MAE Coordinator Interview Option 1

Medical Affairs Excellence Coordinator Interview Town Hall Event Planning Option 1

Angela R. Blackmon August 15, 2023

Town Hall Meeting Process 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.

Purpose/Scope Determine the purpose of the meeting, and the expected outcome

Planning Ensure that the objectives are met, meeting is well organized, and attendees are fully engaged

Calendar Management

1

2

3

Ensure that all essential event meetings are scheduled, venues are reserved, and schedules are allocated appropriately

4 5

6

Communication Effectively communicate clearly defined & accurate information, and provide access to communication tools

Environment Create a space that delivers the content/messages effectively to our audience

Logistics Ensure that the logistics essentials are implemented

Town Hall 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

Town Hall Planning Effective planning, will ensure that the meeting objectives are met, well organized, and attendees are fully engaged

Form Planning Team

Things to Consider Ensure date and time will accommodate global employees Confirm that the date is not impacted by other events

Determine Date & Time, Location

Form Deadlines

Requirements

Create Agenda

Identify availability of Presenters & Stakeholders

Identify Logistical Partners

Determine Roles & Responsibilities

Create Timelines

Town Hall

Calendar Management Reserve meeting rooms/venue Schedule the event date & time with logistical partners (IT, Facilities, Communications, Catering)

Send Meeting Invites

Schedule Meetings Prep, Communications, Presenters, IT, Facilities, Catering

Presentation Deadlines Technical Dry Runs Debrief

Town Hall

Environment How do we create a space that delivers the message

Confirm Attendance

effectively to our audience?

Things to Consider

(Seating arrangement)

Location (Physical, Virtual, Both)

Will the meeting be recorded?

Ensure room and seating will accommodate headcount

Technology Platform (MS Teams, Cloud)

Theme Music, Decor, Plants

Catering Watering, Snacks

Town Hall Logistics

Tools

Meetings Planning Team

Timelines

Stakeholders

1. Broad

Prep

2. Specific- Minute by Minute

Logistical Partners Dry Run

Agenda Checklists SharePoint Site

Debrief

OneNote

Venue Stage layout floorplan Podium Seating Style V-Shape, Theatre

Chair Height Attire Recommendation

Photography Decorations Catering Water/Snacks

3

Information Technology Computer power cords Microphones Lapel 2-3 Hand Mics

Screen Advancers Batteries Speakers Display Screens Monitors

Angela's Knowledge, Skills, Abilities to Execute & Deliver Town Hall Meeting

Strengths

Potential Challenges

Strengths

Strengths

Organizational Skills

Forward Thinker

Project Management

Detailed Oriented

Effective Communicator

Good Listener

1. Broad Invitations - Managing the space to ensure event is well attended

1 2

2. Preparing for technical difficulties

Solutions Specific Skills Needed Leadership

Project Mangement

Organization

Creativity

Proactive Mindset

Adaptability

1. Leaders to encourage attendance of their team 2. Ensure an IT member is allocated to attend event