beyondblue: the national depression initiative

How to organise a public forum
on depression in your community
Public Forum Guide

This Guide was produced in good faith by beyondblue for
the purpose of organising a public forum on de...
Public Forum Guide
CONTENTS
About beyondblue
Introduction	

1

1. Form a working committee	

1

2. Set a date	

1

3. Dete...
Public Forum Guide
About beyondblue
•	 beyondblue’s focus is to raise awareness of depression, anxiety and related
substan...
Public Forum Guide
•	 To find a psychologist in your area go to www.beyondblue.org.au and click
on Get help then click on ...
Public Forum Guide
How to organise a public forum on
depression in your community
On average, public forums take six to ei...
Public Forum Guide
3. Determine the format of the forum and who will speak
The format of successful public forums includes...
Public Forum Guide
Make sure that you arrange a support person to be present on the night for
people who are talking about...
Public Forum Guide
5. Find a suitable venue
•	 A venue that is central and easily accessible by public transport is ideal....
Public Forum Guide
6. Organise microphones and other equipment when
	 arranging venue
•	 Most venues can provide a lectern...
Public Forum Guide
8. Invite the community
•	 It’s a good idea to produce and circulate a flyer advertising the forum at l...
Public Forum Guide
•	 Depression and other information brochures are best displayed on a table
placed just outside or just...
Public Forum Guide
•	 Make contact with other relevant local agencies and invite them to set up a
resources table or send ...
Public Forum Guide
•	 Analysis of the feedback forms can be used for planning future forums.
See attached example of a Fee...
Public Forum Guide

TEMPLATES
Please photocopy and use the following
templates as required...
• 	 promotional flyer
• 	 me...
EXAMPLE OF A PROMOTIONAL FLYER

INSERT PICTURE HERE

SPEAKER?
LOCAL IMAGE?

PUBLIC FORUM ON DEPRESSION
IN TOWN NAME
A publ...
EXAMPLE OF A MEDIA RELEASE

Media Release

Insert your
	
organisation’s
logo here

2 March 200

Tackling depression in tow...
EXAMPLE OF NEWSPAPER 
RADIO ADVERTISEMENTS

Insert image here if appropriate

PUBLIC FORUM ON DEPRESSION
Join locals Simon...
EXAMPLE OF A RUNNING SHEET
INSERT YOUR ORGANISATION’S
LOGO HERE

RUNNING SHEET
PUBLIC FORUM ON DEPRESSION
VENUE: 	 Name of...
EXAMPLE OF A FEEDBACK FORM
INSERT YOUR ORGANISATION’S
LOGO HERE

PUBLIC FORUM ON DEPRESSION

1.	 Did you learn something u...
EXAMPLE OF A FEEDBACK FORM
6. How did you find out about the forum?
	

Newspaper	

Flyer	

	

Health professional	 TV	

Ra...
EXAMPLE OF AN EVENT CHECKLIST
Event Checklist
On average, public forums take six to eight weeks to organise. The table bel...
FORUM HELD

Organise name tags.
Confirm and write final Running sheet and briefing
notes – short introduction on each spea...
EXAMPLE OF A DISSEMINATION LIST
DISSEMINATION LIST FOR PROMOTING
PUBLIC FORUMS ON DEPRESSION
Questions to ask yourself.
•	...
    “I didn’t want people
            to think I was weak.

I’m a man.

     Men don’t get

              depression.”

De...
“I had no energy.

I didn’t give a stuff.
“I didn’t want people

I didn’t know it
was depression.”

to think I was weak.

