Title: MI Town Hall Timeline

Original CoS Document (slug): mi-town-hall-timeline

Login Required to view? No

Attached File: Town_Hall_Time_Line-revMH07022021_(1).docx

Created: 2021-06-29 22:52:41

Updated: 2025-01-01 19:00:00

Published: 2022-08-27 21:00:00

Converted: 2025-04-14T20:00:11.539341482

Timeline for Town Halls (last revised: July 2, 2021)

This document will help you plan for an event in your district. The steps outlined below will help ensure that the event is a success. If you have any questions around the steps in the planning process, please contact the SGC or SD. Do not hesitate, as the success of our team depends on doing the following as well as possible. Your event will be great, as long as you put in the necessary effort and planning. Thank you!

Six weeks before event:

  1. Secure venue, if payment/insurance is required, please complete payment request form that can be found via the below link.

**https:%%//%%conventionofstates.com/files/rd-event-payment-request-form-image/download**

<HTML><ol start=“2” style=“list-style-type: decimal;”></HTML> <HTML><li></HTML><HTML><p></HTML>Plan for a Thursday night if possible, to facilitate attendance by Michigan Legislators. Regardless of date and time, confirm event details with RC and State Leaders. Once date is confirmed, have event placed on Michigan Team Calendar.<HTML></p></HTML><HTML></li></HTML><HTML></ol></HTML>

**https:%%//%%conventionofstates.com/michigan-events**

<HTML><ol start=“3” style=“list-style-type: decimal;”></HTML> <HTML><li></HTML><HTML><p></HTML>Send emails invites with town hall flyer to relevant Michigan Legislators in both the House and Senate and be sure to request a RSVP.<HTML></p></HTML><HTML></li></HTML> <HTML><li></HTML><HTML><p></HTML>Order handout materials from RC, SGC, or SD. If unavailable from RC, SGC, or SD, order them from national – scheduling them to arrive at least 10 days before the event date.<HTML></p></HTML><HTML></li></HTML><HTML></ol></HTML>

**https:%%//%%conventionofstates.com/printorders**

<HTML><ol start=“5” style=“list-style-type: decimal;”></HTML> <HTML><li></HTML><HTML><p></HTML>Get list of radio stations, television stations, and local newspapers, to SCC so press releases can be sent out accordingly.<HTML></p></HTML><HTML></li></HTML> <HTML><li></HTML><HTML><p></HTML>Send town hall flyer & information to Veterans coalitions Coordinator so he/she can send out to veterans’ organizations. Suggestion for VCD to remind veteran groups and members within the week of the Town Hall.<HTML></p></HTML><HTML></li></HTML><HTML></ol></HTML>

Four weeks before event:

  1. Schedule volunteers to attend, help set up, and host town hall.
  2. Download and begin to review the COS presentation. It is critical that you know the material, even if you are not the presenter because eventually you will make the presentation. (On Mi resource page)
  3. Work with SCC to compose up email and text blast that will go out to various districts. Send first email blast out.
  4. Get list of necessary presentation equipment to EC, RC and SGC (i.e., video projector, laptop with PowerPoint, screen, extension cords, etc.).

Three weeks before event:

  1. Review PowerPoint presentation: You must know your material.
  2. Get flyers out to community bulletin boards (churches, libraries, grocery stores, gun ranges, gun & ammo stores, first responders (police, fire departments, etc.), crossfit and other gyms, sporting goods stores, Grocery, fishing/hunting/outdoor stores such as Dunhams, Dicks, Cabelas, BassPro, public & private golf courses, golfing supply stores. If the area is known for a large immigrant population, research corresponding non-profit cultural groups and houses of worship to post flyers.
  3. If you are part of a church, or other organization that regularly meets, get it out to the members. Town hall flyer template can be found via the below link.
**https:%%//%%conventionofstates.com/michigan-resources**

Two weeks before event:

  1. Review PowerPoint presentation: You must know your material.
  2. Review 2nd email and text blast with SCC and send out.
  3. Do a dry run of the presentation with RC and SGC on Zoom if you cannot do it in person. *Expect constructive criticism*
  4. If legislators have confirmed, call their office to reconfirm attendance. (House and/or Senate).

One week before event:

  1. Perform last dry run of the presentation with your team RC and SGC on Zoom (if you cannot do it in person). Remember to utilize feedback from initial dry run meeting.
  2. Visit venue to make sure you have everything scheduled with the venue owner, i.e., time, date, chair set up, location of projectors, laptops vs. location of electrical outlets.
  3. If payment is required, make sure it has been made.

Three days before event:

  1. Send out last email and text blast.

Day of event:

  1. Have team arrive 1 hour before event for set up and handle any last-minute glitches.

START ON TIME and HAVE FUN!!