Format

Your objectives, staffing capabilities, timing limitations, and budget will constrain what kind of meeting or event you are holding. However, with those in mind, think back to what a successful event would look like as you decide what kind of event to hold.

Example large meeting formats

• Panel briefings or discussions
• Media roundtable
• Policy panel
• Conferences
• Resource/education fairs with presenters
• Community events
• Public forums
• Public community meetings that are open to everyone

Other meeting types

• Focus groups: Gatherings limited to a specific stakeholder group – examples: older adults, students in transition, Medicaid recipients, Paratransit riders
• Door knocking: Going door to door in the community, informing people about your group and asking for input on important issues
• House meetings: Organizing small gatherings of people for the purpose of discussing issues
• One-on-one interviews: In person, over the phone, using a web platform or other venue

Meeting frequency

You will also need to decide how often you will want to hold different meetings. Is it a part of a series or a one-off event? To meet your objectives is it better to have many small meetings across an area, one centralized big meeting, or a mixture of events?

Participation options

Finally, some factors to think about when considering format – Is your event in person? Online? Mixed? Each type of event will present challenges and opportunities with who is able to participate and how.