How you will "stage" the event will depend on how many people have been invited, the physical setup of the location, and what you hope to accomplish. Select a moderator early to give them him or her time to prepare! If possible, choose a prominent local personality whose participation will help attract people to your event.
The more you know about your audience, the more you can anticipate what kinds of questions and interests they will have. Find out as much as you can about the people who will be attending your presentation.
Schedule a time before the event when your planning committee and moderator can watch the series. By the conclusion of this screening, you should have a clear idea about how you want to focus your community meeting. Don't try to do everything in a single meeting. Instead, pick an attainable goal and focus on achieving it. While some immediate results are both necessary and desirable, beware of allowing short-term expediency to overshadow your long-term goals. Never forget that the most successful meetings will be those that become the first of many.
If time allows, send print materials about the series to your meeting participants. While no one likes a homework assignment, a description of the series, a press release about local youth issues and/or an article relevant to your objectives can set the stage for your event.
Create a checklist of everything that needs to be done ahead of time: from setting up an RSVP line to follow-up telephone calls to media contacts; from signing in participants to arranging transportation for those who need it. Advance planning is crucial to the success of your event!