...
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Depression how to organise a public forum iin your community

  1. 1. beyondblue: the national depression initiative How to organise a public forum on depression in your community
  2. 2. Public Forum Guide This Guide was produced in good faith by beyondblue for the purpose of organising a public forum on depression in a community and is accurate at the time it was created or modified. beyondblue reserves the right to make improvements and/or changes at any time to the format and /or content of this Guide. beyondblue does not accept any liability for any loss or damage which may be incurred by any person acting in reliance upon the information contained in this Guide. © beyondblue: the national depression initiative, 2009. 04/09
  3. 3. Public Forum Guide CONTENTS About beyondblue Introduction 1 1. Form a working committee 1 2. Set a date 1 3. Determine the format of the forum and who will speak 2 4. Briefing the speakers 3 5. Find a suitable venue 3 6. Organise microphones and other equipment when arranging venue 4 7. Local publicity 5 8. Invite the community 5 9. Setting up the venue 6 10. Materials for distribution at the forum 7 11. Running sheet and name tags 7 12. Refreshments before the forum 8 13. Feedback form 8 14. Gifts for speakers 9 15. Photographer 9 Templates • • • • • • • 10 promotional flyer media release newspaper & radio advertisements running sheet feedback form checklist dissemination list www.beyondblue.org.au 1300 22 4636
  4. 4. Public Forum Guide About beyondblue • beyondblue’s focus is to raise awareness of depression, anxiety and related substance-use disorders and to tackle the associated stigma. • beyondblue is a national, politically bi-partisan, independent body, established to address issues related to depression in Australia. It was established in 2000 and is now supported by the Commonwealth and all State and Territory Governments. • beyondblue’s vision is to have a society that understands and responds to the personal and social impact of depression, works actively to prevent it and to improve the quality of life of everyone affected. • beyondblue’s mission is to provide national focus and leadership that increases the capacity of the broader Australian community to prevent depression, anxiety and related disorders and to respond effectively. beyondblue’s key messages about depression, anxiety and related disorders • To find out more about the signs and symptoms of anxiety/depression, related drug and alcohol problems, available treatments and where to get help visit the beyondblue website – www.beyondblue.org.au – or phone the beyondblue information line 1300 22 4636 and information on depression and anxiety will be sent to you. • People can call the beyondblue information line from anywhere in Australia for the cost of a local call. • The beyondblue information line is not a counselling line, but callers can ask questions, request information and get help to find a doctor or other mental health professional in their area. • To find a doctor in your area who has had extra training in treating people with depression go to www.beyondblue.org.au and click on Get help, then click on Find a Doctor or other Mental Health Practitioner. It’s important to note however, that all General Practitioners in the course of their training learn how to help people with mental illness. p. A
  5. 5. Public Forum Guide • To find a psychologist in your area go to www.beyondblue.org.au and click on Get help then click on Find a Doctor or other Mental Health Practitioner. • On the website www.beyondblue.org.au there are interactive depression checklists which you can fill in to see if you or someone you care about may have depression or anxiety. • Depression is an illness which can be treated. With the right treatment, most people recover from depression. • Effective treatments (both medical and non-medical) are available. • If you think you may be depressed or you know someone who is showing signs of depression/anxiety, talk about it and seek help from a doctor or other health professional. Further information for journalists • Encourage journalists to call the beyondblue Communications Team on 03 9810 6100 if they need: – more information about beyondblue’s activities – facts and figures about depression/anxiety and related disorders – interviews with beyondblue’s CEO, clinical experts or program managers. p. B
