How to: Organize a candidate event
Know the Rules
Federal Tax and Election Laws permit 501(c)(3) and (c)(4) organizations that do not endorse, support, or oppose candidates or parties to stage candidate events in which:
- The sponsoring organization invited all qualified candidates,
- An independent panel prepared the questions,
- The topics covered a broad range of issues, including those of particular importance to the sponsor's members,
- Each candidate has an equal opportunity to present his or her views, and the moderator is neutral and acts in an unbiased manner, including making a statement at the beginning and end of the program that the views expressed are not that of the sponsoring organization.
Forums are opportunities for improving knowledge of societal issues and the election process; therefore, planning is essential. These easy steps should prepare you for hosting a successful forum.
Before the forum: Allow plenty of time for proper planning. Decide on forum format. Begin volunteer recruitment. Collaborate with other local nonprofits. Make media contact/get coverage. Become aware of legal requirements
What not to do in planning a forum: Do not start planning late. Do not assume people will attend. Remind constantly. Do not underestimate the power of media; be sure to follow up. Do not forget to instruct people on what will happen at forum.
Step 1: Select a Format
Equal time Q&A: An impartial moderator and panelist's questions candidates. Candidates are given equal amounts of time to respond. Candidates do not need to be asked the same questions, only given the same amount of time.
Prepared and Spontaneous Debate: Candidates receive questions prior to debate that elicit specific responses. Candidates will answer these questions and those that arise from audience and moderator during debate.
Follow-up Q&A: The moderator and panelists ask questions of the candidates. Follow-up questions are permitted (to avoid evasive answers), follow-up questions by opponents force candidates to present exact answers.
Discourse Debate: Moderator asks questions, candidates discuss the issue. It is very important to have moderator control dominating candidates. Strong nonpartisan moderator is a must for this forum.
Town Meeting Q&A: Members of audience ask questions. People asking questions will educate the candidate to the concerns of constituency.
Feedback/hearings: The focus of this forum deals with issues specific to your organization. An expert presents concerns and solutions. The candidates respond to the concerns presented and make closing remarks.
Adding on informal Q&A: With any format, you may add an informal Q&A session at the end of formal forum.
Step 2: Invite the Candidates
Send out personal letter inviting candidate three months prior to holding forum. Emphasize that this is required to be nonpartisan because of legal requirements. Emphasize the impact nonprofit organizations have in the district. Follow up with candidates each month using different methods of contact (phone, face-to-face).
Step 3: Get the Media to cover your event
Get information to the media early. Be aware of media's deadlines. Try to be the earliest forum (in terms of date); media will be "fresh" and interested. Show the media that your forum will cover issues with a large public appeal. It helps to get a forum's story to be told as part of a larger, regional story.
Step 4: Select a Moderator
Find someone that lives outside of voting district and can be nonpartisan. Find someone that is well respected within your community (example: journalist). Prepare this person in advance (questions, review with them, do practice runs).
Step 5: Select a Timekeeper
This should be a staff person with the main objective to keep the forum on schedule. This person should be able to interrupt people in order to keep time. Provide color-coded cards for timing (green = start, yellow = 30 seconds, red = stop).
Helpful Hints: Candidates want neutrality. Partner with a well known and well respected nonprofit. The candidates are more likely to attend a forum if a nonprofit has had a successful forum in the past. Make sure you invite all major candidates in the district where forum is held. Generate a large audience. Collaborate with other organizations. Combine efforts and increase chances that candidate will attend (officials are hard to get most of the time).
Timeline To-Do List
6 weeks until forum: Collaborate with other nonprofits to choose date, time and place for forum. Decide format and develop budget. Initiate contact with candidates and with media.
5 weeks until forum: recruit volunteers and follow up with invited candidates.
4 weeks until forum: assign tasks to volunteers, confirm candidates, hold mock forum with staff, reconfirm staff arrangements, distribute promotional materials, contact media to confirm coverage.
Less than three weeks until forum: select moderator, finish recruiting volunteers, recruit attendees, contact volunteers and confirm forum duties, confirm with media, write op-ed piece, select timekeeper
Day of forum: set-up, greet audience and candidates, provide head table for candidates/moderator, welcome, review rules of forum, hold Q & A after forum.