1. Getting the Word Out Holding a Town Hall Meeting
Heather West, MEd.
American Cancer Society
Community Manager – Health Initiatives

2. Holding a Town Hall Meeting: Objectives
Identify steps to plan an effective Town Hall Meeting.
Provide tips on how to promote your event.
Offer examples of supporting documents used to implement a Town Hall Meeting.

3. Planning a Town Hall Meeting
Planning Committee
Objectives
Format

4. Planning Committee: Make Selection Early Form Partnerships
Utilize Resources
Define Responsibilities
Plan
Manage
Promote

5. Bringing the Community Together
Identify Objectives:
Bringing the Community Together
Under a Common Goal
Create Awareness vs. Call to Action
What’s your issue and what do you want people to know or do?
Empowering or Informative

6. Format: Panel Media Roundtable Policy Panel
Policymakers and General Public
Media Roundtable
Reporters
Policy Panel
Recommendations/Findings from Public Input

7. Logistics
When, Where, Etc.

8. Location, Location, Location:
Location is Key!
Set the tone of your event.
Make Determination Early
Accessibility
Parking
Meets Format Needs
Neutral Ground
Public Library, Community Centers, Hospitals, Universities

9. Finding the Right Date:
Equally Important
Coordinate with Key Policymakers and other VIPs
Scout Community Calendars
Avoid Competing Community Events

10. The Panelists: Experts In the Field Broad Range of Experience
Local Angle
Well Prepped
Define Roles, Event Background, Informal Prep Session

11. The Facilitator: Community Figure Neutral Party
Seen as a “Collaborator”
Responsible for Facilitating Panel Discussion and Fielding Questions

12. Staffing the Event: Who is job is it anyway?
Media Requests
Meet and Greet
Panelists and the Audience
Distribute Materials
Record Comments/Questions
Manage Equipment

13. Achieving the success you want and deserve.
Event Promotion
Achieving the success you want and deserve.

14. Getting the Media Out: Media Advisory Alerts the medial of your event
News Releases
Provides content for reporters to use
Press Kits
Provides details for reporters who cover the event

15. It’s Not Just the Media:
Personal Invites
Other Meetings/Organizations
Event Calendars
Flyers/Posters
Letters to the Editor

16. The Day is Finally Here…..
The Town Hall Meeting
The Day is Finally Here…..

17. Ready, Set, Go: Room Set Up Meeting Implementation
Facilitate Interviews

18. What’s Next?

19. Wrapping Things Up: Press Release Follow-up with Media Representatives
Thank You Notes
Debrief
Action Plan/Report
Celebrate Your Success!

20. Resources: www.cancer.org www.samhsa.gov www.jointogether.org

21. Thank You!! Heather West heather.west@cancer.org 785.472.4075
1.800.ACS.2345