# Assembly Planning

Advance Preparation

Choose the venue

Online assemblies

Holding your Community Assembly online is potentially a good way to be more inclusive especially in rural areas where face to face assemblies could potentially mean long commuting to the assembly or it might be easier to attend an online assembly for parents.

The process of running an online Community Assembly is pretty much the same as one that you would use for an in-person assembly. Breakout rooms can be used for the deliberation phase. Please find more information in the Structure section of this manual. We also have a page about Using Zoom for Community Assemblies, the popular video meeting tool.

Inclusion

In the spirit of ‘radical inclusivity’ pillar of Community Assemblies and in accordance with Extinction Rebellion Principles and Values, check the Extinction Rebellion Principles of Inclusivity to ensure the assembly is optimising access across diverse needs.

In-depth Plan with Timings

One Month To Go:

Two Weeks to Go:

One Week to Go:

One Day to Go:

  • Last shout-out reminder on social media.
  • Send reminder emails or messages to anyone who registered on your event page.
  • Re-check there are no issues with the venue that might affect the event such as road works etc.
  • Check in with anyone holding a role that they are all good to go and agree to meet an hour before the start time to set up.
  • Send a reminder email to your local councillors and MP.
  • One Hour to Go:

  • All crew meet at the venue at least one hour before the advertised start time.
  • Host, facilitators and the media and messaging crew run through the assembly plan together.
  • Set up and test any PA equipment being used.
  • Set up food and hot drinks, and any information that is being displayed.
  • Ideally all the crew should wear something to identify them as being part of the organising team- this will make it easier for people to ask questions about the event or the process.
  • Set up the children’s area.
  • Circulate pictures of the assembly being set up through social media channels to generate interest.
  • During the Assembly:

  • Be available to greet anyone coming in and make them feel welcome/explain the process to them.
  • Be aware of tensions and needs.
  • Be available to support anyone. Many people may find themselves moved by the experience of listening to others or having their own voices heard, and some may need space or support.
  • After the Assembly:

  • Be available to answer people’s immediate questions about the assembly process or what happens next.
  • Collect emails and contact details to ensure that people can be kept in touch with, making sure that your process for doing this is GDPR compliant.
  • Pack away all the equipment and tidy up the venue.
  • Plan for a feedback and reflection meeting with facilitators and crew, ideally following the assembly. This can be scheduled for another day, but don’t leave it too long.
  • Have a party with everyone remaining!