Planning & Promotion

Where do you begin?

If no one knows about the event, no one will come to it.

PLANNING

  • Assign a coordinator to make sure the discussion happens
  • Assign a Facilitator who will moderate the discussion
  • Recruit people to staff the registration table and greet participants
  • Consider the interest level in your community. Will this discussion be conducted with a specific group of for the community at large? How many people do you expect to participate?
  • Gather materials on local violence prevention and intervention resources for an information table. Potential sources of information are: an Information Hotline, local YMCA, Hospitals, Community Service Agencies, State Departments of Health, Public Safety, Children & Families, Domestic Violence Agency, or Youth Services Bureau. Enclosed are some “resource sheets” for you to photocopy and use.
  • Reserve a space that is accessible, comfortable and has public transportation or parking. Check community calendars for conflicting events.
  • Obtain supplies and equipment.

Supplies you will need

Tables (for Registration And Information) Waste Baskets Signs To Direct Participants To The Discussion
Chairs For Participants Easel & Markers, Masking Tape Copies Of The Feedback Forms And Sign In Sheets
Name Tags & Markers Microphone, If Needed

Room set up

  • For small groups, chairs should be in a circle; this will help take the focus off the facilitator; participants will be more likely to speak with each other
  • For large groups, chairs should be set around circular tables to support connections, among participants, or in a large semi-circle so participants can see and talk to each other.
  • Put ground rules on flip chart (see page 12), or copy the enclosed ground rules.
  • The day of the Discussion, arrive early so that you can set up and aren’t rushed; check lights and microphone; post signs to direct participants.

PROMOTING

  • Promote the Discussion by personally inviting key individuals in faith organizations, public & private schools, colleges, parent/teacher organizations, chamber of commerce, youth organizations, senior centers, town council, library, board of education, police and recreation departments. Contact any organizations, community groups and businesses that have an interest in the topic. Post an announcement in key places in the community. Contact local media including the town local and weekly newspaper and cable TV. Ask for Public Service Announcements on radio stations.
  • Create a promotional flyer that includes a phone number for registrations. (A sample flyer is enclosed for you to make copies from.)
  • Allow 5-6 weeks for publicity if the discussion is for the community at large.

TO HELP YOU, WE HAVE ENCLOSED SEVERAL SHEETS THAT YOU CAN COPY TO USE AT THE DISCUSSION

PROMOTIONAL FLYER

USE THE ENCLOSED FLYER TO IMPRINT YOUR SPECIFIC INFORMATION REGARDING THE DISCUSSION.

IMPRINT YOUR INFORMATION HERE.