  6. 6. Public Forum Guide How to organise a public forum on depression in your community On average, public forums take six to eight weeks to organise. The following is intended as a guide on how to organise a public forum on depression. beyondblue hopes your public forum on depression is successful with raising awareness of depression in your community. To support your forum, beyondblue will supply information materials and resources on depression, free of charge. You can order resources online via the website at www.beyondblue.org.au or by calling the beyondblue info line 1300 22 4636 (local call). 1. Form a working committee • Organising a public forum requires good planning and sharing tasks. • If you work full-time, it’s a good idea to form a working committee of three or four people who can help you organise the forum. • Local service clubs may also assist you if approached. • People with skills and experience in media/publicity, events management, promotion and project management will often have good ideas and experience. • Consider sharing the organising roles. • Talk to your local council – they may be able to assist you with co-ordination and information about local venues, promotional opportunities and local networks e.g. sporting bodies, community groups and health workers. 2. Set a date • When selecting a date for your public forum, avoid public holidays and traditional holiday periods e.g. Easter, ANZAC Day. • Attendance figures suggest the best time to hold a public forum is on a Tuesday or Wednesday night starting at 7.00pm or 7.30pm. (This gives many people time to get home from work and have something to eat prior to the forum). p. 1
  7. 7. Public Forum Guide 3. Determine the format of the forum and who will speak The format of successful public forums includes a mix of the following speakers (not necessarily in this order): i. Master of Ceremonies (MC) – introduces speakers. ii. Person who has experienced depression – shares their personal story. iii. Carer – shares their personal experience of caring for someone experiencing depression. To find a person who has experienced depression themselves or a carer who is happy to speak, consult your local health service or mental health service provider. If you are experiencing difficulty finding speakers to talk about their personal experiences, you may wish to play an interview with one of beyondblue’s Ambassadors from beyondblue’s DVD Stories of Hope and Recovery – available to order free of charge at www.beyondblue.org.au or by calling the beyondblue info line on 1300 22 4636. iv. Local General Practitioner – shares their perspective of treating depression in the local community. The doctor may talk about the typical symptoms of depression and how to recognise them and the services available in your community. On 1 November 2006 Medicare rebates became widely available for GP-referred visits to psychologists and a range of other mental health professionals. People with depression, anxiety and other mental illness can now be referred for psychological treatment for up to 12 individual sessions (or 18 in exceptional circumstances) and 12 group sessions in any one calendar year, and covered under Medicare. v. Mental Health Specialist (Psychiatrist or Psychologist) – speaks about the statistics, common symptoms of depression, various treatments available etc. p. 2
  8. 8. Public Forum Guide Make sure that you arrange a support person to be present on the night for people who are talking about their personal experiences of depression. Each community is different and in some cases the local Mayor, Politician or Service Club President could also be invited to speak. It is recommended that a maximum of five speakers (including the MC) be confirmed. Talking about depression at a public forum can raise issues for people. Members of the audience may want to talk to the speakers individually afterwards, so it’s always helpful if speakers have time to stay for individual questions at the end once the formal presentations are over. It’s also important to have local health services present to provide support/information if necessary. 4. Briefing the speakers • Each speaker should be clear on the nominated topic and length of their presentation and be asked to stay to the time allocated. • Where possible, speakers and their presentations should be relevant to the local community. For example, if the community has a lot of young men experiencing depression, then one of the speakers could be a young man who has experienced depression or someone who has cared for a young man with depression. • If there are particular local issues, these should be addressed or promoted. • It’s recommended that each speaker talks for around five to seven minutes. • After each speaker, the MC could invite questions to the speaker although questions can be left until all speakers have presented. • The MC can co-ordinate questions from the audience and answers from speakers. p. 3
