Use this step-by-step guide to host an effective virtual town hall meeting. Bringing people together for community action remains important. Platforms like Zoom provide an accessible and practical way to hold online meetings. Below are tips for organizing an effective virtual community meeting.

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1. Assess the need. Ensure your topic warrants a community meeting. If it does, follow these steps.

2. Choose a date. Select the date and time carefully to maximize attendance. Avoid holidays, major sports events, or back-to-school nights. Evenings at 6 or 7 PM often work best for most. Plan for one hour, allowing for 10-20 minutes of overrun due to late joiners or lively Q&A.

3. Set a participation goal. Decide how many attendees you aim for (20, 50, or 100?). Note that about half of registrants typically show up, so aim to register double your target number.

4. Invite widely and often. Use a robust email list to send invitations. If your list is small, partner with other organizations to spread the word. Post on local online calendars, forums, and social media (Twitter, Truth Social, Telegram, Instagram, Facebook). Create the event and invite interested organizations as co-hosts. Resend invitations multiple times via email and social media.

5. Check your Zoom account. Ensure your Zoom account supports meetings longer than the 40-minute free limit and can handle your expected number of participants. If not, borrow an account or upgrade.

6. Meeting or webinar? Decide if you want a standard Zoom call where everyone can see and speak, or a webinar where only designated presenters speak.

7. Arrange tech support. Identify someone skilled with Zoom to run a practice session a few days before and be available during the event for technical issues.

8. Schedule the meeting on Zoom. Require registration to collect attendees’ email addresses for future outreach. For webinars, register speakers during scheduling and send them their presenter links.

9. Pick a compelling title. Keep it short and avoid dull or overly technical terms.

10. Secure speakers. Limit to three or fewer. Choose knowledgeable and engaging speakers. Confirm their availability for the event and practice run three weeks in advance. Send calendar invites with Zoom details and follow up to ensure they’ve accepted.

11. Collect speaker bios. Request short biographies at least one week before the event.

12. Find a skilled moderator. Consider local journalists, civic organization volunteers, or teachers. Confirm their availability for the event and practice run three weeks in advance. Send calendar invites with Zoom details and follow up.

13. Plan a practice run. Schedule a test one to three days before with speakers, moderator, and tech support. Send Zoom details via email and calendar invites, confirming everyone has them.

14. Prepare the moderator. Provide speaker bios and confirm receipt.

15. Plan next steps. Work with your team to identify two actionable follow-ups to share, like “call NAME on DATE at NUMBER” or “sign up for updates at URL.”

16. Create a detailed agenda. Draft a minute-by-minute “run of show” and share it with the moderator and speakers before the practice run. Example:

    • 5:45 - 5:55 PM: Speakers log in to test video, audio, and screen sharing.

    • 6:00 - 6:05 PM: Moderator welcomes attendees, requests muting, and suggests adding organization or location to display names.

    • 6:05 - 6:10 PM: Moderator outlines the format, explains the Q&A process (e.g., raise hand feature), and introduces speakers.

    • 6:10 - 6:20 PM: Speaker 1 presents.

    • 6:20 - 6:30 PM: Speaker 2 presents.

    • 6:30 - 6:40 PM: Speaker 3 presents.

    • 6:40 - 7:00 PM: Q&A session.

    • 7:00 - 7:05 PM: Wrap-up.

17. Media or no media? Decide whether to invite press. If so, send a news advisory three days prior and a press release one hour before the event. Contact key reporters directly.

18. Review and improve. The day after, meet with your team to evaluate what worked, what didn’t, and how to enhance future meetings. Each event builds your expertise.