Planning for a Town Hall Meeting December 4, 2017 Chelsea Allison University of Tennessee

Overview Purpose Planning Executing Learning After

Purpose of a Town Hall Meeting To understand your community’s concerns and priorities for change Opens discussion and conversation to everyone School’s community  students, faculty, staff, administration To have your Fruved intervention be on target

Planning a Town Hall Meeting Who will you invite? What will you discuss? When will this take place? Where will this meeting be held? What are other aspects to be considered?

Planning a Town Hall Meeting: WHO Suggested invitees: Student panel* Students Faculty and staff Administration School newspaper Local media School celebrities (athletes, musicians, etc.) Others in and around your community with an interest in your school’s health *While an all-student panel is strongly encouraged for the meeting, a faculty or community member with advocacy experience may be appropriate and exciting

Planning a Town Hall Meeting: WHAT Lay out an agenda Plan questions and prompts for your panel and audience Assign roles (Emcee, note taker, photographer etc.) Roles, emcee, microphone facilitator, greeter, set up crew, clean up crew, promoter/inviter, note taker, videographer, photographer

Planning a Town Hall Meeting: WHEN Be strategic

Planning a Town Hall Meeting: WHERE Appropriate-sized facility Technology considerations Seating arrangements

Planning a Town Hall Meeting: DOCUMENT Note taker Photographer and videographer Collect names of attendees for future contact and information about Fruved

Planning a Town Hall Meeting: PROMOTION Flyers around campus Social media Classroom announcements by students and faculty Other unique ways to communicate on your campus ROCK

Planning a Town Hall Meeting: OTHER Scripts Food or incentives (door prizes) Handout with agenda and contact information Consider a keynote speaker Schedule the location for adequate time Start planning as early as possible Script writing: to describe what the meeting will be about, who the panel is, and how the meeting will help advocate for health and wellness on your campus

Executing a Town Hall Meeting Make sure everyone knows their role Confirm location, equipment, food, etc. a few days before Promote up to the start of the meeting Get there early to set up Have fun and create an comfortable, but productive, atmosphere

Learning from the Town Hall Meeting Review notes and video from the meeting with your team Discuss themes List concerns and solutions Summarize the meeting to send to attendees Create flyers and social media posts

After the Town Hall Meeting COMMUNICATE your findings and how you plan to advocate for change on your campus! FOLLOW UP with the attendees for future meetings and events

Conclusion An effective way to understand your school’s community Be sure to stay organized and plan early Create a comfortable and productive atmosphere Review the meeting with your team Communicate your findings with your community Begin advocating for change

Questions?