INTRODUCTION

This guide is designed to help you organize effective community response meetings following serious accidents and fatalities involving cyclists in your neighborhood. The structure and activities prioritize healing, actionable solutions, and community solidarity while creating a safe space for people to process, connect, and mobilize toward positive change.

Remember: In times of crisis, communities need both emotional support and clear pathways to action. {.is-success}

The Discussion Facilitation Guide and Conflict Resolution Strategies are additional helpful resources. {.is-info}

MEETING OVERVIEW

Format: 90-120 minute structured gathering

Setting: Community center, local place of worship, school auditorium, or other neutral, accessible venue

Participants:

• 10-100+ concerned community members
• 3-7 local organizers/facilitators
• 1-3 local officials or service providers (optional)

Be prepared to accommodate larger crowds than anticipated when community concern is high. {.is-warning}

Purpose: To provide a supportive space for community members to process a tragic event, share concerns, identify needs, develop actionable responses, and build solidarity while channeling grief and anger into constructive community action.

This meeting is designed to be:

• Supportive: Creating space for emotional processing
• Actionable: Focusing on concrete next steps
• Inclusive: Ensuring all voices are heard
• Structured: Providing clear facilitation to maintain focus
• Empowering: Building community capacity to respond

DESIRED OUTCOMES

By the end of this meeting, you should achieve the following:

1. Acknowledgment: The community's grief, anger, and other emotions are acknowledged and validated
2. Shared Understanding: Participants have accurate information about what occurred
3. Voice: Community members feel heard and their concerns documented
4. Unity: A sense of solidarity and collective purpose is established
5. Action Plan: Clear, specific next steps are identified with volunteers to lead them
6. Support Network: Resources for continued support are shared and accessible

PRE-MEETING PLANNING

48-72 Hours Before (if possible)

• Identify a core organizing team (2-3 people)
• Secure an accessible, appropriate venue
• Determine meeting time (ideally within 5-7 days of the event)
• Create communication channels (group chat, email list)
• Reach out to community leaders and stakeholders
• Invite appropriate resource providers (mental health, legal, etc.)
• Develop a clear agenda with timeframes
• Identify and brief facilitators (if not on organizing team)
• Reach out to Law Enforcement, Local Prosecutor's Office, Government Public Information Officers, Witnesses, and other key groups to collect information about the event.
• Prepare any factual information to be shared

24 Hours Before

• Distribute meeting information via multiple channels
• Prepare sign-in sheets
• Prepare contact lists of key stakeholders for participants, e.g. Mayor or Council, Key City Staff, Event Organizers, Local Community Group Leaders
• Gather supplies (markers, large paper, name tags, etc.)
• Confirm roles for all team members
• Create resource handouts or digital documentation
• Arrange for childcare if possible
• Prepare refreshments plan
• Consider security needs based on the situation
• Create Bicycle Parking Plan (e.g. mobile stands, bike valet, volunteer to monitor parked bikes)
• Check in with any speakers or resource providers

PROMOTING YOUR MEETING

Key Messaging

Your meeting announcements should be informative, respectful, and action-oriented. Emphasize:

1. The supportive nature of the gathering
2. The focus on concrete actions the community can take
3. The inclusive approach that welcomes all community members
4. The structured format that will respect people's time and emotions

Sample Email/Text Announcement

Subject: Community Response Meeting: [Brief Description of Incident]

Dear Neighbors,

Following the [brief, respectful reference to incident] that occurred in our community on [date], we're hosting a Community Response Meeting to support one another and develop an action plan.

📍 [DATE] from [TIME] 📍 [LOCATION] (accessible venue) 📍 Light refreshments provided

This meeting will provide: • Accurate information about what occurred • Space to share community concerns • Resources for those affected • Specific actions we can take together

No RSVP required – please share with neighbors. Children welcome [if childcare provided: "Childcare will be available"].

For questions or if you need accommodations, contact [NAME] at [EMAIL/PHONE].

In solidarity, [Your Name/Organization]

Social Media Post Template

Community Response Meeting: [Date/Time]

Following the recent [brief reference to incident] in our neighborhood, we're coming together as a community to support one another and develop an action plan.

Join us: ✅ [DATE/TIME] ✅ [LOCATION] ✅ Everyone welcome ✅ Resources provided ✅ Action-focused

Our community is stronger together. Please share with neighbors who may not be on social media.

