The logistics of an event like the Town Hall vary considerably depending on the size of the event, how many people are involved, and the location. We have found it useful to organize the event according to a variety of schedules and charts outlining responsibilities and tasks.

The Budget Worksheet helps us understand economic costs. You will notice that food costs for the Town Hall meeting are higher than the Great Debate, but that student wages are comparatively lower. Collecting this kind of data lets us know what we should expect to change as the events grow and change.

The Calendar of Events is our checklist of what needs to happen in particular timeframes. After years of putting together the Town Hall we have become very efficient at delegating tasks to student staff and making sure we are on time. This efficiency is only possible because we keep careful track of what needs to be done and correct mistakes as they happen.

Documents like the List of Locations, the Planning Binder Contents and the Staff Schedule help us stay organized as we prepare for the event. The Town Hall functions in stages from largest (plenary opening) to most intimate (roundtable discussions); the list of locations reminds us what happens where. During the event, the planning binder is an ever-present asset as it contains task lists, contact information, and descriptions. With an event as large and complex as the Town Hall no one person understands all of what is happening. The binder helps the right hand know what the left hand is doing. The staff schedule helps us account for personnel at the event. Keeping track of our staff is critical as we sometimes need to make last minute adjustments.

The Master Database looks like an intimidating document, but it is actually quite simple.  It helps us keep track of who is participating at Town Hall and what they are doing while they are there. We also use Name Tags to keep track of students. If students do not pick up their name tags we know they did not attend the event. The name tags also include information for the students like the locations of their roundtable discussions and breakouts, which helps resolve a lot of ambiguity at the event.

The Program is a surprisingly compact breakdown of what happens at the Town Hall, providing students and staff with a quick reference guide for what is happening where. Important attributes of the program include acknowledgements of the people who make the event function as well as a simplified schedule. After the event, the program is an archive of what happened at the Town Hall, which students can keep