  9. 9. Public Forum Guide 5. Find a suitable venue • A venue that is central and easily accessible by public transport is ideal. • Local town halls or community centres are popular venues for public forums as most people know where they are and there are large rooms available. They are usually accessible with good parking available. • If the local town hall isn’t available, a community hall, school hall or sports hall is a good alternative. • The venue should be visible from the street so people can find it easily. • It’s not a good idea to hire a university theatre within the university grounds unless it is well sign posted and easy to access – people may need a map to find the forum room. • Car parking can be a problem in metropolitan areas, so try to find a venue that has car parking or has a public car park nearby. • In city locations, venues with large car parks tend to be Sports Clubs, RSLs or hotels. However, the fees for hiring these venues can often be high, so are best avoided although lower fees can sometimes be negotiated. • The room should accommodate up to 350 people ‘theatre-style’. STAGE AREA speaker • The size of your town and surrounding district and the amount of publicity the forum receives will influence the number of people who attend. p. 4
  10. 10. Public Forum Guide 6. Organise microphones and other equipment when arranging venue • Most venues can provide a lectern and microphone for speakers, if not you may need to hire one from a local supplier. • Make sure the lectern has a light, especially if the venue has high ceilings and lighting is poor. • Check with speakers as to whether they require equipment for visual presentations e.g. Powerpoint presentation. If they do, you will need to have a laptop computer, data projector and a screen. Confirm if speakers need to play a DVD or CD that requires sound broadcasting. • If the venue is unable to provide the necessary equipment, make enquiries and hire it through a local provider. • It’s also a good idea to hire a portable microphone for questions and answers after the speeches have finished. A person can be located in the audience and give the microphone to people asking questions. The lectern microphone is available for speakers to respond. 7. Local publicity • Publicity is crucial for the success of the event. If no-one comes to the forum, it’s been a waste of the organisers’ time. • Investigate putting a free public notice in the ‘What’s On’ section of the local newspaper. Put the notices in local stores and on community notice boards. • Write a media release and fax or email it to the local newspaper and radio station. It’s important to state clearly the purpose of the forum, date, venue, speakers and make sure it’s clear that it is a free public forum. See attached example of a media release. • Follow-up with a phone call to the newspaper or radio Chief of Staff and try to arrange for a reporter or radio presenter to interview one of the speakers/ organisers. • Invite the newspaper to send a photographer to the event. p. 5
  11. 11. Public Forum Guide 8. Invite the community • It’s a good idea to produce and circulate a flyer advertising the forum at least two to three weeks before the event. • Print or photocopy the flyer onto coloured paper – this will attract more attention. See attached example of a flyer. • Circulate the flyer to local service clubs and organisations including Rotary, Lions, Apex, CWA, Freemasons, farmer groups, General Practitioner clinics, hospitals, schools, local community centres, support groups, libraries, TAFEs etc. • If you have sufficient funds or if you can arrange a free advertisement, consider placing an ad in the local paper the week before the forum. • As a result of your advertisement, it’s likely that the paper will run a story (no cost to you) supporting the forum. See attached examples of a newspaper and radio ad. • Invite the media. Contact your local paper, radio station or TV station. 9. Setting up the venue • Arrange chairs in theatre style with an aisle down the middle (see page 4). • The lectern and microphone should be at the front of the room either slightly to the left or right of the centre of the room. • If you can, hang a poster from the front of the lectern to help brand the forum. • There’s nothing worse than a large room with empty chairs, so arrange the room for 150 people, with a spare 200 chairs at the back of the room if required. As mentioned earlier, the number of people who attend depends on the size of your community, the speakers, the level of publicity the event receives and local interest in the issue. • Signage helps people to find the forum room. Place several signs at the entry to the building, one at the forum room entrance door and another inside the room, next to the lectern. • Be sure to put up signs/flyers outside the venue to guide people to the forum room. p. 6
