Hosting Surgeries, Meetings and Events

The arrangements councillors make will vary according to local circumstances. However, the following suggestions will help to make hosting safer and more effective meetings with your communities and colleagues.

1. Select a suitable location – avoid hosting alone in an empty building and consider teaming up with other councillors.
2. Make sure council staff/friends/family are aware of where and when you are holding surgery and know how to contact you. Check in/out with them before and after.
3. Consider using public buildings (e.g. libraries) for meetings, during opening hours, when there are lots of other people about.
4. Use venues with an open public area or reception in view.
5. Try to get someone to act as receptionist and record the names of visitors on entry.
6. Have a comfortable waiting area for visitors to allow for a preliminary assessment.
7. Have access to a telephone and ensure your mobile is fully charged and has a signal.
8. Sit nearest to the door with the constituents seated on the other side of a table. Use a wide table so the person cannot reach across or have it set up two tables deep.
9. Make sure there are no heavy items in the room that could be used as weapons and generally declutter the room.
10. Have a plan for what to do in an emergency or a meeting is becoming volatile, that you can practice before the event and test regularly. This could include having an emergency word or phrase you can use to ask for assistance if the situation is escalating.
11. Be aware of the effect you may have on the situation through your verbal and non-verbal communication. Take steps to avoid provocation and a patronising tone of voice. Calmness in the face of whatever comes up will help you and your constituents.
12. Recognise potential dangers, be empathetic and spot growing tension or hostility early. Be non-confrontational, polite and professional at all times. If you feel threatened make your excuses and leave immediately. Avoid conflict at all costs.
13. Have a clear plan to prepare for serious security incidents or unexpected situations that may require an emergency response, such as violence, protests, challenging behaviour or persons in crisis, medical emergencies etc.
14. Come up with an exit strategy so if the situation does escalate, you have a safe and secure space to invacuate to and follow Run Hide Tell protocols.