More on Purpose and Timely Agenda

It doesn't matter if you plan a demonstration, a press conference, a public forum for speakers, or a picnic in the park. Your event needs a purpose, and agenda. For the purpose of simplicity, we illustrate our suggestions by using the example of a formal public meeting with speaker presentations.

Before the oral portion of presentations Chuck and I make begin in earnest, we sometimes show a short film, a 10 minute 'trailer' of a documentary in process.

Some groups have shown segments of other pertinent video documentaries at public meetings we join. We tell the audience about one of our current campaigns, the Petition for Relief of Drug War Injustice. The petition seeks public support for a system of early release in the Federal Prison system.

The film, oral presentations, slide shows and other 'visual aids' we use, help us reach our public education goals.

We also want to network with people that gather, introduce them to other local people, assisting local organizers in growing their numbers of supporters. That is our purpose in traveling the country, and we begin working on these goals the moment we arrive for a meeting or event.

Our message of drug war injustice fits into the broader issue of Human Rights, Social Justice, Peace Movements (yes, this is the longest war and waged at 'home'), and many other large and broader concerns. Within the drug reform movement are groups that focus on clean needles for addicts, drug treatment availability, marijuana law reform, etc.

Our focus fits into both broad concerns, and many focus issues within the broad issue of the war on drugs. As organizer, you will be sure to let the Journey for Justice team know what the usual focus of your group or organization is, if it isn't obvious, or if are unacquainted.

The day or evening of your public event, local volunteers will arrive early to set up information table, making sure that two tables are available for the Journey for Justice display. Volunteers will make sure that any special equipment is present, and working properly.

At least two persons should be available to greet people that arrive and thank them for coming and invite them to visit the tables. They should arrive no later than a half hour before the scheduled meeting begins.

One volunteer should be assigned to answer questions of people arriving, and to greet people that visit the tabling area. You will want to collect names, addresses, emails and phone numbers from the public willing to share this information with local organizers. If one person gently reminds people that we would appreciate their contact information, all the better. To grow local groups, we need local contact information of the attending public. You will want to contact them for future meetings, actions and events.

At least some people start arriving a half hour before a public meeting. If media turns out to cover your Journey for Justice public meeting, you can count of them as early arrivals. You will want to be set-up, and have the appointed public spokespersons present at least a half an hour before the event starts.

A designated 'spokesperson' will introduce Journey for Justice speakers, and any local guest speakers. No matter what type of public meeting agenda; panel of speakers, just Nora 'n Chuck, video presentation, debate, or format of your choosing -- you should always allow time for questions and comments after presentations.

If a local spokesperson is not sharing public speaking time, and you have pertinent local information, websites, upcoming meetings, etc., write that information down. One of the public speakers that evening will need to share this information with the audience.

When the meeting is over, people will visit the tables again. Remember to have volunteers at the tables when the formal presentation part of the evening is over.

Keeping the meeting timely, not running over is important. Make sure that all guest speakers know the agenda, have their speaking times and know exactly how long their portion is. It is good if the journey organizer reminds the speakers of their obligation to stay within the allotted time. You want time for audience participation, and for people to mingle and meet each other when the formal portion of the meeting concludes. If you go 'overtime' -- the public with quickly scatter. This is not the result that we want.

People come to public meetings to be educated, but also to share their thoughts. If questions arise, they need to be answered. We don't hold "question and answer' periods, but we do encourage 'questions and comment' periods in most public meetings. We are all the 'experts' - many people that will attend, will have some of our answers.

Remember to use the Public Meeting Checklist in your planning, it will make what appears complicated -- manageable with a small group of dedicated volunteers.