  12. 12. Public Forum Guide • Depression and other information brochures are best displayed on a table placed just outside or just inside the forum room. People will take brochures if you have them available. • beyondblue can supply you with a range of fact sheets, posters etc. but it’s also a good idea to have brochures relating to local services. • Ensure seating for the speakers is reserved. It’s best if speakers sit in the front row of the audience. • At the end of the forum, during questions and answers, the speakers can sit at a table that faces the audience and respond to questions from there, or stand at the front of the seating. If they sit facing the audience for the duration of the forum the audience may be distracted by their movements and the speakers may feel uncomfortable. • Make sure you test all audio visual equipment before starting. • Ensure you have a jug of water and glasses near speakers for their comfort and to avoid any coughing fits whilst presenting. • Refreshments – The provision of tea and coffee at community forums is common in rural and regional areas although not necessary. It really depends on your community. If you think people will stay to talk over coffee after the forum, it’s probably a good idea. Remember to make arrangements for this in advance, including cleaning up afterwards. 10. Materials for distribution at the forum • Call beyondblue’s info line on 1300 22 4636 or use the website order form by clicking on Get Information then Order beyondblue Resources at www.beyondblue.org.au to arrange for beyondblue’s depression information materials to be sent to you so you can distribute them at the forum. Please allow at least three weeks for them to arrive. Ordering well in advance is recommended. • If possible, hand out some information as people leave. This ensures that people who need more information, but were reluctant to ask for it, have the contact details they require. • It’s also advisable to have a list of local Health and Mental Health contacts compiled in advance for dissemination. p. 7
  13. 13. Public Forum Guide • Make contact with other relevant local agencies and invite them to set up a resources table or send informative resources to be made available for the audience. 11. Running sheet and name tags • Prepare a running sheet for the forum detailing speakers and times. See attached example of a Running Sheet. • A copy of the running sheet should be given to the MC and all speakers. Note: The MC should signal to speakers two minutes before their time is up – this gives them time to finish what they had planned to say. • Prepare name tags for speakers. Not all speakers will know each other and name tags will help prevent any embarrassing moments when they can’t remember a person’s name. 12. Refreshments before the forum • It may be worth considering providing some light nibbles and refreshments for the speakers to enjoy prior to the forum. If speakers have travelled to attend the forum or arrived directly from work, it’s often a good way for them to relax and meet the other speakers prior to the forum. • It’s also a way of thanking the local MP, Mayor, Shire President, Council and Service Club members or people who have been supportive of the forum. • You may find that after the forum finishes most people will leave promptly, so it’s best to organise a ‘meet and greet’ before the forum. 13. Feedback form • Feedback forms regarding the forum are crucial to determine the level of success of the forum. Ensure you have them printed in advance. A copy of the feedback form can be placed on each chair before guests arrive and flagged by the MC at the start and end of the forum. Also have some spare pens available for people to use. • Place a clearly labelled ‘Completed Feedback Forms’ box on the table where you had the information brochures. When people leave they can place their forms into the box – this saves you from picking up the forms off chairs after the forum has finished. Allow adequate time for people to complete the forms. p. 8
