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Ever since the start of the COVID-19 pandemic, virtual town halls have become more prominent. Organizing your own virtual town hall is a great way to connect with your Member of Congress and we’re here to help!
Here are 6 simple steps to organizing your Virtual Town Hall event.
The easiest, best way for a virtual town hall to become a reality is if your Lawmaker holds one themselves.
Check to see if they already have one scheduled. If so, organize around this existing event and make your voice heard!
If they don’t have a town hall scheduled: call, email, and tweet at them and let them know you expect them to meet with their constituents on this vital issue--it’s part of their job.
Every single member of Congress -- and many other state and local lawmakers -- have websites. Find contact info there.
If they agree to hold a virtual town hall, submit the event info on the Indivisible website so that we can spread the word.
If they decline to hold their own town hall, it’s time to take action!
Don’t shoulder this alone. If you’re not already part of a local grassroots group, connect with others in your area who can help plan this event!
If you’re unsure who to reach out to, let us know and we may be able to connect you to some like-minded folks in your area! You can email us at supportteam@indivisible.org.
There are many different formats for virtual town halls. You can use telephone conference calls, Facebook Live, Instagram Live, Zoom, Webex, Microsoft Teams, Periscope, Youtube Live, etc.
We suggest using a video conferencing platform like Zoom to recreate the face-to-face interaction you experience at in-person town halls. With platforms like Zoom it is possible to then stream your video conversation to a public platform like Facebook or Twitter so you have an even larger audience.
| Platform | Pros | Cons |
|---|---|---|
| Video conference (Zoom, Webex, Microsoft Teams, Skype) | Recreates face to face interaction between MOC and constituent. Easy to set up an RSVP form. Ability to screen share presentations and other information. Some have built in Q&A, hand raising, clapping, polling, and chat boxes features. | Can have issues depending on internet connection. Security concerns regarding “Zoom Bombing” - Always password protect your meeting. Limits on audience size depending on service tier. |
| Telephone conference call | Allows for large audience to listen in. Easy to call-in to a phone number. | No visual component, only audio. Usually have to set up an extension (like *3) to take questions. Limits on participant size depending on service tier. |
| Facebook, Instagram, Periscope, Twitch, or Youtube Live | Easy to access. Broadcasts to large audience. People are able to share the stream with others easily. | Only written questions either pre-submitted or from live comments. The audience only sees the guest speakers not the constituents asking questions. Can get trolls in the comments. |
Whenever possible, work with activists in your area who have experience holding events. Your lawmaker’s staff may even be willing to help.
Remember to choose a time of day that best fits your community. Try to find a time when the maximum number of your fellow constituents will be available.
Need more guidance? Reach out to us supportteam@indivisible.org.
Make sure your Lawmaker has no excuse for skipping this event. Invite them as early as you can--and through multiple channels if possible.
Give them all relevant details about your event and the host organization, if any. If at all possible, we strongly encourage you to find common ground.
But don’t accept a vague excuse. If they can’t make a day you propose, ask them to commit to a different one. If they are serious about meeting their constituents, they will make time.
If your Lawmaker won’t take the time to hear from constituents, find other special guests to “anchor” your event. These could be activists prominent in your area, or in the issue area.
You could also invite candidates for your lawmaker’s office. But be sure to avoid any implication it’s a campaign event and reach out to multiple candidates. We recommend Ballotpedia as a resource to find all candidates who’ve filed.
Need help? Email us at supportteam@indivisible.org and we’ll offer some guidance.
Submit the event to our map--we’ll help with recruitment!
Invite local media. Make sure this event has an impact beyond just the people in the room--let local press know the details as early as you can.
Spread the word on social media. Twitter, Facebook, Instagram, Patch. If you aren’t on a platform, find a fellow activist who is and will help get the word out. Encourage all of your leadership team and your members to do the same.
If you’re part of a local grassroots group, email, call, and text your members.
Reach out to other organizations in the district.
Talk through every step with your fellow organizers--you might find you’re forgetting a key detail. Make sure you know exactly who will be moderating, handling tech setup and troubleshooting any issues, selecting questions, etc. Every small detail matters.
Coordinate with any participating lawmker’s staff (or candidates’ staffs) on timing, speaking order, video/sound check, and other details.
Make sure to remind your attendees the day before the event. Confirmation calls/texts/emails are the key to a well-attended event.
Join the event early. Checking your own video and sound as well as those for speakers is crucial for a successful event. Last thing you’d want is for any tech issues to arise.
Encourage attendees to share personal stories and ask serious questions that require the featured guest to give a specific answer.
Livestream the event on Periscope, YouTube Live, Facebook Live or another format and let us know so we can help spread the word.
Use this as an organizing opportunity! You want this event to be a success. But it’s not the end of your efforts.
Ask your Lawmaker--or or other guests--when their next virtual town hall will be? Get a commitment from them before they leave.
Post images and stories from the event on social media and tag any other partner organizations you are working with, your Lawmaker or other guests, and any local groups part of organizing the event.
But be sure to get permission from any participants before sharing their images. Lawmakers are public figures but your virtual town hall guests are not -- always ask first.
Start planning your next event or action! Your effort doesn’t stop here. Keep the momentum going!
Additional Resources: How to prevent “Zoom Bombing”