Conducting An Efficient Community Meeting

Checklist 2 min
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Community meetings are an impactful community relations strategy for developing a rapport with locals, stakeholders and the public. Upon establishing a meaningful connection, it is possible to plan mutually beneficial meetings with the installation and the local community.

Below is a list of the planning stages and tasks for developing a community event from inception to fruition.

Prepare

  1. Determine the purpose and intended audience; be specific.
  2. Draft an agenda.
  3. Consider planned media and internal efforts that could derail community engagement efforts.
  4. Select the appropriate time for the exhibit/community meeting to maximize participation.
  5. Determine the best meeting format, such as an open house, audiovisual presentation or panel discussion.
  6. Select a location with plenty of parking, proper accessibility features and minimal distractions.
  7. Coordinate space requirements.
  8. Coordinate equipment needs with Communication Squadron or sister service equivalent.
  9. Coordinate security needs with the security manager for community meetings.
  10. Select and confirm the availability of appropriate subject matter experts (SMEs) as presenters/speakers at the exhibit/community meeting.
  11. Conduct speaker and SME preparation and assist with materials for exhibits.
  12. Receive approvals from all internal and external authorities.
  13. Notify the community of the event through appropriate communication channels.
  14. Print and distribute the agenda at least one week before the event.
  15. Confirm with SMEs that they are still available within one week of the event.

Implement

  1. Set up the meeting space, including:
    1. Chairs, tables and lecterns.
    2. Microphone and public address system, if necessary.
    3. Supporting graphic material near spokespersons.
    4. Overhead projector, televisions and/or computers for supporting visuals.
    5. Handouts, if appropriate.
  2. Execute the planned agenda activities.
  3. Control the narrative and be outcome-driven.
  4. Ask if there are issues or concerns that need to be addressed at a follow-up meeting.
  5. Thank everyone for attendance at the conclusion.
  6. Leave the meeting area how you found it.

Evaluate

  1. Assess whether communication objectives for the target audience were met or are in progress.
  2. Note any major issues of concern and provide recommendations for future action.
  3. Debrief with leadership immediately following a community meeting.
  4. Write an after action report (AAR).

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