  14. 14. Public Forum Guide • Analysis of the feedback forms can be used for planning future forums. See attached example of a Feedback Form. • Pass on to beyondblue the forms where the person has indicated his/her interest in joining beyondblue’s blueVoices email network. 14. Gifts for speakers • It’s important to thank your speakers for their time, participation and support of the forum. After the forum has concluded give them a small gift (a book or a box of chocolates is sufficient) and thank them publicly. A gift not only shows your appreciation but also builds your relationship and if you find yourself organising another forum, this small gesture of thanks could influence their decision about whether to participate. 15. Photographer • Don’t forget to record all your hard work in the form of photos! • If you can afford it, book a professional photographer or else you might be disappointed. If you rely on yourself to take the photos, the chances are that you will be too busy on the night and you’ll forget. Don’t risk it – book a professional. It may be a good idea to photograph speakers before the forum starts or after, to record their participation. • You may be able to persuade a local photographer to donate his/her services – and you meet any out-of-pocket expenses. • After the forum, follow-up with the local paper and send some photos. Let them know the outcome of the forum and what it means for your community. 16. Submit details of your event in the Events diary section of the beyondblue website www.beyondblue.org.au to assist with promotion. p. 9
  15. 15. Public Forum Guide TEMPLATES Please photocopy and use the following templates as required... • promotional flyer • media release • newspaper radio advertisements • running sheet • feedback form • checklist • dissemination list
  16. 16. EXAMPLE OF A PROMOTIONAL FLYER INSERT PICTURE HERE SPEAKER? LOCAL IMAGE? PUBLIC FORUM ON DEPRESSION IN TOWN NAME A public forum with Speaker names Join locals Simone White and Dr Kim Smith from town name at a public forum where they will share their personal perspectives and experiences of depression and anxiety. DATE: Tuesday 2 March 200 VENUE: Name of Venue Street address Street directory reference if possible TIME: 7.30 pm ADMISSION: Free For more information please call contact name on (03) 9999 1234 or visit website address if relevant Insert appropriate logo/names here EXAMPLE OF A PROMOTIONAL FLYER i
  17. 17. EXAMPLE OF A MEDIA RELEASE Media Release Insert your organisation’s logo here 2 March 200 Tackling depression in town name FREE public forum on depression Event: Date: Time: Location: To help raise awareness of depression and help reduce the stigma, there will be a free public forum on depression on Tuesday night, 2 March 200. Speakers will include local General Practitioner Dr Kim Smith , well-known person’s name who will talk about his/her personal experience of depression and speaker name topic etc. Around one million people in Australia experience depression each year. The National Survey of Mental Health and Wellbeing shows up to one in five women and one in eight men will experience depression at some time in their life. It is recognised that General Practitioners and psychologists play a critical role in the diagnosis and treatment of depression. Dr Kim Smith, title if appropriate said: “The primary objective of this community forum is to create an environment for open discussion where people can share their stories, experiences and thoughts about depression.” “Providing the community with accurate information is the first step towards reducing the stigma associated with depression,” he/she said. Name of person talking about his/her experience of depression said: “Depression does not discriminate. It can affect anyone at any time. And it’s not just the person with the illness who’s affected – it’s also their families, friends and work colleagues. In telling my story I hope to encourage people to start talking openly to friends and family, and to ask for help, if they need it.” There will be interview and picture opportunities at the forum from 7.00 pm. For more information or to arrange an interview with guest speakers please contact event organiser from business/company name on daytime phone number or mobile number. EXAMPLE OF A MEDIA RELEASE ii
  18. 18. EXAMPLE OF NEWSPAPER RADIO ADVERTISEMENTS Insert image here if appropriate PUBLIC FORUM ON DEPRESSION Join locals Simone White and Dr Kim Smith from town name at a public forum on depression where they will to share their personal perspectives and experiences of depression. DATE: Tuesday 2 March 200 VENUE: Name of Venue Street address Street directory reference if possible TIME: 7.30 pm ADMISSION: Free For further information please call contact name on (0) 1234 5678 or visit website address if relevant Your organisation’s logo TIPS: • A standard 13cm x 3 newspaper column size ad should be sufficient. • Black and white is fine (and cheaper). • Make sure you place the ad in the week leading up to the public forum – don’t leave it too late. • An image will help attract attention to the ad – a photograph and/or your organisation’s logo. Example: Radio Advertisement Script: On Tuesday night, 2nd March 200 at the venue namethere will be a FREE public forum on depression. Starting at 7.30, several local people, including well-known person will talk about their personal experiences of depression. Depression is common and effective treatments are available. With the right treatment, most people recover from depression. So come along and find out more at 7.30 pm, Tuesday 2 March, Venue Street address, town name. EXAMPLE OF NEWSPAPER RADIO ADVERTISEMENTS iii
