Part IV: Candidate Forums
Expect the Unexpected: Tips & Techniques for Event Planners
Even the most experienced event and forum planners get confronted with new and unexpected situations. What matters is not what happens, but how our organization responds. Are we decisive, positive, friendly, and quick to resolve a situation in the most neutral, unbiased way? LWV and our members are there to conduct a forum to bring the audience information from the speakers. It is their interests we serve. No one expects perfection; in fact, they prefer people who are human.
Let’s consider several potential scenarios:
Candidate/Speaker Issues
1. Are write-in candidates eligible to participate in LWV Candidate Forums?
Yes. LWVUS criteria for inclusion makes it clear that a write-in candidate can participate in forums just as other candidates, assuming: (1) constitutional eligibility; and (2) evidence of a campaign (public announcement of intent, campaign headquarters/staff/volunteers, campaign appearances, etc.).
The LWVMN Policy of Candidate Participation states:
In order to be invited to appear in an LWV forum, a candidate must have publicly announced their intention to run, be eligible to hold the office and be qualified to be on the ballot. Write-in candidates may be invited if they have made a substantial showing that the candidacy is bona fide. (Bona fide might include campaign speeches, distribution of literature, press releases, issue papers, a campaign committee, website and/or headquarters.) Write-in candidates who have been eliminated in a primary are not eligible to appear in a general election forum.
2. A candidate’s entourage walks in just as forum begins, wearing shirts with the candidate’s name.
Forum rules sent in advance to candidates and campaigns state that “campaign literature, buttons, signs, clothing or any other campaign-related items must not be brought into the room.” Make sure that event hosts and volunteers are aware of this rule. Politely and firmly approach the candidate’s supporters and inform them of the rule and request that they remove the campaign-related item(s). If they are unwilling to do so, ask them to leave the event. For shirts, turning them inside out usually is an easy fix.
3. A candidate creates an ad using edited footage from an LWV forum.
We may not be able to stop it entirely, but we can try to lessen the occurrences. We recognize that personal devices like cell phones, cameras, and video recorders are commonplace, and campaigns use them. The LWV recordings we make and share with the public should always be unedited. In fact, for Federal level races, FCC regulations mandate that if the forum is broadcast, it must not be edited and must be broadcast in its entirety. You should advise candidates in advance that the official forum recording is LWV property and excerpts or edited clips may not be used for partisan or political purposes. Once aware of the ad, you may contact the candidate to inform them that using that video is against the forum rules they agreed to follow. You should reach out to LWVMN for additional support if this happens. Consult the LWVMN Candidate Forum Recording guidance for more information.
4. A candidate isn’t using the microphone and you realize that the audience may not be able to hear them.
Ask host to deliver a note to Moderator to make sure they are aware. Moderators should interrupt the candidate to alert them to and remedy the problem. Moderators should also take the opportunity to remind to all candidates to speak directly into the microphone.
5. A candidate cancels on the day of the forum.
The forum can proceed. LWV Minnesota policy states, “If an invited candidate is unable or decides not to appear at a scheduled event, the event will still be held. This is the case even if only one candidate appears.” (See Candidate Participation Policy found in this training workbook and online.)
6. One candidate asks LWV to host a forum. Does this imply bias?
Choosing which races to cover with forums involves many factors including voter interest, number of candidates, issues of interest to community, availability of volunteers, venue and co-sponsors. LWV does not disclose who asked for a forum as it is irrelevant. The relevant factor is voter interest. The rest is political gamesmanship.
AUDIENCE ISSUES
1. An audience member is taking a video recording of the forum.
This will happen, so we have developed language for you to use in your programs and scripts:
LWV [local League name] sponsors nonpartisan candidate forums and events for the purposes of educating the public. We reserve the right to photograph or record candidate forums and publish those recordings as desired.
