Town Hall Presentation Draft

Interview Brief Town Hall Event Planning Option 1

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.

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

Town Hall Meeting Process

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 Purpose/Objective Helps to deliver and execute a flawless Town Hall that meets the needs of the presenters and attendees

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's

Identify Presenters availability

Identify Logistical Partners

Identify Stakeholders availability

Create Timelines

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

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

Meetings Planning Team

Tools Timelines

Venue Stage layout floorplan

Prep

Broad

Podium

Logistical Partners

Specific- Minute by Minute

Seating Style

Dry Run

Agenda SharePoint Site

Debrief

OneNote

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

Angela Knowledge, Skills, Abilities to Organize a Town Hall Event STRENGTHS

CHALLENGES

Organization Skills

1. Broad Invitations- Managing the space

Forward Thinker Effective Communicator Attention to Detail

Head of Management

2. Preparing for technical difficulties

Good Listener Project Management

SPECIFIC SKILLS NEEDED Leadership Organization Detailed Orientated Flexible Creative Project Management

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