The coronavirus crisis is having a major impact on League-hosted events, including our critical candidate events, debates and forums. We know that many Leagues already have candidate debates and forums planned for the summer and fall of 2020, with sponsors and media partners committed, and candidates may have already agreed to formats and rules, but where possible LWVUS recommends Leagues find flexibility to make these events inclusive and safe for all as we navigate this pandemic.  

LWVUS recommends, when possible, Leagues host forums virtually.  

Given the changing election process, forums and debates can serve as another opportunity to educate the public on broader election processes. Protecting the health and safety of candidates, voters and League members is paramount. Please closely monitor the guidelines issued by your local health authority. If Leagues are hosting in-person forums and debates, LWVUS urges Leagues to provide PPE; adequate cleaning supplies; practice social distancing for candidates, moderators, and the public; limit the number of people in attendance; and determine in advance the process if candidates do not show up in person.  

If an in-person forum is not safe and a digital one not possible, it might not be appropriate for Leagues to host as many debates as in the past. We know that voters rely on the League of Women Voters to be a trusted source for the election information they need. Instead, your League can re-focus energy into ensuring candidates fill out your VOTE411 voters' guide. Work to have as complete a VOTE411 voters' guide as possible. Reach out to Megan Brown ([email protected]) with questions.  

Virtual Forum Considerations  

All candidates that meet the League debate criteria should have the ability to join a League-sponsored debate and/or candidate forum. With any debate format, make sure your League team, any co-hosting partners and candidates all agree on clear debate format and rules of engagement. Federal, state, and local rules will apply to your virtual event.   

In many cases, shifting to a virtual platform will be more inclusive, allow for greater attendance, and participation. When creating a virtual forum, LWVUS has provided key considerations below.  

• Platforms and logistics. Most virtual forums or debates will be best hosted on Zoom or Google Meet. You can review this webinar on remote communications tools or this webpage from LWV to gain a deeper knowledge on the basics of digital platforms.  Five main considerations include:  

1. Choosing a platform and understanding its feature. Make sure you know its capacity limits, how it integrates with other platforms, and what options hosts, panelists, and participants have for interaction. 
2. Assigning roles and responsibilities (ie facilitator, person watching Q&A, person watching chat, etc.),  
3. Soliciting questions ahead of time, 
4. Preparing your speakers, and 
5. Practicing before your event!  

• Accessibility. Virtual events allow for the ability to use closed captioning and/or translating options. Sometimes, coordinating with partners will allow for use of add-ons such as closed captioning options.  

• Publicizing virtual events. Thanks to digital tools, hosting events in the digital space does offer the ability to share the content of debates beyond those who show up to an event or watch it live. With many people working from home and wanting to stay engaged in the critical issues around upcoming elections, League partners and members can help get the word out. Ask your networks to help publicize any opportunities for voters to engage with your voters' guides or debate content. People will be excited to hear how your League is continuing its important work even in uncertain times.   

Hybrid Events  

In some cases, Leagues may decide to hold events that combine in-person and online elements by hosting some participants in person and hosting other participants virtually. These are known as hybrid events. LWVUS recommends avoiding hybrid events because they typically only add to costs and increase technical challenges.  

However, should Leagues decide this is the best path forward, there are three basic types of hybrid events to consider.  

1. Candidates are all in the same room and the broadcast is to a remote/online audience. This is the most preferable hybrid option especially if you have a media partner (i.e. television or radio) that can manage the sound and video challenges associated with broadcasting and if you have a venue that allows participants to meet with sufficient space for distancing.  

2. Some candidates are in the same room while others join remotely and the audience is fully remote. This has the technical challenges of option 1 with the addition of representing the virtual participants in a way that the in-person participants can see and respond to them.  The in-person vs virtual presence may give rise to questions of fairness in participation and must be managed carefully.  

3. Some candidates and audience members are in the same room while others participate virtually.  Some audience members attend in person while others view virtually.  This option is not recommended.  In addition to the audiovisual challenges, it creates additional opportunities to question the difference between the in-person candidates and those represented on a screen.  

League examples of candidate forums and debates during COVID:  

• Article: LWV of Ann Arbor Launches Virtual Candidate Forum   

• Recording: LWV of Ann Arbor’s Virtual Candidate Forum through Google Meet  

• Recording: LWV of Copper Country candidate debate  

• Recording: LWV of Oakland Area candidate forums   

Send information about your candidate forums to Megan Brown ([email protected])
to ensure we keep VOTE411.org up to date!

Photography and Filming Considerations 

It is important for Leagues to establish rules for photography and filming of debates in order to prevent such images and videos from being used improperly. For virtual or hybrid events, LWVUS recommends that debate moderators issue a verbal statement at the beginning of the debate to this effect: “Recordings of this event, whether they be in-person or of a computer screen, may not be used without the express written approval of the League. The League will only allow audio/video of this event to be broadcast in its entirety, except by the media reporting on the event.” This statement should also be written in the description of the virtual event. Leagues may also consider having the moderator re-iterate this message in the middle and at the end of the debate. 

 

Have additional ideas or stories about how your candidate work has been impacted? Email us at [email protected]!