This template below is a suggested timeline to complete various action items associated with planning and conducting a focus group or listening session. Consider local conditions such as a second location if cold snaps are possible or indoor space might need commitment sooner such as during peak national holidays.
The individuals tasked with facilitating a session should work with the appropriate staff on the action items that fall into our existing campaigns work.
| Time (relative to the event date) | Action Item(s)
IN-PERSON |
Action Item(s)
VIRTUAL |
| 10 Weeks Before | Get on Facebook & Website
Launch Social media Campaign As TBD |
Ideal: Facebook & Website
Launch Social media Campaign |
| 9 Weeks Before | ||
| 8 Weeks Before | Scouting for Locations | |
| 6 Weeks Before | Complete the creation of a promotional postcard or email invitation
Get on Facebook & Website |
Complete the creation of a promotional postcard or email invitation |
| 4 Weeks Before | Arrange for a session facilitator and a recorder (aka: note-taker) | |
| 3 Weeks Before | LATEST RECOMMENDED:
In-Person Location Lockdown |
LATEST RECOMMENDED:
Facebook & Website Launch Social Media Campaign |
| 2 Weeks Before | Event Walk-through and facilitation prep meeting | |
| 1 Week Before | Facebook Ads Launch | Facebook Ads Launch |
| Event Week | Facebook Ads Run
Gather all supply list materials Prepare the flip chart posters Secure refreshments |
Facebook Ads Run
Review Jam Board practice run through with Member Leaders If using Uber eats/grubhub/doordash certificates to compensate folks for food: review rsvp total & identify high payout if all attend. |
| 1 Day Before | Email & Text RSVPS
Post on Social |
Email & Text RSVPS
Post on Social |
| Event Day | Facebook Ads Final Day
Email & Text RSVPS (segment unopened no reply) Post on Social |
Facebook Ads Final Day
Email & Text RSVPS (segment unopened no reply) Post on Social Issue ID Poll upon Entry
|
| 1 Day After
If you need additional support with data, please contact Database Administrator, Max Parish at max.parish@mothersoutfront.org. |
DATA ENTRY: Submit in person meal ticket issue id cards & new paid member signups into NationBuilder, or via the mobile app, FieldEdge .
Send Thank you emails, and texts with links to give feedback |
Send Thank you emails, and texts with links to give feedback |
| 4 Days After each Event | Conduct a Reflection Assessment
An after event assessment discussion with participating staff/members
|
Conduct a Reflection Assessment
An after event assessment discussion with participating staff/members
|
| 7 Days After each event | Followup by sending an
email and text to attendees: Saying thanks Sharing the results of the “2021 Fall <insert local community name here> Listening Session Report” Invite to Member Appreciation |
Followup by sending an
email and text to attendees: Saying thanks Sharing the results of the “2021 Fall <insert local community name here> Listening Session Report” Invite to Member Appreciation |