Choose a location. It might be your home, a restaurant, bar, library, community room, or wherever you are most comfortable.
Pick a date. Decide on a date that works for you (and your location if it’s outside the home). Setting a date at least a couple of weeks out is generally a good rule of thumb.
Create an invitation list. Think of friends, neighbors, coworkers, and family. Consider people in your clubs, church, gym, or other communities. Prepare a list of 20 to 30 people. It’s a high number, because many will not be able to join you on the particular date and time you’ve chosen. Welcome your guests to bring friends if you’re comfortable with that.
Draft an invitation and send it out. You know your network best, so choose a delivery method that makes sense for you, whether phone calls, mail, email, social media, or invitation platforms like Evite or Paperless Post. We have templates you cane use in this toolkit.
Sketch out a rough agenda. This exercise will help you plan the evening/afternoon/morning. We have a sample agenda for you, but make it your own. The goals are to let people know about ranked choice voting and recruit supporters, so as long as those elements are included, any take on an agenda works.
Send an event reminder. And request RSVPs a few days before the meeting for those that haven’t yet responded.
Prepare your remarks. These could be as minimal as a welcome to your guests if you have someone from FairVote join the meeting. They could also be a short talk (5-10 min) about ranked choice voting. We have an example to help you craft these.
Sign in your guests. As people arrive, have them put their contact information on a signup sheet, a small form, directly into a form on a laptop, or ask them to use their smartphones to visit a specific url for you and sign up. It’s helpful to collect this information as they arrive, because people usually leave at different times and it’s tough to get it when they’re on their way out the door. Alternatively, once everyone is seated you could pass around a signup sheet.
Take some pictures. With your guests permission, snap some pics to share with us and we can share them with the broader RCV community.
Turn in the contact information. First review it and make sure there aren’t any obvious errors. Either take a picture of the signup sheet and send it in to your organizer or data enter the contact information at a url we provide that is specific to you.
Thank your guests and follow up with next steps. It’s so important to let people know how much you appreciate their time. We’re all busy and they came to the meeting because of their relationship with you. It’s also another opportunity to let them know, briefly, why you support RCV. Let them know that you appreciated their attendance via email, phone, or whatever makes sense for you. And if they have signed up or indicated interest in helping out in additional way (e.g. hosting a house meeting, helping you plan a mock election event), then follow up with them about next steps.