Part IV: Candidate Forums
Expect the Unexpected: Tips & Techniques for Moderators
As a Moderator, you should know that something will happen. It always does. What matters is not what happened, 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.
Before the event begins, the Moderator and the Event Planner (in the back of the room) should make sure they have good eye contact and a discrete signal. Communication between a Moderator and other members is essential and usually can be accomplished via the Question Facilitator delivering audience questions to the podium. If a Moderator at the podium needs something (more questions, water or tissue, sound adjustment), a simple signal should alert someone to approach the podium. Establishing a communications method reduces stress and helps ensure that the Moderator has good backup during the forum.
Then begin. Relax, take a deep breath, smile, and remain calm. Remember that you have a team of members and volunteers in the room who are there to support you. Don’t hesitate to signal for the forum planner to join you at the podium if you need guidance.
Let’s consider several potential scenarios:
CANDIDATE/SPEAKER ISSUES
A speaker keeps talking when time is up.
Interrupt gently but firmly. “Excuse me, Ms. X, but you have used up your time.” Or simply, “Your time has expired.” Or “thank you, Candidate X”.
A speaker becomes difficult to control or interrupts.
Address the speaker directly, “Mr. Y, you are out of order” or “Ms. Z, I must remind you once again that we are here to allow each of the candidates answer the question.” Or “Answer only when called upon in the order agreed upon. You will all get your turn.”
Two candidates start arguing.
Stop them. Address them each by name, “Mr. X and Ms. Y, you are both out of order.” If they have gained extra time by arguing, or it has taken time to settle everybody down, then allow all other candidates a minute each to give their point of view if they wish.
A personal attack is made by a candidate.
Interrupt. “We are here for a civil, orderly exchange on the issues, not personal attacks. Please answer the question.” Or “Please confine your remarks to your own opinions on the issues when it is your turn to speak.” Or “Please remember the ground rules.”
A candidate isn’t using the microphone, and you realize the audience may not be able to hear.
Interrupt the candidate and indicate that they cannot be heard and to speak up and speak directly into the microphone.
A candidate, who is also the incumbent, wants to be addressed by their office title (i.e. senator or representative).
Addressing an incumbent by title creates a perception of bias because it reminds the audience that this person currently holds the seat. It is recommended to use the title “Candidate” plus the last name, or both first and last name, when addressing candidates. Locally, you may also choose to use first names. Whatever your choice, be consistent.
AUDIENCE ISSUES
The audience or individuals from the audience becomes unruly.
Remind the audience: “This forum is for voters who are here to learn the candidates’ views on the issues. It is not a campaign rally. Under the rules agreed to by the candidates, this type of disruption is not allowed.” If it continues: “I hear you are very passionate about this, However, if this disruption continues, you will be asked to leave the room OR the forum will have to be halted.” Remember that you have the authority to call a brief time-out to review the ground rules with the candidates, and if necessary to adjourn the forum.
Someone accuses you of giving advantage to a specific candidate by letting others go first.
Remind the audience how the order was selected. Use the random number grids in the Voter Service Handbook to ensure the response order gives every speaker equal opportunity to be heard first and last on the questions. It is up to your discretion to change the order if it becomes an issue.
The audience interrupts the forum in any way. (see also #1)
Have members who are assigned as ushers or hosts approach these people and ask them to stop interrupting or they will be asked to leave the venue. By having people approach the individuals, you can usually avert any further disruptions. The Moderator should make the statement that this is a meeting for those who have not made up their minds, a nonpartisan event in which all candidates have agreed to the ground rules. Remember that you have the authority to call a recess to review ground rules with all involved, including the audience.
Someone stops the forum and demands that you say the pledge of allegiance.
This has been an issue that garnered national publicity when a League refused. If a flag is present, diffuse the situation by agreeing and inviting everyone to join in. You can also remove all flags in advance (if possible), especially those that appear behind a candidate to avoid any photos appearing to show one candidate to be more patriotic than another.
