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An open forum and panel discussion engages the public in a way that one-way print media or even visual presentations cannot. This activity provides a context for learning first-hand what community members are thinking, and it provides an opportunity to clarify or resolve issues. Showing the Zero Waste Video first provides a stimulus for conversation.

IMPORTANT NOTE: The Public Forum/Panel Discussion was organized by EcoCycle as part of an evening that included a pre-event warm-up reception, a showing of the Zero Waste Video, a Guest Speaker, a Public Forum/Panel Discussion, a Zero Waste Idea Contest and a post-event dessert reception . The pre- and post-event receptions' places in the larger event are in bold in the following schedule of EcoCycle's event. Remember, offering food and drink-before AND after your event if possible- is key to a well-attended event!

Schedule for Eco-Cycle event
(This event was held on a Friday night-the evening before Earth Day 2000-at the Boulder Public Library auditorium.)

How To Do It

Step 1 (4 months before event): Determine and secure location for public forum/panel discussion, taking into consideration the other event activities as well (e.g., video showing, reception, guest speaker). Decide how long your panel discussion will be (see EcoCycle schedule above as a guide), when in the order of things it will be held, and how much time you will give each panelist to speak before the Q and A session that follows.

Step 2 (3 months before event): Select a panel facilitator and discuss with him/her how the panel will be conducted. Preferably, your facilitator will be someone from your organization who knows the topic and who can steer the discussion in a productive direction. The facilitator will also need to be adept at "managing" personalities-both panel and audience. Make sure the facilitator knows how to follow up and ask questions of panelists to further clarify or flesh out the important points you wanted them to address. (see Step 4).

Step 3 (3 months before event): Select panel members. For ideas on selecting panel members, see "Tips" below. EcoCycle chose the following THREE persons:

• Zero Waste expert Gary Liss. Gary was already present at the event as the guest speaker. Gary consults widely with public and private sector institutions to develop recycling and Zero Waste policies and practices. He was able to speak to and answer a variety of questions about the economics, politics and logistics of Zero Waste.
  
• Eco-Cycle Executive Director Eric Lombardi. Eric is an engaging and passionate speaker who represented the voice of a local non-profit engaged with Zero Waste issues. He spoke to issues of local organizing and community participation in politics (as well as the role of Eco-Cycle) and helped articulate a Zero Waste vision for Boulder County).
  
• Boulder City Council member Lisa Morzel. Lisa supports Zero Waste policies in government and is an exemplary practitioner of Zero Waste with her family at home. She spoke about her personal experience trying to achieve Zero Waste and also spoke about the local political climate around Zero Waste.

When you are considering whom to invite for your panel, think about the expertise or experience that you want represented. In your communication with potential panelists, tell them up front the focus of the contribution you hope they will make to the panel. For example, EcoCycle stressed to Lisa Morzel that her experience maintaining a "Zero Waste" household would be valuable to the audience, as would her experience advocating for progressive waste-related legislation as a City Council member.

Step 4 (2-3 months before event): Send to each of your panelists a written description of the points you wish them to stress when they speak, as well as an indication of the amount of time they will have to make their speech. Also, make sure they are clear about the length of time they are expected to be on the panel to answer questions from the audience. Confirm that your panelists can come to the entire event and that they will be there WELL BEFORE the panel discussion is scheduled to start; a "missing in action" panelist is no fun for event organizers or guests!

Step 5 (8 weeks before event): Call each of your panelists and confirm that they received your written outline. Go over that outline and answer questions the panelist may have.

Step 3 (8 weeks before event): Prepare media campaign to publicize event (i.e.: Newspaper Ads, Bus Ads, and Zero Waste Press Release).

Step 4 (6-8 weeks before event): Reserve sound system equipment from a rental agency (if relevant). Make sure that the rental agency either plans to set up the equipment on the day of the event or plans to teach you how to do it.

Step 5 (4-8 weeks before event): Organize staff and volunteers for the event (set-up and clean-up people, food service people, ushers, video/sound people if necessary, floaters who can answer questions and assist guests). Prepare a contingency plan in the event that one or more of the panelists have to cancel at the last moment.

Step 6 (One week prior to the event): Contact the panelists, confirm their attendance, and go over the format for the event with them (when the panel starts, what points they are expected to stress, how much time they'll have to speak, what will be expected of them in the public Q and A session, etc.). Ask if they have any questions or concerns at this point and address those.

Step 7 (One day before event): Contact panelists once more and confirm their attendance. Remind them to show up for the whole event or to come well before the panel discussion starts. If possible, have them there at the pre-event reception and later at the dessert reception (if you choose to host these activities) so that attendees can meet the panel and ask them questions.

Step 8 (Day of event): Set up sound system early and test it well in advance of the panel. Have troubleshooting expertise on hand if something goes wrong during the panel discussion.

Step 9 (Day of event): IMPORTANT: Ensure that the Public Forum/Panel Discussion facilitator provides an overview of the evening from the outset. Make sure he/she introduces the panelists by including the points to which each panelist will speak. The facilitator should also explain to the audience that after each panelist speaks (you might give each panelist five minutes to talk), there will be a Q and A session, and after that a DESSERT RECEPTION. The facilitator should encourage attendees to stay for dessert; you want to ensure that folks stay for the Q and A, and stressing the dessert reception is a powerful way to do that.

Step 10 (Within one week post-event): Send a personal thank-you note or letter to each panelist, and invite their feedback on the event. You also may wish to send a thank-you to the facility provider and any volunteers who assist with the event.

Tips

• Select panel members who represent different aspects of society concerned with Zero Waste issues: business, government, and environmental groups. Consider also folks who practice Zero Waste domestically. If no one in your community is a Zero Waste expert, think of folks who practice or advocate for elements of Zero Waste in government, business, or through a non-profit agency (see "What is Zero Waste?" section on the home page of this Kit).
  
• Choose panel members who know how to respect differences well. Don't create a "Jerry Springer" show out of your public forum.
  
• Set a time limit for the panel discussion and the question period that follows, and ensure that questions from the audience are answered in the order in which they are asked. Be sure your panelists know the format.
  
• Be prepared for audience members who are disrespectfully confrontational of panelists or who want to monopolize the Q and A time. Ensure that your facilitator knows how best to handle such persons.
  
• Be prepared to go a little over time if BOTH the panel and audience are leaning towards this, and the facility rental arrangement will allow.
  
• Advertise well for the event and request RSVP's to written or mailed invitations. It's good to have a sense of how many people are coming, though there is always some unpredictability when the general public is invited.

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