EFC Election Kit 2008: Holding an All Candidates’ Meeting

A growing number of churches are organizing and holding all candidates’ meetings during election campaigns. These are non-partisan events where all the candidates in the riding are invited to share their views and answer questions from the audience.

Partnering with other churches may maximize attendance and candidate participation. All-candidate meetings provide helpful information to church members and the local community about where the local candidates stand on issues of concern.

Five Steps for Organizing

1. Pick a Date!

Choose a place, date and time for the meeting. At the very beginning of the election call (while candidates’ calendars are still empty) contact each candidate to make sure they are available that day.

2. Plan the Meeting Format

1. Choose time limit for opening remarks (usually not more than 5 minutes).
2. Choose time limit for question and answer period (such as 1 hour or 40 minutes), and time limit for each question and answer (e.g. 30 seconds for each question, one minute for the answer).
3. Choose closing remarks order (such as reverse order from opening remarks).
4. Choose candidate speaking order (e.g. alphabetical).
5. Choose time limit for closing remarks (usually not more than 3 minutes).

3. Choose a Moderator and a Time-keeper

Debate Moderator:

• Introduces candidates and moderates questions from the audience.
• Explains guidelines and schedule for the evening and makes sure the rules of the meeting are being followed. 
• Remains neutral and does not get involved in questions or answers. 
• Puts a stop to any personal attacks.

Time-Keeper:

• Monitors time and notifies the candidates and questioners of the time limits.
• Controls stopwatch and gavel or bell. 
• Notifies candidates one minute (and perhaps again 30 seconds) before the end of the time limit for opening and closing remarks.

4. Send Out the Invitations!

• Send an invitation to each of the candidates, asking them to participate. 
• Send them the guidelines and format for the evening. 
• Ask them to provide a brief bio to help the moderator introduce them. 
• Let them know there will be tables available for their literature and whether any signage will be permitted.

5. Advertise…

• Advertising your meeting is very important. People will need to hear about the event a number of times in order for it to be noted and remembered.
• Notify the local newspaper, deliver flyers in the community, and send a press release to the local media. Give the date, time and location of the meeting, and the names and party affiliation of the candidates. 
• Inform your congregation of the meeting through a bulletin insert or announcement.

The most important thing to do is just start. You’ll be surprised how details will start to come together after you begin.

Practical Suggestions for the Meeting

Set up

• A table (or tables) should be set-up in the foyer for each candidate’s literature.
• Tables, chairs and microphones should be set up at the front of the auditorium (on raised platform if available) for the candidates, with name and party signs that can be read from any seat in the auditorium.
• Have the candidates sit in alphabetical order according to surname.
• If possible arrange two floor microphones (numbered) or identified locations (if microphones not available) to be available for the audience, with questions alternating between microphones.
• Provide water for the candidates.

Guidelines for the Audience

The moderator should inform the audience of the following guidelines at the beginning of the meeting:

1. This meeting is an information forum, not a forum for debate.
2. The candidates and parties have already formulated their position on issues.
3. Candidates’ response to intelligent and discerning questions will reveal their positions on issues of concern to the audience, who then will be able to make an informed decision at the ballot box.
4. There is no need to voice your objection to or disagreement with the candidate’s response. You can do that at the ballot box.
5. No personal attacks will be permitted.
6. A time-keeper (with a stop watch and gavel or bell) will be appointed to monitor and notify candidates and questioners of time limits; the time-keeper will notify candidates one minute before the end of the time limit for opening and closing remarks.

Advertising and Information

Deliver flyers in your neighbourhood two weeks in advance of the meeting, giving the date, time and location of the meeting, and the names and party affiliation of the candidates. Ideally an all candidates meeting should be scheduled approximately two weeks prior to the election.

Distribute a church bulletin insert two Sundays before the all candidates meeting, giving the time and date of the meeting, a list of the candidates and their parties, along with perhaps some of the information from the document “Sample questions for candidates.” If the sample questions are distributed, a copy of this insert should be given to each candidate before the meeting. 

Questions on issues could be prepared in advance by the church’s social concerns committee, and made available on a table in the foyer for the audience before the meeting.

Sample Schedule for a Meeting

7:30 p.m. start

Welcome and opening prayer requesting God’s blessing and direction on the evening by the pastor

Introduction of the moderator by the pastor.

Introduction of the candidates by the moderator from brief biographies provided by the candidates before the meeting.

Moderator explains the guidelines and schedule for the evening (provided to candidates prior to the meeting).

Opening remarks by candidates (up to 5 minutes each – this will depend on number of candidates, timeline for meeting and duration of question and answer time); presentations made in alphabetical order according to surname.

Moderator opens the question and answer period:

• Each questioner must be recognized and acknowledged by the moderator, then state their name before posing one question.
• The questioner then identifies the candidate(s) to whom they wish to address the question.
• The questioner must state the question within 30 seconds and the candidate(s) must answer within one minute (or less).
• The moderator must remain neutral and must not get involved in the questions or answers, except to possibly reword the question in the interest of clarity.

You may wish to consider a question and answer period followed by a “lightning round” of “yes” or “no” questions. Provide each candidate with large coloured “yes” cards (e.g. green) and “no” cards (e.g. red). Have all candidates simultaneously respond to a series of five to ten yes or no questions by holding up the appropriate card (See factsheets for samples of issues).

9:15 p.m. Candidates’ closing remarks (up to 3 minutes each) in reverse order to opening remarks.

Moderator will direct anyone who did not have opportunity to voice their question(s) to see the candidates following the meeting at their individual literature tables in the foyer.

9:30 p.m. End