  19. 19. EXAMPLE OF A RUNNING SHEET INSERT YOUR ORGANISATION’S LOGO HERE RUNNING SHEET PUBLIC FORUM ON DEPRESSION VENUE: Name of venue Street address SPEAKERS: 7.30pm - Master of Ceremonies Name and Title (3 min) - Welcome and outline of the meeting and speakers - Introduces person who has experienced depression 7.33pm Name of person who has experienced depression (7-10 min) - A personal account of depression 7.43pm MC introduces Dr Kim Smith , General Practitioner (1 min) 7.44pm Dr Kim Smith (7-10 min) - GP’s perspective 7.54pm MC introduces Carer name (1 min) 7.55pm Carer Name (7-10 min) - Carer’s perspective 8.05pm MC introduces Psychologist/ Psychiatrist (1 min) 8.06pm Psychologist/ Psychiatrist (7-10 min) - Psychologist/ Psychiatrist’s perspective 8.16pm MC opens the floor for question and answer session 8.55pm VOTE OF THANKS (can be by senior member of community i.e. Mayor, Service Club President, Politician) and CLOSE MEETING EXAMPLE OF A RUNNING SHEET iv
  20. 20. EXAMPLE OF A FEEDBACK FORM INSERT YOUR ORGANISATION’S LOGO HERE PUBLIC FORUM ON DEPRESSION 1. Did you learn something useful about identifying depression and/or anxiety? Please rate your level of awareness (Circle one number below 1 being Less aware, 5 being Very aware) 1 2 3 4 5 2. Do you have a better idea of how to help yourself or someone you know to get help? Please rate your level of awareness (Circle one number below 1 being Less aware, 5 being Very aware) 1 2 3 4 5 3. Please rate the presentations (Circle one number below 1 being Poor, 5 being Excellent) a) Clinical – Signs and symptoms of depression and/or anxiety 1 2 3 4 5 b) Personal Story – Personal experiences of depression and/or anxiety 1 2 3 4 5 4. Please rate the information resources available (Circle one number below 1 being Poor, 5 being Excellent) 1 2 3 4 5 5. Please comment on your overall impressions of the overall forum EXAMPLE OF A FEEDBACK FORM v
  21. 21. EXAMPLE OF A FEEDBACK FORM 6. How did you find out about the forum? Newspaper Flyer Health professional TV Radio Word of mouth Email Website 6. Do you have any suggestions as to how we could improve this forum? WOULD YOU LIKE TO RECEIVE MORE INFORMATION ABOUT DEPRESSION? beyondblue: the national depression initiative is a national, independent, not-for-profit organisation working to address issues associated with depression, anxiety and related drug and alcohol disorders in Australia. Visit www.beyondblue.org.au or call the beyondblue info line 1300 22 4636 beyondblue’s blueVoices email network is a FREE service, which provides people with depression, their carers, families, friends and interested individuals across Australia and around the world with up-todate information and research developments on depression and anxiety. If you would like to a part of the blueVoices email network, please contact beyondblue on 1300 22 4636 or visit www.beyondblue.org.au and click on Getting involved then National Reference Group blueVoices, or fill in the blueVoices network card if it’s available at the meeting. Thank you for completing this survey beyondblue: opening our eyes to depression across Australia EXAMPLE OF A FEEDBACK FORM vi
  22. 22. EXAMPLE OF AN EVENT CHECKLIST Event Checklist On average, public forums take six to eight weeks to organise. The table below gives you a guide to the timelines required when organising a public forum. Each community should consider factors such a public holidays and when other public events are planned. The local shire can usually provide information on future events. Other things to consider include the availability of a venue, speakers and sometimes whether you have adequate financial resources. As suggested in the Guide, forums can be held with a minimum amount of cost. Depending on factors such as if you would like to have a meal rather than refreshments or have a high profile speaker from another State a forum can become costly. This is the type of information to take to your first Working Committee meeting to discuss. The below is a suggested ‘event plan’ – and you can vary and change according to your requirements. For example you may like to vary the number and amount of the working committee get together, and how (in person, by telephone or by email) they meet. Timeline Type of Activity Guide Reference Key Actions Week 1 – 2 First Working Committee meeting Page 1 Discuss and decide on a date, time, venue, speakers and catering. Week 2 – 3 Organise venue, Audio Visual (AV) equipment, speakers, refreshments and