Goals | Use Broadcast Program | Preparation | Promotions
Meeting Set-up | Agenda | Sign-in Sheet | Evaluation

Meeting Set-Up

1. Begin at least a month in advance to promote this public meeting.
2. Design a flyer that includes the title, date, time and location of your meeting. List any guest speakers.
3. Mail the flyer to organizations to include in their newsletters; send it to local newspapers, community organizations and have it posted in public locations
4. Obtain the printed materials that accompany the video program.
5. Preview materials and be prepared to answer questions from participants; walk through each activity and consider how you will respond to discussion questions and workshop activities.
6. Have the video, audio-visual equipment, and participant handouts available and ready for use. Photocopies of Viewer's Guide materials may be made as needed.
7. Plan ample time for discussion and processing of each activity.
8. Place a greeter's table near the entrance.
9. Provide markers/pens and self-sticking name tags for the participants.
10. Arrange program materials on this table.
11. Have a sign-in attendance sheet if possible with the participant's name, organization, address and telephone number.
12. Arrange chairs so that participants can have the maximum face to face contact possible while still being able to see the TV screen. This may not be possible with a large group.
13. Prepare and discuss a list of potential ground rules to be used during each session.
14. Sample ground rules may include:
    • speak and listen authentically
    • set aside judgment
    • be open to other's viewpoints
    • be respectful
    • stay focused
    • check out assumptions
    • share time equitably.
      
15. Facilitators may draw upon their prior experiences of working with diverse groups on issues of race, multiculturalism, community building or experiential learning.
16. Have a flip chart and markers available.