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Conducting Successful Community Forums:
Engaging Stakeholders, Mobilizing Communities
A National Teleconference & Webcast Thursday, September 10, 2009
3:00 PM – 4:30 PM EDT
SILC-NET Presents…
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Today’s discussion led by…
Carol LukasCarol LukasFieldstone AllianceSt. Paul, MNwww.FieldstoneAlliance.org
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Source
www.FieldstoneAlliance.org
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Session ObjectivesParticipants will be able to:
1. Describe types of forums and select appropriate type for achieving goals
2. Identify and obtain resources needed to support a successful forum
3. Explain how to manage and execute the event logistics
4. Describe methods for supporting follow-up action and reporting results
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Section 1
Choosing a Forum
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What is a Forum?
Historically: marketplace where business was conducted
Today: public meeting where issues important to the community are considered
Potentially: tool for initiating change in your community
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Complexity of Social Change
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Before You Begin…
1. What kind of change do you hope to see?
2. Who needs to be involved for change to happen?
3. What barriers will you face?
4. Would a forum help you make this change?
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Why Do You Want to Hold a Forum?
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Types of Forums
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Community Education Forums
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Community Engagement Forums
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Community Action Forums
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Forum Considerations
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1. Questions?
2. What are examples of goals for forums you’ve held or attended?
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Questions & Answers
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Section 2
Lining up Resources
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Steps in Pulling off a Forum
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Convene a Planning Group
Who should be at the table? Size Representation Access to resources (money, time, staff, constituents,
policy)
Role Plan the forum Guide the process Promote attendance Provide connections, resources Communicate with constituents© Fieldstone Alliance 2008© Fieldstone Alliance 2008
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Create a Concept Paper
Forum goals
Issues the forum will address
Target audience(s)
Partners and potential sponsors/funders
Overall forum design
Timeline
Budget: revenue and expense
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Raise Resources
Leadership Partners Money Space/food Program supplies : nametags to
interpreters to trash bags to newsprint Time/Staffing/volunteers Media attention
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Pay Attention to Leadership
From Krile, James F. From Krile, James F. The Community Leadership HandbookThe Community Leadership Handbook, Fieldstone Alliance. 2006, Fieldstone Alliance. 2006
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Design the Forum
Design is how the forum is structured, including techniques, tools, facilitated activities that will influence audience’s knowledge, attitudes, and skills.
Design is… More than an agenda Creates total experience: physical, social,
intellectual, emotional, spiritual Conveys a meta-message
(e.g. we are in this together; we shall overcome; we can make a difference; we have hope)
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Design Elements
Pre-researchTrends; current situation; comparative information
Structured activities Brainstorming; nominal group process; round robin;
storytelling; visioning; prioritizing; dot-voting Reinforcing symbols
Packets of flower seeds; balloons; music; seven generations candle; door prize; key-word applause; PayDay candy bars; compass
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1. Questions?
2. What design elements or techniques have you found to be especially effective in community forums?
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Questions & Answers
Section 3
Making it Happen
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Event Preparation
1. Create agenda
2. Identify resource people
3. Plan logistics Date, time, place, registration, signage, access,
traffic flow, food service, lighting, equipment, supplies
4. Create communications materials5. Plan for follow-up
Evaluation, reporting, involvement opportunities, future input
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Red Flags
No agreement on goals Scheduling conflicts Can’t raise enough money Low attendance at planning meetings Weak/no leadership Minimal interest among constituencies Not enough lead time
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Two Key Roles in Managing the Event
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The Event
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Coordinator
Handle communications Deal with registration and check-in Prepare materials, equipment Coordinate, motivate volunteer
helpers Oversee facilities and food Do troubleshooting
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Facilitator
Set open, relaxed tone Remain objective and neutral Appoint recorder, reporter, and timekeeper Monitor process/assist dialogue; don’t
participate Clarify and summarize Applaud wide range of views Ensure 100% participation Stay on time, end on time
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1. Questions?
2. What would you do, if during a forum…
a) You get 3x the number of people you expected?
b) A speaker talks for 30 minutes longer than allowed?
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Questions & Answers
Section 4
Getting Results
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Planting Seeds: Prep Work for Follow-up Action
Make sure design and agenda produce results you want
Understand key issues before forum Prepare research/background material to
advance discussion Allow time for creative discussion and
interaction Prepare resource materials for attendees Line up follow-up hosts/sponsors before the
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Fertilizing: Building Commitment During the Forum Handouts – where to go, what to do
Convene groups with similar interests
Provide opportunities for involvementReview of reports, work groups, leadership opportunities, follow-up forum
Structure commitment to actionBuddy system, postcards
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Harvesting: Getting Results
1. Budget time and staff for follow-up
2. Produce forum summaries or reports
3. Coordinate follow-up actionShould emerge during forumEarly small successes
4. Communicate, communicate
5. Support emerging leaders
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1. Questions?
2. What creative approaches have you seen to get follow-up results?
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Questions & Answers
Five Principles to Remember
1. Form follows function – keep your goals in front of you
2. Get buy-in – engage your audience early, before the forum
3. Do your research – get accurate information about audience and issues
4. Do your math – work within your resources
5. Be creative – make it memorable
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Wrap Up and Evaluation
Please complete an evaluation of today’s program – Thank you!
SILC-NET
Support for development of this Webcast/teleconference was provided by the U.S. Department of Education, Rehabilitation Services Administration under grant number H132B070003-08. No official endorsement of the Department of Education should be inferred. Permission is granted for duplication of any portion of this PowerPoint presentation, providing that the following credit is given to the Fieldstone Alliance and SILC-NET project: Presented as part of the Fieldstone Alliance and SILC-NET, a program of the IL NET, an ILRU/NCIL/APRIL National Training and Technical Assistance Project. Material in this presentation created and copyright owned by Fieldstone Alliance, Inc.