invitation letter to candidates/speakers. Click here for suggestion. Follow up with a phone call.

Invite local media and bloggers.

Select a moderator, timekeeper and someone to review questions during the event.

Prepare event “ground-rules” and “run-down.” Click here for suggestions.

Prepare a broad range of topics/questions.

Plan to have a team of volunteers “live tweet” during your forum; encourage all attendees to participate.

Select a Twitter hashtag for your event.

Prepare a set-up check list.

Prepare name tags.

Prepare signage.

Two weeks before your event, send a reminder to key participants (moderator, candidates/speakers).

PROMOTE

Be creative – you want great attendance, so recruit throughout the weeks leading up to your event.

Prepare a flyer to promote your forum. Click here for a template.

Spread the word to everyone!

Share via email, Facebook, Twitter and personal phone calls.

Ask your local news outlets to co-sponsor and/or promote.

2 WEEKS BEFORE EVENT

Re-confirm site arrangements

Send reminders to all key participants: speakers, candidates, moderator

Circulate questions to candidates/speakers for final selection; prepare "Run-Down"

Continue to promote

Make final volunteers assignments; check in with your leadership team

48 HOURS BEFORE EVENT

Confirm site set-up time/arrangements.

Check in with your leadership team.

Send reminders to candidates/speakers.

Send reminder to media outlets.

Send reminder and final instructions to your volunteers

Post reminders via email, Facebook, Twitter.

Make reminder phone calls to key individuals (local leaders, pastors, etc.).

Go over set-up checklist and finalize "Run-Down"

DAY OF EVENT

Post reminders on Facebook and Twitter. Make reminder calls to media.

Touch base with your leadership team.

Print out several copies of your "Run-Down"

Set up your event site two hours before doors open:

Test equipment.
Set up check in table for attendees: pens, name tags, sign-in sheets, Patriot Voices literature (make sure your chapter’s contact info is listed – click here for an example), paper to submit questions.
Set up refreshments table.
Set up area for media.
Set up “green room” location for candidates/speakers and staff.
Set up head table/podiums for moderator/speakers

Greet media and show them where they may set up.

Greet speakers/candidates as they arrive; show them to green room and encourage them to informally engage attendees before forum.

Have a volunteer greet attendees at check in table; ask everyone to sign in and submit questions.

Ask your chapter members to circulate among attendees before and after event. This is a great time to engage folks.

GO TIME!

Step to microphone and give a warm welcome.

Introduce yourself and say a few words about your chapter; encourage everyone to join your chapter. Thank key individuals (site hosts, important guests, etc.).

Encourage attendees to live tweet during event; share your event hashtag.

Introduce your moderator, who will then introduce your speakers/candidates and go over ground rules.

Keep event on schedule using your rundown.

Encourage all of your chapter members to take photos, but make sure you have a designated “photographer” so that you end up with good shots for Facebook and to email to our national team: photos@patriotvoices.com

At the conclusion of your event, step to microphone again and thank everyone for coming, invite them to stay, visit and enjoy refreshments.

FOLLOW-UP

Send thank you cards to your moderator, speakers, candidates, distinguished guests and volunteers.

To help promote your chapter, send one of your event photos to your local newspaper.

If your event attracted new volunteers who are not members, be sure and follow up with phone calls/emails to recruit them!

Encourage everyone involved to visit PatriotVoices.com and get connected on our social networking channels.

Add your new members/volunteers to our network using this grassroots tool.

Add your name below to register your chapter for this activity and a staff member will contact you soon.

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