Creating a Local Town Hall

🧭 STEPS TO MAKE IT HAPPEN

1. Select a panel

   • Panel selection should be diverse and reflective of your community 

   • Individuals selected should be able to address your community concerns

   • Concerns could range from hesitancy (faith/community leaders help), to safety and approval (medical experts are helpful), etc

   • Look to secure an ASL interpreter and Spanish Translator (if possible) 

2. Create a digital flyer 

   • This can be done on Canva or any design resources you may have access to

   • Or, if you work with local media, ask if they have resources to create promotional material

   • Info to include: host, panelists, topics, date, time, link to watch/participate, where to pre-submit questions 

     • Consider creating a version in Spanish and/or any other language 

   • Share through all channels available (email, social, etc)

   • Begin promoting no later than 7 days out from the event (if possible)

3. Offer opportunity to submit question in advance

   • This helps ensure panelists are adequately prepared with intentional responses.

   • This also helps you gauge timing for your event and assure common q’s are answered.

4. Consider working closely with local media

   • Affiliates and/or personalities can assist with moderating.

   • Able to  assist with production, planning, and promotion of the event

     • If possible, secure ASL interpreter to be seen throughout the duration of the event and confirm captions are available throughout programming

     • Request the event be recorded and formatted in a way that can be repurposed post-event

5. Rehearsal

   • Do a run-through the day before. This helps everyone get comfortable with technology, questions and format.

   • If virtual, confirm with tech crew that panelists are able to hear each other’s responses 

   • Suggest that panelists wear solid, neutral colors. Patterns often do not display well on video. 

   • Have panelists do the rehearsal from the same place they intend to be when they participate in the Town Hall. Check lighting, backgrounds, and sound quality. 

6. Post-Event

   • Upload video of the event to your website

   • Provide/upload  written transcript of the event in both English/Spanish 

   • Post video of the event on your social media platforms

     • Repurpose footage for social media vignettes 

   • Send a “Thank You”  follow-up to all participating panelists 

   • Create a post-mortem/ SWOT Analysis of event to provide insight on what worked, what didn’t

🧠  KEY LEARNINGS + USEFUL TIPS

1. Have panel login before event to test internet connection/audio/visual.

2. Remind virtual panelists that lots of light will improve video quality. Have them add a lamp next to their computer, out of view from camera.

3. Consider an ice-breaker with panel before going live, something to calm nerves, as not everyone is comfortable on video.