resources. Page 2-4 Book venue, AV and refreshments Page 7 Approach relevant local organisations, including beyondblue and organise with them to provide resources and, if possible, staff a resource table at the forum. Approach speakers and MC – check their availability and assess if appropriate. Week 3 – 4 Confirm speakers and MC. If relevant, organise speaker requirements (accommodation). Discuss and decide on Forum Running order – write draft Running sheet. See also Templates – Media release Media – media release production and dissemination (list of radio, television and press contacts). Page 9 Book a photographer See Templates – Newspaper and radio advertisements Forum Promotions Page 7 Page 11 See also Templates – Running sheet See also Templates – Promotional flyer Week 4 – 5 Second Working Committee meeting Investigate advertising in local paper and on radio Page 5 See also Templates – Dissemination checklist Disseminate promotional flyer and record RSVP’s. Page B Liaise with beyondblue on media support – organising media release and key media spokespeople. Decide on promotions – production and dissemination of flyer (list of key organisations and businesses) and advertising in local paper. Advertise in local paper and radio. EXAMPLE OF AN EVENT CHECKLIST vii
  23. 23. FORUM HELD Organise name tags. Confirm and write final Running sheet and briefing notes – short introduction on each speaker. Send forum flyer, Running sheet and briefing notes to MC and speakers. Page 5 Week 8 Nominate meet and greet people, AV operator, Media and Photographer liaison person, including MC and speaker support person. Page 8 See also Templates – Running sheet Media Strategy Finalise details Organise and confirm logistics – layout and setting up of venue, organising refreshments, resources and resources table, AV and gifts for speakers. Page 8 Week 6 - 7 Review and discuss flyer dissemination and numbers of RSVP’s. As above Confirm media strategy and processes. Page 5 See also Templates – Feedback form and this template Third Working Committee meeting Page 6 Pages 4 to 9 Week 5 – 6 Media release disseminated. Produce Feedback / Evaluation form. Confirm resources available. Confirm processes with checklist. Venue is setup, speakers and MC greeted, photographs taken, Resources disseminated, Feedback forms completed. EXAMPLE OF AN EVENT CHECKLIST viii
  24. 24. EXAMPLE OF A DISSEMINATION LIST DISSEMINATION LIST FOR PROMOTING PUBLIC FORUMS ON DEPRESSION Questions to ask yourself. • Is there anyone else we need to inform about the forum? • Have we distributed the flyers widely enough? • Have we given the media all they need to publicise the event and to cover it on the night? • Do we have all the information materials we need for distribution on the night? • Do we have the speakers confirmed? COMPLETE Flyer Dissemination: Division of GPs, Local Doctors Local Mental Health Groups eg. Grow, ARAFMI Community Health Centre/Services Local Council Local Library Local University, TAFE, Schools Local Rotary and Lions Clubs, Apex, Freemasons, CWA Partners Local radio, newspapers Notify via Email: Mental Health Council of Australia – admin@mhca.org.au Depressionet – team@depressioNet.com.au beyondblue database i.e blueVoices members – click on Getting involved then National Reference Group blueVoices at www.beyondblue.org.au Events section of beyondblue website www.beyondblue.org.au: Ensure meeting details (time, date and venue) are correct (submit your own event details by clicking on Events diary) beyondblue information materials ordered in advance to distribute at the event (through Get Information then Order beyondblue Resources at www.beyondblue.org.au or 1300 22 4636) Media: fax/email media release, follow-up with phone call) Television Radio Local papers EXAMPLE OF A DISSEMINATION LIST ix
  25. 25.     “I didn’t want people             to think I was weak. I’m a man.      Men don’t get               depression.” Depression is common. Watch out for these symptoms: • Prolonged periods of sadness • Loss of interest in usual activities • Change in sleeping patterns and eating habits • Excessive tiredness • Difficulty concentrating • Feelings of guilt or worthlessness • Excessive alcohol consumption or drug use • Acts of aggression or loss of temper • Thoughts of harming oneself. To find out more call 1300 22 4636 or visit www.beyondblue.org.au
  26. 26. “I had no energy. I didn’t give a stuff. “I didn’t want people I didn’t know it was depression.” to think I was weak. I’m a man and men don’t get depression.” “When you’re growing up you’re told you have to be the strong one. But depression doesn’t care.” To find out more visit our website or    call the info line.

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