Intersect Town Hall Playbook

Welcome page

Last Updated 23.09.24 Next Planned Update: 16.01.25

Schedule of Events

Intersect Town Halls are built on co-creative iteration. Each week, there is a syncing activity to prepare for the upcoming Town Hall. Twice per year, check if people prefer to change time zones.

The standard schedule goes like this:

On the 1st week of the month, Thursday at 16:00 UTC - 1st Workgroup Session is held. https://us02web.zoom.us/meeting/register/tZYvdeCgqj4jE9FeALSUQp3kQivSCGn0Z2z_#/registration

On the 2nd week of the month, Thursday at 16:00 UTC - 2nd Workgroup Session is held. https://us02web.zoom.us/meeting/register/tZYvdeCgqj4jE9FeALSUQp3kQivSCGn0Z2z_#/registration

On the 3rd week of the month, Thursday at 16:00 UTC, a Swarm Stand Up Session will be held.

On the 4th week of the Month, Thursday at 16:00 UTC - Intersect Town Hall and After Town Hall is held. https://us02web.zoom.us/meeting/register/tZEkc-ugqTIjE9zqEK2oRrfcltquGBPk_4v8#/registration

The up-to-date Schedule of events will be visible on the Intersect Calendar. https://calendar.google.com/calendar/u/0/embed?src=c_b0c28175a650d8e0720536de89a443121ba71a5d081bdb9e54dbe566254f9de0@group.calendar.google.com&ctz=UTC&csspa=0

Changes to the Calendar are made with the account townhalls@intersectmbo.com

Discord Chronicle Bot picks up Google Calendar changes and creates Discord Events automatically.

1st week Workgroup Session

The Standard Agenda looks like this:

  • Context: Workgroup helps to Co-Create and Operate Intersect Town Halls

  • 5min - Welcome and Agenda

  • 5min - (Optional) Introductions, Onboarding and Open Questions

  • 10min - Retrospective on Previous Town Hall

  • 30min - Work on primary Town Hall items

  • 10min - Work on secondary Town Hall items

  • 20min - Open Topics - either discuss further on previous items or new ideas

  • 10min - Next Elegant Steps

Miro Board Template for Miro Board Meeting Notes: https://miro.com/app/board/uXjVKG5h5BA=/?moveToWidget=3458764593265397919&cot=10

2nd week Workgroup Session

The Standard Agenda looks like this:

  • Context: Workgroup helps to Co-Create and Operate Intersect Town Halls

  • 5min - Welcome and Agenda

  • 5min - (Optional) Introductions, Onboarding and Open Questions

  • 30min - Review and Update the Intersect Town Hall Problem Board https://github.com/orgs/Catalyst-Swarm/projects/2/views/1

  • 15min - Coordinate After Town Hall Topic

  • 25min - Open Topics

  • 10min - Next Elegant Steps

Miro Board Template for Miro Board Meeting Notes: https://miro.com/app/board/uXjVKG5h5BA=/?moveToWidget=3458764593265397919&cot=10

Swarm Team Stand-Up Session

This Session is intended to:

  • Review and distribute project tasks based on current WG capacity.

  • Validate task documentation and evidence to move tasks for payment.

  • Discuss any other Intersect Town Hall related topics

The review of tasks/decisions and the project board stand-up are recorded for ease of transparent and accountable reporting.

Intersect Town Hall

Town Hall is a regular meeting for a community to

  • come together

  • share updates

  • discuss important issues

It’s somewhere where you can reach many people at once from all sections of your community.

It’s an open space where anyone can stand up and share something, but there’s a structure in the form of different “slots” where community members can bring content.

It’s shaped by the community it serves; so what it’s like, depends on who’s there.

Intersect After Town Hall

After Town Hall is an informal, community-led event that happens immediately after a Town Hall.

It consists of a series of breakout rooms, each facilitated by a community member, about a topic of interest to them - for example

  • sharing something they’re working on

  • or discussing an issue they care about

The breakout rooms take place simultaneously and Town Hall attendees choose which one to attend.

Anyone can sign up to run one, and can run it in whatever style they like.

The Swarm Town Hall team can offer support with planning, facilitating or documenting -

just let us know in the form!

Sign Up Form: https://forms.gle/Qyn5K7F8RM2pzLxF6

Communication Plan

Above in the schedule, you find ways to connect with us in live sessions. In addition, members of Intersect Town Hall are also joining other Workgroups and meetings to help establish more relations between groups and Town Halls.

For asynchronous work, we use various platforms:

Messaging Strategy

We use Google Google Docs and Sheets with commenting access to provide better transparency and open up for improvements.

Google Docs to keep track of the latest publicity messages https://docs.google.com/document/d/1_n2cMAk8uhVoNWanUWEMS8AkLxW8EN0uegHiXBvc6XE/edit#heading=h.ycptt3kp3wuw

Public Google Sheet for planning messaging channels and strategy how we use them https://docs.google.com/spreadsheets/d/1CMiDIkTdp1JOt6qRBcse-51PTOw9dqBU_YxB5XEcOf0/edit?usp=sharing

IntersectMBO Support

IntersectMBO can help to update Intersect Newsletters. Requests may not be fulfilled after confirmation. Plan newsletters two weeks ahead.

The Intersect Staff team announces Intersect Town Hall's start in the Discord announcements channel.

The Intersect Staff team may not amplify messages for Intersect Town Halls.

You may need to have extra private sessions with Intersect Staff where they want to review the agenda or provide internally collected feedback.

Roles and Responsibilities

Facilitators

Town Hall Facilitators

After Town Hall Facilitators

Town Hall Workgroup Facilitators

Content Creators

Workgroup sessions - create workgroup publicity updates and/or meeting summary

Town Hall - Update Town Hall related Documentation

After Town Hall Bounty - Create session description and/or meeting summary, timestamp video if applicable

Publicists

Call Outs - To workgroup Sessions, Town Hall Events, submitting surveys and inviting to facilitate

Town Halls - Request for update slides from groups and Intersect Staff

Workgroup Sessions - Share additional outputs of the session with engaging questions

After Town Hall - Share After Town Hall summary in their own network

Share Summaries - Updates from workgroup sessions, updates from Town Halls, updates from After Town Halls

Project Leads

Take ownership of Town Hall proposal deliverables https://github.com/orgs/Catalyst-Swarm/projects/1/views/1

Other Resources

Here will be a list of all the relevant documentation TH WG has produced when facilitating town halls.

Agenda Templates

Monthly Town Hall Agenda Template: https://docs.google.com/document/d/1vyy2Ds3Y88YbNBVKMxCHOIk-0CNbCkhXbJkQ4tZi1MY/edit#heading=h.t8wrmopmsksn

Miro Board Workgroup Sessions: https://miro.com/app/board/uXjVKG5h5BA=/?moveToWidget=3458764593265397919&cot=10

PreviousIntroductionNextThe Proposal

Last updated