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.