COMMUNITY ACTION MEETING GUIDE
Getting Started
Organizing is about bringing people together to build collective power. As an organizer, you can connect individuals from diverse backgrounds, experiences, and skill sets to work effectively toward shared goals.
Hosting a meeting provides a space to discuss recent developments, explore their implications for your community, and decide on actionable next steps for the group. A well-organized meeting helps your team move forward with purpose and strategy.
Goals of Your Community Action Meeting
Your meeting should aim to:
Build connections among like-minded individuals in your community.
Create opportunities for meaningful involvement in shared causes.
Foster an open environment for sharing ideas and discussion.
Empower attendees to stay invested in your community’s success.
Planning Your Event
Lock in the Logistics:
When to Host: Choose a date that gives you enough time to secure a location, plan, and recruit attendees. Avoid conflicts with major holidays or local events.
Forming a Planning Team: Teamwork is essential. Assign tasks such as arranging snacks, drafting an agenda, or managing recruitment. Look for team members who already have community networks to help amplify outreach efforts.
Recruitment Reigns Supreme
The success of your event depends on having participants, which requires intentional recruitment. Building relationships is at the heart of effective organizing, and the stronger your network, the more impactful your efforts will be.
Steps to Effective Recruitment:
The First Ask – Registration (RSVP): Provide key event details—date, time, location—when inviting people to attend.
The Second Ask – Confirmation: Reduce no-shows by taking these steps:
Send a confirmation email and make follow-up calls a week before the event.
Remind guests of the date, time, and location. Ask if they have any questions and let them know you’ll send a final reminder the day before.
Share additional details, such as directions or whether they should bring snacks (e.g., for a potluck).
If you have a guest’s mobile number text a few days before the event with a reminder of event details.
Consider making the event a potluck! This adds a personal touch, helps with refreshments, and makes everyone feel more involved.
Who to Invite?
Inclusivity is key. Make a list of people who might be interested, such as friends, neighbors, colleagues, or members of community organizations. Think about how to bring diverse perspectives into the conversation. Be sure to include any stakeholders with the skills or position to be able to further your organization's objectives.
Final Preparations
Be Prepared on Event Day:
Set up your space early to ensure a welcoming environment.
Arrange snacks and beverages, if applicable, to create a comfortable atmosphere.
Print materials such as agendas, sign-in sheets, and name tags.
Schedule one-on-one discussions with attendees who are ready to take action.
Discussion Questions
Use these to spark meaningful conversation:
What’s your experience with community work?
What motivated you to join this effort?
What local issues are most important to you?
What goals should we set as a group?
What actions can we take in the next two weeks?
Who are the community partners or coalitions we can collaborate with?
What additional resources or support do we need?
COMMUNITY ACTION MEETING CHECKLIST
Before the Event:
Choose a Location:
Decide if it will be at your home or a public space (e.g., library, coffee shop).
If public, notify the venue in advance about the number of attendees.
Create Your Event Online:
Add the event title, date, time, and location.
Share event details, including the type of meeting and any special instructions.
Enable attendees to RSVP and invite guests.
Confirm Your Guests:
Call attendees the day before to confirm their participation and share final details.
Print and Gather Materials:
Agenda
Sign-in sheets
Name tags (if applicable)
Snacks and beverages
Power cords or computers (if applicable)
During the Event:
Ensure everyone signs in and has an agenda.
Establish group norms (e.g., one person speaks at a time).
Share your story and encourage attendees to share theirs.
Define next steps and actions to take as a group.
After the Event:
Clean up the space.
Share highlights and photos online or with your team.
Thank attendees personally.
Follow up with those who committed to action:
Volunteer for an event or action.
Take on leadership roles.
Schedule one-on-one meetings to build connections.
COMMUNITY ACTION MEETING AGENDA (Suggested)
Joining the #community and #organizer channels on Slack to connect with others.
Participating in the NAC Monthly Volunteer Call (first Monday evening of each month).
Volunteering for future events or becoming a local leader.
