Community Conversation Checklist

Sep 12, 2026

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Community Conversation Checklist is an event operations guide designed to help organizers plan, run, and follow up community discussion sessions. It covers pre-event preparation tasks such as venue and schedule selection, question and agenda development, RSVP setup, recruitment planning, and table host training. It also specifies what to print and bring, how to structure arrival setup, facilitate small-group and whole-group conversation rounds, and deploy end-of-event surveys. Post-event steps focus on reviewing notes, setting 2–3 improvement goals, assigning responsibilities, and conducting follow-up evaluations.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages3

Reading Time1 min

AccessFree to download

Before the Event

Setup and Preparation

Print and Prepare Materials

Bring Essential Items

During the Event

Arrival Setup

Facilitation and Discussion Rounds

Survey Distribution and Wrap-Up

After the Event

Goals and Action Planning

Information Dissemination

Progress Evaluation

Community Conversations Checklist Before the Event To prepare for the event: ❑ Select a venue, date, and time. ❑ Develop conversation questions. ❑ Develop an event agenda, with timeframes for presentation, rounds, survey, etc. ❑ Create a means for attendees to RSVP to the event (e.g. , Google Forms) . ❑ Determine recruitment strategies (e.g. , flyers, phone calls, emails, and social media postings) . ❑ Assign recruitment tasks to team members using the Recruitment Planning Sheet to record recruitment efforts. ❑ Arrange for refreshments. ❑ Identify an event facilitator. ❑ Develop a facilitator presentation. See Sample Facilitator Presentation. ❑ Identify table hosts (1 per every 6-8 anticipated attendees) . ❑ Provide training to each table host on roles and responsibilities. See Table Host Training Video. ❑ Assign day-of-event tasks to team members to plan for table set-up, refreshments, technology, and greeting attendees. Make sure to print: ❑ Table tents containing questions and tips (1 per table; see Table Tent Template) ❑ End of event surveys (1 per anticipated attendees; can also create a QR code for participants to access survey through phones) ❑ Table host notes for all conversation rounds (1 per table; see Table Host Notes Template) ❑ Table Host Tip Sheet (1 per table) ❑ Placemats (1 per anticipated attendees; see Placemat Template) . ❑ Nametags (1 per anticipated attendees; may pre-populate with registered attendees and leave spaces for unregistered attendees who attend) ❑ Registration sheet (pre-populate with registered attendees and leave spaces for unregistered attendees who attend; see Registration Sheet) Make sure to bring: ❑ Technology needed to display facilitator presentations , play videos , etc. ❑ Microphone and speakers (if necessary) ❑ Pens and markers for making nametags and documenting ideas ❑ Decorations ❑ Access to completed facilitator presentation ❑ All previously printed paperwork During the Event Upon arrival , make sure to: ❑ Set up registration table with: o Registration sheet o Nametags o Pens and markers ❑ Set up tables for anticipated attendees, with each including: o Table tent o Placemats o Pens o Candy ❑ Confirm an appropriate number of table hosts have been selected. Provide each table host with: o Table host notes o Table host tip sheet After attendees have arrived: ❑ Begin the facilitator presentation and address: o Purpose of the event o Event procedures o Conversation etiquette ❑ Conduct small-group conversation rounds; team members circulate to provide assistance as needed. ❑ Conduct whole-group conversation round , allowing each group to share. ❑ Disseminate end-of-event survey. ❑ Facilitator concludes event and allows for networking. Upon the event’s conclusion, make sure to collect: ❑ Registration sheet ❑ Table host notes ❑ Placemats ❑ Record of whole group sharing notes ❑ End-of-event surveys After the Event Set goals: ❑ Review notes (i.e. , table host notes, placemats, whole-group discussion ideas, end-of-event surveys, additional notes) to identify the most promising ideas to begin addressing. ❑ Schedule a goal setting planning meeting, inviting anyone who expressed interest in getting involved. ❑ Set 2-3 goals for improvement based on prioritized ideas. ❑ Complete the Goal Planning Template to develop an action plan for addressing goals. See Sample Goals and Action Plan. ❑ Assign team member responsibilities for goal progress. Disseminate information: ❑ Develop an event summary brief. See Sample Event Summary Briefs. ❑ Use attendee contact information (i.e. , emails, mailing address) to disseminate briefs. Evaluate progress: ❑ Schedule follow-up meetings to assess goal progress. ❑ Select a community member to check in regularly regarding progress and attend follow-up meetings. ❑ At follow-up meetings, assess progress toward goals and mak

FAQs

What preparation steps are required before the event begins?

Organizers should select a venue, date, and time; develop conversation questions and an event agenda; set up RSVP; plan recruitment strategies; and train table hosts. They should also assign day-of-event tasks to team members and prepare a facilitator presentation.

What materials should be printed for tables and participants?

The checklist calls for table tents with questions and tips, end-of-event surveys (optionally via QR code), table host notes for each table, a table host tip sheet per table, placemats per attendee, and nametags per attendee. It also includes a registration sheet pre-populated with registered attendees.

How should progress be evaluated after the event?

After collecting registration sheets, table host notes, placemats, whole-group sharing notes, and end-of-event surveys, organizers should review the materials to identify promising ideas. They then schedule goal-setting and follow-up meetings, assess progress toward goals, make adjustments as needed, and set new goals when milestones are met.

Sep 12, 2026

Upload by Graffin