PETA India:: Activism

If you’ve tabled enough to build up a mailing list of 100 or more people, you may want to hold a public meeting.

There are several good reasons to hold a meeting: to form a local group, to show an animal rights film, or to have a speaker urge people to take action on a particular issue. Be sure you’re clear about the purpose of your meeting, as this affects how you plan it.

SETTING THE DATE

If you are inviting a speaker, first call and find out when he or she is available. If you intend to show a film or video, find out when you can get it and what equipment you’ll need to show it. These factors will determine the date of your meeting.

Before you finalise the date, make sure your meeting doesn’t conflict with any major sporting events or local community gatherings. Give yourself at least six weeks to get ready.

FINDING THE RIGHT SPOT

Some cities have rooms or auditoriums in libraries, community centers, or government office buildings that local groups can use free of charge. Many universities have excellent facilities, including auditoriums, that students and faculty members can often use free of charge.

Send in any required permit applications as early as possible. It could take several weeks to get an application approved. If you are denied a permit, politely ask exactly why, then, if you are able and it is necessary, enlist a lawyer to call and try to appeal the denial.

If you can’t find a government or library room, try renting a room from a religious group, the YMCA, or other public centre. In any case, go and see the room first. Take along this checklist:

• Is the room too dark or shabby?
• Is the room large enough?
• Are there enough seats?
• Are there enough electrical outlets?
Do they work?
• Is the room accessible to everyone?
• Is there adequate parking?
• Is the building in a safe and centrally located area of town?
• How is the sound? (Check it out in advance.)

It’s better to have a room that’s a little too small. A crowded room will make the meeting seem more successful than a large, half-empty room.

PUBLICISING THE EVENT

Once you’ve got the date, place, topic, and speaker chosen, you’re ready to publicise your meeting. Here are some ways to do it:

1. Distribute and post fliers (click here).
2. Send fliers to the people on your sign-up sheets.
3. Make a public service announcement over the radio or on TV.
4. Get a newspaper listing in the “event” or “calendar” section.

Some radio stations feature a community bulletin board to air free announcements of local events (called public service announcements or PSAs). You’ll have to call each station to find out its policy and time limit (usually 20 seconds) for these announcements; they sometimes require a typewritten notice a month or so in advance. Local TV stations are also worth checking for free announcements.

Newspapers often offer free services to publicise community group events. Try both the established publications and the small, local papers. Once again, you may need to send a written notice a few weeks ahead of time.

Call all the people to whom you’ve mailed a flier. If they seem interested, get them involved: Perhaps they’ll post fliers, make some telephone calls, or help you set up the meeting.

If your speaker is willing, try to schedule talk shows or newspaper interviews while he or she is in town.

CONDUCTING THE MEETING

Most of us are nervous on the day we’re doing something special or new. While you may not be able to avoid being anxious, you can eliminate some worry (and maybe avert some misery) if you are well prepared.

A few days before the meeting: Call your speaker to confirm the date and time he or she is expected. Find out how the speaker would like to be introduced, and take a few minutes to write and practice the introduction. Confirm your room rental. Make sure your VCR or slide projector is reserved and that you have adequate extension cords to hook up the equipment.

The day of your meeting: Arrive at the room at least an hour ahead of time. Set up the equipment you’ll be using and make sure it works. Lay out literature on a table in the back of the room, and arrange chairs near the front of the room.

As people arrive: Be at the door to greet people. Circulate a sign-up sheet, but remove it when the meeting is ready to start.

Introduce the speaker to start the meeting and thank him or her at the end of the meeting. Ask people if they’ve added their names to the sign-up sheet, and thank them for coming to your meeting. Urge them to get involved. Give them something specific to do: write a letter, make a telephone call, or hand out leaflets. Always end on a very upbeat note.
A few days later, write a short thank-you to your speaker; you may want to invite him or her again.

Mail a follow-up letter suggesting specific actions to people who attended the meeting, and be sure to add any new names to your mailing list.