We recognize that personal devices like cell phones, cameras, and video recorders are commonplace. Minimally, we ask that attendees silence personal devices. We also request that attendees do not use personal devices to record this event. Any use of personal devices must not disrupt or distract others or obstruct the view of others. Any person who causes a distraction, disruption, or obstruction may be asked to leave the event.
2. Voter arrives demanding an interpreter without having given advance notice.
The Federal Disabilities Act requires that provisions for the hearing impaired or other persons with disabilities be made available for events to which the general public is invited. The law requires that a good-faith effort be made to aid those who make plans to attend the event by a specific publicized date. If it is not possible to provide the service, the forum can go on as planned. Please contact LWVMN for details on specific cases.
FACILITY AND SETUP ISSUES
1. The house sound system repeatedly quits working.
We try to avoid this problem in advance by having site staff or a sound technician present, and by testing all of the mics before the start of the forum. If this occurs, pause the forum while the situation gets resolved. Some sites may have alternate microphones available. If the Moderator’s mic or some of the candidates’ mics still work, devise a plan for sharing/passing the working mics.
2. One candidate on the panel has a US flag behind them.
A US flag can create a perception of unfair advantage. Photos taken and published may give the impression or perception that the candidate with the flag is more patriotic. Prevent this issue by removing the flag from stage beforehand or moving it to a location where this will not be an issue.
3. A candidate arrives and there is no place card, seat or name tag for them.
Quickly add seating to the panel, and hand write a place card and name tag. Always keep blanks in the supply case. If you have been communicating with a candidate who won’t commit or hasn’t replied, you may want to be prepared with a seat on the panel and printed name cards, just in case.
4. Microphones pick up and magnify ice clinking in pitchers of water provided for the candidates.
Use water with no ice or bottled water. Be sure to bring water for Moderator, timers, and question facilitators, too.
5. The battery in the timer quits working midway through the forum.
Always bring spare batteries and/or spare timers. Of course, most cell phones also have a timer app.
6. A forum is held in the meeting chambers for that office and the incumbent candidate has a usual seat with an engraved place card.
Public facilities are paid for by taxpayers and are generally made available for public events. As the center of our government, they are an appropriate site for a forum. In addition, many are provided at no cost. To avoid the perception of bias, candidates should be seated alphabetically either by first or last name. Using LWV place cards with the LWV Minnesota logo for all candidates and remove or cover engraved place cards.
CITIZEN EDUCATION ISSUES
1. LWVUS and LWVMN have a position on the subject of an educational forum.
Educational forums are usually on noncontroversial issues to bring greater awareness and can result in things like stronger legislation for certain issues. Local LWVs can and should present community forums on topics of local interest, based on a clear understanding of what the LWVUS and LWVMN positions are and taking advantage of LWV’s expertise, materials and speakers. Be sure to state the LWVUS or LWVMN position at the beginning of and/or during the forum.
2. Can LWV hold an issue forum if the proponent of the issue being considered is unable to attend but those opposed are able to attend? For example, construction of a new major roadway through a residential area.
Issue forums are trickier. Is it an issue on which LWVUS has a position? Does LWVMN have a position? Is a decision on the issue pending or has it been made? Consult with LWVMN to confirm. Then, consider how your audience is best served. It is always best to explore an issue from all points of view. Part of event planning is working with all parties to ensure a mutually agreeable and timely date for the event.
CO-SPONSOR ISSUES
1. When several local Leagues or a League and co-sponsors work together on a forum, who communicates with candidates?
That role should be part of the confirmation/agreement with any co-sponsors. Securing a candidate’s confirmation is often the most challenging part of planning a forum. Dates, venues, Moderator availability, forum rules and even calendars for events such as city or school board meetings, religious holidays and other significant events are all factors. Whether it is the Voter Service chair or the designated Event Planner, one person should be the contact with the candidate or their representatives. Confusion, delays, and miscommunication often result when others who don’t have all the facts offer to intervene in the communications. Check the Voter Service Handbook for sample communications.