Agriculture Reference
In-Depth Information
community isn't built in one meeting—the process takes time and work and patience. You can, however,
set a great introductory tone for your new group by allowing plenty of time for participant sharing and
input.
HOW TO HOLD A COMMUNITY MEETING
Before
Secure the meeting space with convenient parking and access to public transportation; if it is wintertime,
be sure to have a place to hang coats.
Determine what elements you can add that will make participants comfortable. You'll need tables if there
will be writing or drawing.
Do you need an area for kids?
Will there be coffee and refreshments?
Advertise through as many channels as possible, allowing plenty of time for people to schedule the meet-
ing into their calendars (at least three weeks in advance, preferably more).
Provide the address, date, time, location, directions (if the location is difficult to find), and any other in-
formation that will make attendance a success.
Include contact numbers and e-mail addresses in case people have questions beforehand or can't attend this
particular meeting but want to be involved.
Invite interested parties to be greeters; staff a sign-in table.
Decide on handouts, if any, and create them.
During
Provide good signage so the meeting is easy to find.
Make sure you collect contact information to create an interest list and to communicate with people after
the meeting; this can be done at the sign-in desk or you can pass a sign-in sheet around during the meet-
ing.
Greet people. Thank them for attending. Welcome them.
Take notes.
Make helpers easy to identify via name tags or some other easy-to-spot item such as a T-shirt or hat.
After
