| Task |
Months/
Weeks Out |
Completion
Date |
| Identify planning committee members (10–12 people) and establish regular meeting times and roles and responsibilities. Make subcommittees for the panelist and the moderator. |
3 months |
|
| Select dates, times, and length of the THM. |
3 months |
|
| Find a rent-free office location to prepare mailing and make telephone calls. |
3 months |
|
| Identify a list of invitees (parents; youth; educators; substance abuse prevention specialists; elected officials; and representatives of nonprofit organizations, businesses, health organizations, justice/ law enforcement, highway safety, alcohol control, and other State and local government agencies). |
3 months |
|
| Identify and invite VIPs and people to present at your THM. |
3 months |
|
| Reserve a rent-free hall with seating for the desired number of attendees. Keep in mind your location will determine the type of audience you will attract. |
3 months |
|
| Develop a program budget and timeline for accomplishing tasks. |
3 months |
|
| Decide how much of your budget to allocate for flyers, mailings, and other materials. |
3 months |
|
| Plan and implement a marketing strategy. |
3 months |
|
| Contact VIPs, speakers, and sponsors to make sure they know the schedule and how long they may speak. |
3 months |
|
| Create flyer/brochure content and design. |
3 months |
|
| Request volunteers to assist with activities. |
3 months |
|
| Contact potential sponsors. |
3 months |
|
| Email flyer/brochure or post in your community. |
3 months |
|
| Mail speaker packets with flyer/brochure. |
3 months |
|
| Choose a moderator to explain the purpose of the meeting; identify sponsors; introduce VIPs, speakers, and panel members; and serve as timekeeper. |
3 months |
|
| Prepare a sample pitch letter and letter of invitation. |
3 months |
|
| Determine the amount of time for each speaker’s presentation. |
3 months |
|
| Consider showing a video or film clip on underage drinking to generate discussion. You may also show the Start Talking Before They Start Drinking TV PSAs that are available on http://www.stopalcoholabuse.gov. |
3 months |
|
| Decide if there are other relevant materials that could be made available as handouts to participants. If so, order them in advance. |
2 months |
|
| Prepare a news release. |
2 months |
|
| Provide content to the moderator and prepare talking points for panel members. (Use SAMHSA’s Start Talking Before They Start Drinking materials on http://www.stopalcoholabuse.gov as a resource.) |
2 months |
|
| Send out a media advisory. Make follow-up calls to ensure that the event is on their calendars and that they will attend. |
2 months |
|
| Contact VIPs, speakers, and sponsors to make sure they know the schedule and how long they may speak. |
2 months |
|
| Prepare a fact sheet with statistics on underage drinking or a flyer to mail or hand out at the THM. Use information available in the Key Facts section of the Community Briefing Prevention Toolkit: Town Hall Meetings. |
1–2 months |
|
| Prepare a program handout, including an agenda that includes the names of the VIPS and sponsors, for the THM. |
1 month |
|
| Reserve area for media members and determine whether they have any equipment needs (riser or amplifier for camera crews). |
1 month |
|
| Create room layout. |
1 month |
|
| Create signs. |
1 month |
|
| Finalize volunteer schedule. |
1 month |
|
| Review AV needs, order equipment/tables if needed. |
2–3 weeks |
|
| Print handouts, final program. |
2–3 weeks |
|
| Make follow-up calls to those that were sent a media advisory to ensure that the event is on their calendars and that they will attend. |
1–2 weeks |
|
| Have preconference meeting to go over final details. |
1–2 weeks |
|
| Put together folders or handouts for the meeting. |
1 week |
|
| Finalize refreshments, if any. |
1 week |
|
| Determine how to handle any post-meeting cleanup. |
1 week |
|
| Develop a photo/audio/video release form. |
1 week |
|
| Have registration sheets for attendees, speakers, and media. |
1 week |
|
| Set up conference rooms. |
1 day |
|
| Get parking signs/directions to meeting room. |
1 day |
|
| Put up signs, set-up registration if needed. |
1 day |
|
| Have sign-up sheets for attendees and speakers. |
1 day |
|
| Obtain signed releases if a photo, audiotape, videotape, or report is used. |
Day of Event |
|
| Greet participants. |
Day of Event |
|
| Steer media to the reserved section. |
Day of Event |
|
| After the Town Hall Meeting |
| Send out a news release describing the meeting and mentioning speakers and the number of attendees. |
Day After Event |
|
| Make sure to follow-up with the media representatives who attended. |
Day After Event |
|
| Write thank-you letters to the VIPs. |
Day After Event |
|
| Develop and distribute a report on the meeting. |
Day After Event |
|
| Follow-up with agencies and organizations and get their feedback. |
Day After Event |
|