[Contact information] [Relevant hashtags]

ROLES AND RESPONSIBILITIES

As community organizers, we often have limited resources and volunteers; however, for an effective meeting, try to staff these key roles:

Lead Facilitator

Responsibilities:

• Guides the overall meeting flow and agenda
• Maintains respectful discussion and time boundaries
• Ensures diverse voices are heard
• Redirects conversation when needed
• Summarizes key points and next steps

Skills needed: Strong facilitation experience, emotional intelligence, ability to redirect without dismissing, comfort with difficult emotions

Support Facilitator(s)

Responsibilities:

• Assists lead facilitator with group activities
• Takes detailed notes on concerns and action items
• Helps manage speaking order
• Provides individual support for participants who need it
• Watches room dynamics for potential issues

Skills needed: Active listening, empathy, organization, ability to summarize

Greeter/Logistics Coordinator

Responsibilities:

• Welcomes people as they arrive
• Manages sign-in process and information capture
• Directs people to resources or support as needed
• Handles venue logistics (seating, sound, etc.)
• Distributes materials and collects feedback forms

Skills needed: Warmth, organization, attention to detail

Resource Coordinator

Responsibilities:

• Identifies and invites appropriate resource providers
• Coordinates information sharing
• Creates resource sheets or digital documentation
• Follows up with specific needs identified
• Connects community members to ongoing support

Skills needed: Knowledge of local resources, organization, follow-through

Care Team Members (2-3 people)

Responsibilities:

• Provides one-on-one emotional support as needed
• Staffs a "quiet space" for those needing a break
• Identifies individuals in acute distress
• Connects people with immediate resources
• Checks in with participants showing strong emotions

Skills needed: Mental health background ideal, calm presence, crisis training

Have trauma-informed individuals serve on your care team whenever possible. This is not therapy, but basic support matters. Volunteers who have worked as substance abuse counselors can be particularly effective. {.is-info}

REQUIRED RESOURCES

Essential Materials

• Sign-in sheets with optional contact information
• Name tags (optional but helpful)
• Meeting agenda (displayed visually and/or as handouts)
• Large paper or whiteboard for documenting concerns
• Markers, sticky notes, pens
• Action commitment forms
• Local resource list (mental health, legal, etc.)
• Basic refreshments and water
• Childcare supplies if offering childcare

Optional But Recommended

• Microphone system for larger groups
• Projection capability for information sharing
• Quiet area designation for those needing space
• Safety/security presence if tension is anticipated
• Community asset maps or neighborhood resources

MEETING SCHEDULE

90-Minute Basic Framework

120-Minute Extended Framework

FACILITATION ACTIVITIES

2. Community Agreements (5 minutes)

Purpose: Create a safe, respectful space for difficult conversations

Materials:

• Large paper or poster board
• Markers

Instructions:

1. Present pre-written basic agreements (see below)
2. Ask if any additions are needed for this specific situation
3. Get verbal confirmation of willingness to uphold these agreements

Sample Community Agreements:

• One mic, one voice (one person speaks at a time)
• Speak from your experience (use "I" statements)
• Step up, step back (make space for all voices)
• Focus on solutions alongside concerns
• Respect confidentiality when appropriate
• Take care of yourself (it's okay to step out if needed)
• Assume good intentions, acknowledge impact

Facilitator Tip: "These agreements help us create a space where everyone can participate. Our goal isn't to control what's said but to ensure everyone feels safe enough to contribute. Is there anything specific to today's conversation that we should add to these agreements?"

3. Structured Sharing Circle (20-30 minutes)

Purpose: Allow community members to express concerns and be heard

Materials:

• Talking piece (optional)
• Timer
• Note-taking materials

Instructions:

1. Explain the process and time limits per speaker (1-2 minutes depending on group size)
2. Pose a focused question such as:
   • "What is your greatest concern following this incident?"
   • "What does our community need right now to heal and respond?"
   • "What would make you feel safer in our neighborhood?"
3. Invite participants to share, using a talking piece if helpful
4. Support facilitator records key themes and specific concerns
5. After the circle, summarize the main themes that emerged

Facilitator Tips:

• For very large groups, consider breaking into smaller circles with facilitators
• Remind participants to focus on experiences and needs rather than assigning blame
• Gently redirect if someone exceeds time limits
• Acknowledge emotions without letting them dominate
• Thank each person for sharing

4. Solution Mapping (20-25 minutes)

Purpose: Move from concerns to concrete actions

Materials:

• Large paper sheets (4-5)
• Markers
• Sticky notes
• Dot stickers or markers for voting

Instructions:

1. Based on concerns shared, identify 3-5 key response areas (examples: immediate safety, victim support, prevention, policy change, community healing)
2. Create a station for each response area
3. Divide participants into groups that rotate through stations
4. At each station, groups write potential actions on sticky notes
5. After rotation, everyone gets 3-5 dots to vote on priority actions
6. Identify top 2-3 actions for each area

Facilitator Tips:

• Provide examples to get people started
• Encourage specific, actionable ideas rather than vague concepts
• Remind participants to consider both immediate and long-term responses
• Look for actions that build on community strengths
• Ensure actions are within community capacity to implement

5. Commitment Gathering (10 minutes)

Purpose: Move from ideas to accountable action

Materials:

• Action sign-up sheets or digital form
• Pens
• Contact information cards

Instructions:

1. Present the top actions identified for each area
2. For each action, clearly state:
   • What is needed (specific tasks)
   • When it needs to happen
   • What skills or resources are required
3. Ask for volunteers to lead or participate in each action area
4. Collect contact information and specific commitments
5. Establish a timeline for first steps
6. Identify how progress will be communicated back to the community

Facilitator Script: "We've identified some powerful ways to respond as a community. Now we need to ensure these ideas become reality. For each action area, we need people who can commit some time and energy in the coming days and weeks.

