Town Hall Event Planning Option 1
Interview Brief
Angela R. Blackmon
August 15, 2023
Planning and approaching a Town Hall Event requires superior organizational skills, strategic planning, and leadership capabilities. To execute and deliver a successful town hall meeting, I would implement a planning process that will meet the needs of the host, presenters, stakeholders, and attendees.
Town Hall Meeting Process
Purpose/Scope
Determine the purpose of the meeting, and the expected outcome
1
2 Planning
Ensure that the objectives are met, meeting is well organized, and attendees are fully engaged
Calendar Management
3
Ensure that all essential event meetings are scheduled, venues are reserved, and schedules are allocated appropriately
4
Communication
Effectively communicate clearly defined & accurate information, and provide access to communication tools
5 Environment
Create a space that delivers the content/messages effectively to our audience
6 Logistics
Ensure that the logistics essentials are implemented
TownHall
Scope
Helps to deliver and execute a flawless Town Hall that meets the needs of the presenters and attendees
Purpose/Objective
Identify reason for the Town Hall (standard, company announcement, celebration)
Expected Outcome
Determine the experience that we would like to leave the attendees with (Informational, Motivated, Empowered)
Messages/Content
Select Content
Identify Speakers/Presenters, Facilitator Activities
Determine format for Q&A, Survey
Things to Consider
Ensure date and time will accommodate global employees
Confirm that the date is not impacted by other events
TownHall
Planning
Effective planning, will ensure that the meeting objectives are met, well organized, and attendees are fully engaged
Determine Date & Time, Location
Requirements
Identify Presenters availability
Identify Stakeholders availability
Form Deadlines
Create Agenda's
Identify Logistical Partners
Create Timelines
Form Planning Team
Town Hall Calendar Management
Reserve meeting rooms/venue
Schedule date & time with logistical partners
Send Meeting Invites
Schedule Meetings
Prep, Communications, Presenters, IT, Facilities, Catering
Schedule presentation deadlines
Schedule Technical Dry Runs
Schedule Debrief
Town Hall
Environment
How do we create a space that delivers message effectively to our audience?
Things to Consider
Will the meeting be recorded? Ensure room and seating will accommodate headcount
Confirm Attendance
(Seating arrangement)
Location
(Physical, Virtual, Both)
Technology Platform
(MS Teams, Cloud)
Theme
Music, Decor, Plants
Catering
Watering, Snacks
Meetings
Town Hall
Logistics
Planning Team
Prep
Logistical Partners
Dry Run
Debrief
Tools
Timelines
Broad Specific- Minute by Minute
Agenda
SharePoint Site
OneNote
Venue
Stage layout floorplan
Podium
Seating Style
V-Shape, Theatre
Chair Height
Attire Recommendation
Photography
Decorations
Catering
Water/Snacks
Information Technology
Computer power cords
Microphones
Lapel
2-3 Hand Mics
Screen Advancers
Batteries
Speakers
3
STRENGTHS
Organization Skills
Forward Thinker
Effective Communicator
Attention to Detail
Good Listener
Project Management
Angela Knowledge, Skills, Abilities to Organize
SPECIFIC SKILLS NEEDED
Leadership Organization Detailed Orientated
Flexible
Creative
Project Management
a Town Hall Event
CHALLENGES
1.
Head of Management
2.
Broad Invitations- Managing the space Preparing for technical difficulties
SOLUTIONS
Leaders to encourage attendance of their team
Ensure an IT member is allocated to attend event 1. 2.
