Holding Engaging Coalition Meetings by Kirsten Dorans

Food for in-person meetings

kirstendorans — 2025-08-21 00:53:29 UTC

Tulane team

mailed, personalized invitations (door prize tickets, bookmark, etc.) (VIBRANT MOMS)

2025-08-26 17:53:03 UTC

2025-08-26 17:53:18 UTC

hybrid meetings

Co-creating meeting agendas

2025-08-26 17:54:48 UTC

NYU team

MSM Coalition

2025-08-26 17:54:51 UTC

Visuals for our save the date calendar invites depending on the season

MSM Coalition

2025-08-26 17:55:24 UTC

Multiple sessions to fit difference in schedules. The MSM coalition has 2 RAB meetings, one at 9:30 am and 1 at 6:00 pm

Tangible benefits other than 'incentives'

kirstendorans — 2025-08-26 17:56:40 UTC

Networking, Learning about other related initiatives and groups

MSM Coalition

2025-08-26 17:57:35 UTC

Highlighting accomplishments of our partners: reaching recruitment goals, accepted abstracts and presentations

Highlight networking/learning benefits of participating

2025-08-26 17:57:44 UTC

UNMC - engaging community members

kirstendorans — 2025-08-26 17:58:34 UTC

Setting intention around what means to be part of the programming (e.g., reclaming cultural practices)

2025-08-26 18:00:29 UTC

This or that... (VIBRANT MOMS)

2025-08-26 18:00:57 UTC

People bingo card (VIBRANT MOMS)

UNC (Alex)

kirstendorans — 2025-08-26 18:02:25 UTC

We at UNC use many different icebreakers and "getting to know each other" activities. Also have some hybrid, some in person meetings.

Bring your own mug (VIBRANT MOMS)

2025-08-26 18:02:36 UTC

We invited members to bring their mugs for a holiday-timed meeting that included hot chocolate. People loved to tell stories about significance of their mugs

STRIVE

2025-08-26 18:02:40 UTC

Utilize preexisting coalitions for collective impact

MSM Coalition

2025-08-26 18:03:40 UTC

Our Regional Community Partner, First Team America has coined the term "Energizer," similar to the icebreaker, we ask questions get to know each other. Fan favorite around Christmas: What's your go-to holiday movie,

song or food?

Tulane

kirstendorans — 2025-08-26 18:03:43 UTC

Building off of pre-existing coalition and integrating in that into activities, community partners have that trust already

art work

2025-08-26 18:04:36 UTC

incorporated art work in meetings (Mona)

Pass the ball activity

2025-08-26 18:08:00 UTC

Attendees pass around a small object. Whoever has it introduces themselves/ group, then they pass the ball to another person. For hybrid meetings, the “ball” can be virtual. (NYU team)

Both!

2025-08-26 18:08:09 UTC

academic partners & community leads (have 2 community coalition members serve as co-chairs of the coalition, also a community partners is an MPI (VIBRANT MOMS)

Fun questions to learn more about each other

2025-08-26 18:08:26 UTC

Intention setting

andresvillamar — 2025-08-26 18:10:26 UTC

This term comes from the WAZOKI coalition and describes the specific steps/activities taken to open coalition meetings. For WAZOKI, it may involve an opening prayer, a reflective exercise utilizing art to reflect on the purpose of the coalition. Regina Idoata and Keyonna King plan to lead a publication with WAZOKI coalition members on this.

Integrate local/regional culture

kirstendorans — 2025-08-26 18:11:17 UTC

Integrate in local culture (like Mardi Gras, other seasonal things) - Tulane

Depends on Audience/Setting

kirstendorans — 2025-08-26 18:11:50 UTC

Depends on the audience (like moms present to other moms), Community Advisory Meeting (Courtney as chair - representing WIC and DPP program) - Tulane

Spanish translation

2025-08-26 18:14:53 UTC

materials available and/or translate (use zoom captions, bilingual members, etc.)

Voucher's for behavioral health sessions

andresvillamar — 2025-08-26 18:19:20 UTC

The ASU and 4th Trimester AZ coalition secured a partnership with behavioral care providers in AZ to provide services to women who participate in Listening Sessions that request behavioral health services and are unable to pay for it.

Action items

2025-08-26 18:19:37 UTC

sum of tasks/next steps at end of meeting; meeting minutes (VIBRANT MOMS)

a mix

2025-08-26 18:20:58 UTC

we use both formats and alternate. Generally use face-to-face for longer meetings and provide food (VIBRANT MOMS)

meeting minutes

2025-08-26 18:21:25 UTC

Meeting minutes are sent via email along with a video recording link for virtual meetings

Providing toys/items for kids to play with and ensuring welcoming atmosphere

kirstendorans — 2025-08-26 18:22:19 UTC

(Tulane)

Core team weighed in

2025-08-26 18:23:07 UTC

had our core leadership team make the tie breaker decisions (VIBRANT MOMS)

If a tie for prizes

kirstendorans — 2025-08-26 18:23:59 UTC

Split if possible or need a tie-breaker

posters/flipchart

2025-08-26 18:24:07 UTC

have had some good success having small groups answer questions, put their ideas on flip-chart paper, etc.(VIBRANT MOMS)

MSM Coalition

2025-08-26 18:24:14 UTC

We send out summaries and next steps, we also follow up in the monthly newsletter

Sometimes can do both

kirstendorans — 2025-08-26 18:25:25 UTC

Ex of holding meetings at two different times - can bring more info to the table if split out the groups

Newsletter + Meeting Notes

2025-08-26 18:33:23 UTC

Sending out meeting notes within a few days and using scheduled newsletters to remind participants of the research progress and upcoming next steps (NYU Team)

Dedicated in-person staff member monitoring Zoom

2025-08-26 21:55:32 UTC

We recommend having someone in-person who can monitor the chat and make sure the voices, questions, and comments of virtual participants are elevated. It is also helpful to have a virtual facilitator to support this group.