When I describe each opportunity, consider if you can help lead or support this effort. No one person needs to do everything, but if each of us does something, our impact will be significant."

When Emotions Run High

• Acknowledge feelings: "It's natural to feel angry/upset about what happened."
• Offer a pause: "Let's take a deep breath together."
• Provide options: "If anyone needs a moment, our quiet space is available in [location]."
• Refocus: "These emotions show how much we care. Let's channel this energy toward what we can change."

When Blame Dominates

• Redirect: "Tonight our focus is on community response rather than investigation."
• Reframe: "What would a constructive response to this situation look like?"
• Offer perspective: "While determining responsibility is important, tonight we're focusing on supporting each other and planning our community response."
• Set boundaries: "We want to ensure everyone feels safe to participate, so let's focus on actions rather than individuals."

When Misinformation Spreads

• Provide clarity: "I appreciate your concern. The information we have confirmed is..."
• Acknowledge limits: "There are still some unknowns, and we should be careful not to speculate."
• Redirect: "When we have more verified information, we'll share it through our communication channels."
• Focus on verification: "It's important we base our actions on accurate information. Let's note this as something to verify."

When Conflicts Arise

• Remind of agreements: "Let's remember our community agreements about speaking from our own experience."
• Create space: "There are different perspectives here. Let's hear from a few more people."
• Find common ground: "Despite different viewpoints, it seems we all want our community to be safe."
• Take a break: "Let's take a five-minute pause before continuing this discussion."

When Participation Is Uneven

• Invite voices: "We've heard from several people in this section; let's hear from folks in other areas."
• Create structure: "Let's go around and hear briefly from anyone who hasn't had a chance to speak yet."
• Offer alternatives: "If speaking in the large group isn't comfortable, please share your thoughts on the written feedback forms or with a facilitator afterward."
• Acknowledge power dynamics: "We want to ensure all community perspectives are heard, especially those most affected."

AFTER THE MEETING

Immediate Follow-up (Within 24 Hours)

• Send thank-you message to all participants who provided contact information
• Distribute meeting notes and action commitments
• Create or update communication channels for ongoing coordination
• Check in with anyone who seemed particularly affected
• Connect volunteers with resources needed for their commitments
• Share accurate information to counter any misinformation

Within One Week

• Hold first action team meetings
• Follow up on immediate resource needs identified
• Provide update to broader community via established channels
• Connect with local officials or agencies as needed
• Check in with action team leaders
• Begin planning for any follow-up community gatherings

Sample Meeting Agenda

Community Response Meeting Agenda

Date: [Date]
Time: [Start time] - [End time]
Location: [Venue with address]

AGENDA

6:00-6:20 PM: Arrival & Check-in • Sign in and name tags • Refreshments available • Resource tables open

6:20-6:35 PM: Welcome & Opening • Moment of acknowledgment • Meeting purpose and overview • Community agreements

6:35-6:50 PM: Information Sharing • Current situation update • Available resources • Questions for clarification

6:50-7:20 PM: Community Concerns & Needs • Structured sharing circle • Documentation of key themes • Emotional support available

7:20-7:45 PM: Action Planning • Small group solution mapping • Priority setting • Resource identification

7:45-8:00 PM: Commitments & Next Steps • Action team formation • Volunteer sign-ups • Communication plan • Closing unity activity

8:00-8:30 PM: Continued Connection • One-on-one support • Resource access • Action team sign-ups

Support team members will be wearing [identifying item] and are available throughout the meeting if you need assistance or support.

Sign-in Sheet Template

To Do: Convert to and link word doc or google doc with image for easy editing. {.is-warning}

Community Response Meeting Sign-in Sheet

Date: _______________

Your contact information will only be used for follow-up related to community response efforts. Providing this information is optional but helpful for coordination.

Action Commitment Form

To Do: Convert to and link word doc or google doc with image for easy editing. {.is-warning}

Community Action Commitment

Action Area: _______________________________________________

Description: _______________________________________________

Timeline: ________________________________________________

Resources Needed: _________________________________________

I can help with: □ Leading this action □ Participating in this action □ Providing resources (please specify): _______________________ □ Other: __________________________________________________

Availability: □ Immediately □ Within the next week □ Within the next month □ Ongoing

Name: __________________________________________________

Contact: ________________________________________________

Skills/Experience I can offer: _____________________________