SILC-NET Presents Conducting Successful Community Forums Engaging Stakeholders

SILC-NET Presents… Conducting Successful Community Forums: Engaging Stakeholders, Mobilizing Communities A National Teleconference & Webcast Thursday, September 10, 2009 3: 00 PM – 4: 30 PM EDT 1

Today’s discussion led by… Carol Lukas Fieldstone Alliance St. Paul, MN www. Fieldstone. Alliance. org 2

Source www. fieldstonealliance. org 3

Session Objectives Participants 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 4

Section 1 Choosing a Forum 5

What is a Forum? n Historically: marketplace where business was conducted n Today: public meeting where issues important to the community are considered n Potentially: tool for initiating change in your community © Fieldstone Alliance 2008 6

Complexity of Social Change Jobs Transportation Housing Healthy individuals, families, communities Health Educati on Social connections Hope Safety © Fieldstone Alliance 2008 7

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? © Fieldstone Alliance 2008 8

Why Do You Want to Hold a Forum? Increased understanding of an issue? Stronger connections between stakeholders? Greater community involvement? Media attention on an issue? Change in a system or policy? New partnerships? Input from stakeholders? © Fieldstone Alliance 2008 9

Types of Forums Community Education Community Engagement Community Action © Fieldstone Alliance 2008 10

Community Education Forums Goal • Convey information to many people at once Audience • Anyone who is interested in the topic © Fieldstone Alliance 2008 Factors • Can be planned and conducted fairly quickly 11

Community Engagement Forums Goal • Share information (2 way) • Get involvement Audience • People who are or will be impacted by the topic © Fieldstone Alliance 2008 Factors • Complex to plan and conduct • Harder to measure results 12

Community Action Forums Goal • Share information (2 way) • Get involvement • Stimulate action or policy change Audience • People impacted • Community leaders • Other involved citizens © Fieldstone Alliance 2008 Factors • Significant preparation and followup action 13

Forum Considerations © Fieldstone Alliance 2008 14

Questions & Answers 1. Questions? 2. What are examples of goals forums you’ve held or attended? 15

Section 2 Lining up Resources 16

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Steps in Pulling off a Forum Convene a planning group Draft a concept paper Raise resources Design the forum © Fieldstone Alliance 2008 Hold the event Manage evaluation and follow -up 18

Convene a Planning Group Who should be at the table? v Size v Representation v Access to resources (money, time, staff, constituents, policy) Role v v v Plan the forum Guide the process Promote attendance Provide connections, resources Communicate with constituents © Fieldstone Alliance 2008 19

Create a Concept Paper n Forum goals n Issues the forum will address n Target audience(s) n Partners and potential sponsors/funders n Overall forum design n Timeline n Budget: revenue and expense © Fieldstone Alliance 2008 20

Raise Resources n n n n Leadership Partners Money Space/food Program supplies : nametags to interpreters to trash bags to newsprint Time/Staffing/volunteers Media attention © Fieldstone Alliance 2008 21

Pay Attention to Leadership From Krile, James F. The Community Leadership Handbook, Fieldstone Alliance. 2006 Krile, 22

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) 23 © Fieldstone Alliance 2008

Design Elements n Pre-research Trends; current situation; comparative information n Structured activities Brainstorming; nominal group process; round robin; storytelling; visioning; prioritizing; dot-voting n Reinforcing symbols Packets of flower seeds; balloons; music; seven generations candle; door prize; key-word applause; Pay. Day candy bars; compass 24 © Fieldstone Alliance 2008

Questions & Answers 1. Questions? 2. What design elements or techniques have you found to be especially effective in community forums? 25

Section 3 Making it Happen 26

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. 5. Create communications materials Plan for follow-up Evaluation, reporting, involvement opportunities, future input 27 © Fieldstone Alliance 2008

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 © Fieldstone Alliance 2008 28

Two Key Roles in Managing the Event Facilitator “onstage” The Event © Fieldstone Alliance 2008 Coordinator “off-stage” 29

Coordinator n n n Handle communications Deal with registration and check-in Prepare materials, equipment Coordinate, motivate volunteer helpers Oversee facilities and food Do troubleshooting © Fieldstone Alliance 2008 30

Facilitator n n n n 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 © Fieldstone Alliance 2008 31

Questions & Answers 1. Questions? 2. What would you do, if during a forum… a) b) You get 3 x the number of people you expected? A speaker talks for 30 minutes longer than allowed? 32

Section 4 Getting Results 33

Planting Seeds: Prep Work for Follow-up Action n Make sure design and agenda produce results you want n Understand key issues before forum n Prepare research/background material to advance discussion n Allow time for creative discussion and interaction n Prepare resource materials for attendees n Line up follow-up hosts/sponsors before the forum © Fieldstone Alliance 2008 34

Fertilizing: Building Commitment During the Forum n Handouts – where to go, what to do n Convene groups with similar interests n Provide opportunities for involvement Review of reports, work groups, leadership opportunities, follow-up forum n Structure commitment to action Buddy system, postcards © Fieldstone Alliance 2008 35

Harvesting: Getting Results 1. Budget time and staff for follow-up 2. Produce forum summaries or reports 3. Coordinate follow-up action Should emerge during forum Early small successes 4. Communicate, communicate 5. Support emerging leaders © Fieldstone Alliance 2008 36

Questions & Answers 1. Questions? 2. What creative approaches have you seen to get follow-up results? 37

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 © Fieldstone Alliance 2008 38

Wrap Up and Evaluation n 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 H 132 B 070003 -08. No official endorsement of the Department of Education should be inferred. Permission is granted for duplication of any portion of this Power. Point presentation, providing that the following credit is given to the Fieldstone Alliance and SILC-NET project: Presented as part of the Fieldstone Alliance and SILCNET, 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.