Tools for Action 
Setting Up Community Forums and Meetings in the District
Before planning a forum, you must first determine why you are scheduling the event. Are you trying to influence? Educate? Are you putting forth your ownpoint of view, or pulling together a platform on which various points of view are discussed? You need first to define the purpose of the meeting in
order to know who to invite, how to invite them, and where to hold the event.
Once you have figured out the why, you next need to determine the who, when and where. Along with appropriate groups/networks, you will want to invite policymakers, journalists, and influential members of the community. Make, nurture, and update contacts. Cold calls and mailings are nothing compared to face-to-face communications. Talk to as many real people as you can. Follow your invitation with phone calls and e-mails. It is often difficult to get journalists and policymakers to commit to anything in advance; remain persistent but flexible. Don’t forget to fax information to appropriate media daybooks, both weeks ahead of the forum and then a few days before the forum.
Remember, the one thing you cannot control is what happens on the scheduled day of the event. A powerful story could break, a Congressperson could hold a press conference, a hurricane or blizzard could hit. Your media coverage is dependent on the news of the day. Accept those risks, keep your fingers crossed, and move on.
In addition, consider these planning details when setting up your forum:
• Media Kits. You should assemble media kits, preferably to send out before the forum, but certainly to hand out at the meeting. As mentioned earlier, media kits are folders of information and background sources that journalists and policymakers can use as a reference to better understand the issue and to influence others.
• Directions. When confirming with registrants, make sure to supply extensive directions to the venue, including information about parking and public -transportation.
• Seating Arrangements. Again, the room set-up depends on your meeting goals. To educate, use theater style. To encourage dialogue, use a round table. For community forums, try to include your audience as much as possible.
• Food and Beverages. At a minimum, it is courteous to provide coffee, tea, and water. If you schedule your event during breakfast, lunch, or dinner time, attendees will expect to be fed. Providing a light meal is in your best interest—a hungry person is much less likely to concentrate on the topic at hand.
• Sign-in Table. Have a sign-in sheet available as people come in, and make sure it is staffed throughout the meeting. Members of the press will frequently sneak in late, and it is very important to keep track of attendees.
• Follow-up. The contacts you make at the forum are important. However, your contacts may extend beyond the venue walls. Many times, those who were unable to attend will want to be updated and informed about what they missed. You should create a product—either a videotape, some press clips, or even meeting notes (proceedings)—after the forum for those absent but interested parties.
