The candidate forum is a timeless and effective way to educate voters and engage candidates in a public setting. A well-run forum elevates the conversation around your issues and positions your organization as a trusted, nonpartisan leader. This guide provides a comprehensive, step-by-step plan for success.
Three to Four Months Out: The Foundation
- Build a Coalition: Partner with other nonpartisan community organizations. Co-sponsors help with turnout, share the workload, and broaden the appeal of the event.
- Set the Date, Time, and Place: Choose a date on a weekday evening. Select a centrally located, transit-accessible, and ADA-compliant venue. Book it early.
- Choose Your Format: Decide on the structure of your forum. Common formats include:
- Moderator-Led Q&A: A moderator asks all questions.
- Town Hall: The audience asks questions (which should be pre-screened for relevance and neutrality).
- Hybrid: A mix of both.
- Create a Budget: Account for venue rental, A/V equipment, marketing materials, etc.
Two Months Out: The Invitations
- Invite All Candidates: You must invite every viable candidate for the office. Use your Candidate Tracking Sheet to ensure no one is missed. Send a professional invitation via email and follow up with a phone call.
- Emphasize Nonpartisanship: In your invitation, stress that your organization is a 501(c)(3), if appropriate, and that the forum will be conducted in a fair, unbiased manner.
4-6 Weeks Out: Building the Event
- Recruit a Strong Moderator: The moderator is the most important person at your event. They should be well-respected, neutral, and skilled at keeping a conversation on track. A local journalist or a respected community leader are often great choices.
- Plan for Turnout: Don't assume people will just show up. Create a real plan to fill the room. Ask all co-sponsors to promote the event to their members.
- Recruit Volunteers: You will need volunteers to help with setup, check-in, collecting audience questions, and timekeeping.
- Start Publicity: Announce the forum and begin promoting it through your website, social media, and email newsletter.
Two Weeks Out: Finalizing Details
- Confirm Candidates: Get a final confirmation from every participating candidate.
- Prepare Your Moderator: Have a detailed meeting with your moderator. Provide them with a Moderator Reference Sheet that includes the event timeline, ground rules, and your prepared questions.
- Reconfirm Venue and Volunteers: Double-check all logistical arrangements.
The Week Of: The Final Push
- Send Reminders: Send reminder emails to your list and post frequently on social media.
- Final Media Push: Send a press release to local media outlets.
- Prepare Your Materials: Print nameplates, signage, audience question cards, and any other materials you need.
Day of the Forum: Execution
- Set Up Early: Arrive at the venue with plenty of time to set up the stage, check-in table, and any A/V equipment.
- Establish Ground Rules: At the start of the forum, the moderator should clearly state the rules for both the candidates (e.g., time limits) and the audience (e.g., no cheering or booing).
- Screen Audience Questions: The audience should submit question cards in advance. Have a volunteer vet all questions submitted by the audience to filter out duplicates, personal attacks, and off-topic questions.
- Manage Time Strictly: A designated timekeeper should use color-coded cards (Green for 30 seconds, Yellow for 10, Red for STOP) to keep the forum on schedule.
- Allow for Mingling: The time after the formal program ends is invaluable. Encourage candidates and audience members to stay and chat informally.
After the Event: The Follow-Up
- Send Thank-Yous: Send a thank-you note to the candidates, the moderator, your volunteers, and your co-sponsors.
- Share Highlights: Post photos, video clips, and key takeaways on your website and social media.
Support Materials
- Planning & Budgeting: Use the Election Project Plan and Simple Budget Template to stay organized.
Candidate Forum Moderator's Packet Template
Provide this information to your moderator well in advance of the event.
[Event Name] - Moderator's Packet
Thank you for agreeing to moderate our candidate forum! Your role is crucial to ensuring a fair, informative, and engaging event for both the candidates and the audience.
Event Date: [Date] Event Time: [Start Time] - [End Time] Location: [Venue Name and Address]
Event Timeline (Run of Show)
- 6:30 PM: Doors Open / Audience Arrives
- 7:00 PM: Welcome & Moderator's Introduction (5 min)
- 7:05 PM: Candidate Opening Statements (2 min each)
- 7:25 PM: Prepared Questions (4-5 questions, 3 min per candidate response)
- 8:10 PM: Audience Q&A (4-5 questions, 2 min per candidate response)
- 8:50 PM: Candidate Closing Statements (1 min each)
- 9:00 PM: Closing Remarks & Thank You
- 9:05 PM: Informal Mingling
Moderator's Script: Opening
"Good evening and welcome to the [Event Name], hosted by [Your Organization] and our partners [List Partners]. I'm [Moderator Name], and it's my honor to be your moderator tonight.
"Our goal for this evening is to have a substantive, respectful conversation about the critical issues facing our community related to transportation and street safety. We are here to learn about the candidates' visions and policy ideas.
"Before we begin, a few ground rules. To the candidates: you will each have [X] minutes for an opening statement, [Y] minutes to respond to each question, and [Z] minutes for a closing statement. A timekeeper will hold up colored cards to help you track your time. Please be respectful of your fellow candidates and the time limits.
"To the audience: we are delighted you are here. This is a nonpartisan educational event. We ask that you please refrain from cheering, booing, or any other disruptions. Please silence your cell phones. We will be collecting your questions on notecards, and I will ask a selection of them later in the program.
"Now, let's begin. We will start with opening statements, and the order was determined by a coin toss backstage. We will begin with [Candidate Name]."
Prepared Questions
- [Question 1]
- [Question 2]
- [Question 3]
- [Question 4]
- [Question 5]
Moderator's Script: Closing
"That concludes our question-and-answer portion of the evening. I would like to extend a sincere thank you to all the candidates for taking the time to be with us tonight and for sharing their perspectives.
"I also want to thank our co-sponsors, our volunteers, and all of you in the audience for being part of this important civic conversation.
"A reminder that the election is on [Date of Election]. Please be sure to vote. Thank you, and good night." {.is-info}