People arrive at the last-minute wearing candidate clothing or buttons.
If you, as Moderator, notice this and no one else seems to have noticed, get the attention of the Event Planner using the signal you discussed before the start of the forum. The LWV ushers/hosts should handle the issue by discreetly explaining League policies to the audience member.
You (the Moderator) notice something happening in violation of forum rules among the audience members that the hosts in the back of the room can’t see.
As soon as the current speaker finishes speaking, you can politely and firmly remind the audience of the forum rule on the issue and ask for their cooperation. While speaking, look directly at the individual or group and ask them to observe the protocol. If the behavior continues, you can also issue a final warning and indicate to the audience that the forum will be halted. Both warnings should alert other LWV members to the situation and they should speak quietly to the audience member and perhaps ask them to step outside the room if a discussion is needed. The intention is to not disrupt the forum or escalate the situation, but we also must follow the rules as agreed upon by the candidates.
MODERATOR ISSUES
You make a mistake.
Smile, apologize and go on. Chalk it up to experience. It can happen when you have many candidates on stage, but don’t worry. The candidates will let you know if you skip them! They are usually very gracious about it. Thank them, allow them to respond, move on.
You sneeze, cough, or feel ill.
A sneeze or cough is normal, just step back from the microphone. Be sure to have water at the podium and tissues if needed. If you become ill, simply announce that you are calling for a one-minute break and ask everyone to stay in their places. The forum planner or another Moderator can quickly step in to finish the forum.
You feel the urge to laugh or express your reaction to the speaker’s words. Or, you disagree/ agree and want to comment on their response.
You must not respond. LWV is nonpartisan and unbiased and the views of our members and Moderators are not relevant or appropriate at forums. LWV also does not and cannot interject its positions on issues into a candidate forum. Remember, the audience is not there to hear from the Moderator, it’s the candidates’ views that matter.
Sometimes a candidate will say something funny that prompts laughter, and it’s okay to smile – after all, we are human. But, when a candidate is stating a position, it is imperative that the Moderator not react. If you feel the urge, look down and consult your response grid or the next question. Do NOT shake your head, nod, roll your eyes, or give any verbal or nonverbal response. It’s natural to want to respond to a candidate’s comments but a candidate forum is not a discussion. It is a question-and- answer event and the Moderator is there to facilitate, not enter into the conversation. Certain IRS rules prohibit our organization from expressing our views on issues, stating our agreement or disagreement with a candidate or other behaviors that could imply endorsements.
ISSUES WITH THE QUESTIONS
The forum seems to be dragging.
Be prepared to change things if it will make things more interesting. A quick question with a one-word answer livens up a dull forum. Or take a few minutes for spontaneous responses – a Lightning Round. Be sure everyone, including the timer, understands the altered format. Not all questions have to be the same!
You run out of questions.
Inviting questions from the public in advance via email avoids this situation. League members should also prepare questions for the Moderator to choose from. Invite co-sponsors and the media to submit questions of interest to their organization. The Voter Service Handbook includes a variety of question banks for specific races. As a last resort, you may simply end the forum early.
People demand to see the written questions afterwards.
Explain our policy. Forum rules sent to candidates with their invitation state that all questions become the confidential property of League. When the forum ends, the Moderator should return all questions to the Event Planner who takes them with him/her when leaving. Do not put in the trash in the room.
FACILITY ISSUES
The lights go out, the fire alarm sounds or violent weather hits.
In the first instance, immediately halt the forum and the time clock, then determine if a light switch was bumped. If not, ask the audience to remain calm and in their places for a moment while the event coordinator determines the cause. The safety of the attendees is always our first concern. If a fire alarm sounds, immediately halt the forum, and ask everyone to proceed to the exits in an orderly fashion. If a tornado warning sounds, stop the forum, and ask everyone to remain in place for further directions on where to shelter.
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.