I. Contact someone at City Hall for space and KTOP
III. create excel file/google doc for dates/candidate availability.
IV. contact potential volunteers and ask for availability on all dates; add which role they prefer to have: needs are 2 question sorters, 2 timekeepers, 1 question collector. Be very clear between asking about availability and assigning them a date/role; be sure to confirm whether they are needed or not. Always have at least 2 question sorters. If you are short staffed, coordinator can be a question sorter. Solicit plenty of volunteers to choose from.
V. contact potential moderators early (before other volunteers; they can do other roles but not vice versa) and ask about availability dates . (If experienced, they will come with their script. If new, send them a script if they need it.) If we are co-sponsoring, the moderator is the best contact with the group or at least a good person to be in the loop.
VI. utilize separate online Doodles to schedule volunteers and moderators. (Megan knows this, Bonnie, Sandy Venning also.)
Gather supplies 2 weeks ahead of first forum; be aware to replenish supplies (eg. water, cups) if necessary. Be sure LWVO badges are available and banner. Paddles, pencils, 2 timers, 3x5 cards, name tags for candidates (need to print names on computer, attach to cardboard tents in the box), water, cups, spare moderator script, bring whiteboard to write a schedule of evening to place outside the door.
VII. Solicit questions early from every direction; have a stockpile in case audience questions don't work. We have old questions in forums box. Have at least 5 cards written out ahead for each forum.
VIII. Have a point person for each event.
IX. When we are contacted by a group to co-sponsor their forum, they are responsible for the location and contacting the candidates. If they ask just for a moderator, they are wrong; they are really asking for everything (? sorters, paraphernalia, etc.) They are responsible for space, publicity, candidates, videotaping (if desired)
Candidates need to agree in writing that they will not use any or all of videos in their campaigns. Problem in the past: be sure to get candidate signoffs that they agree to no candidate literature, no campaigning inside the venue.
X. Communications committee needs to be told dates, candidates, etc for all forums so they can publicize. Do this with as much lead time as possible.
XI. Have at least 2 main coordinators; works well to have one do steps I-V and other do actual forums, although if number of forums is large, a 3rd person would be best: 1 candidate contactor, 1 volunteer contactor, 1 coordinator of events would be a fair division.