How To Organize a Youth Forum

by Jutta Dotterweich, ACT for Youth

This document describes how to organize a youth forum of the type that the Upstate Center of
Excellence has conducted. We’ve also included many of the handouts and letters that we created
in the process of organizing our youth forum. Feel free to use the wording of our documents
to create your own documents. More information is available on the ACT for Youth
website at www.human.cornell.edu/actforyouth.

Step 1: Planning the forum

• Define the purpose of the forum.

• Identify host agency and facilitator.
• Set a realistic time line (it will take several months to put this together).
• Determine date, time, and location of forum.
• Identify the youth who should be at the forum ( consider age, gender, race, SES,
geographical area, school districts, etc)
• Identify youth to help with the planning (use existing youth programs, schools to
reach young people).
• Set date for planning meeting.

Step 2: Planning meeting (2-3 hours)

• Set up for planning meeting: consider food, transportation for youth, time--after
school hours or weekends
• Prepare planning meeting handouts (see attachment 1)
• Welcome, introduction, agenda (see attachment 2)
• Describe function of this planning meeting; describe/discuss purpose and
structure of forum;
• Facilitator will work with youth: Brainstorm activity: Ideal Community and
Barriers; Small group activity to categorize and organize ideas gathered in
brainstorm activity; Identify and describe key issues
• Consider who should serve as note takers and adult listeners/panelists
• Discuss leadership roles and assign roles
• Discuss next steps, set next planning meeting with youth

Step 3: Outreach

• Identify and invite youth to the forum (see attachment 3)

• Invite and confirm listeners/panelists (see attachment 4)
• Publicize forum, invite local press
Step 4: Preparatory meeting with youth leaders

• Meeting logistics: time, transportation, food

• Facilitator to rehearse leadership roles with youth (see attachment 5)
• Identify recorders and describe role

Step 5: Prepare forum

• Set up meeting space

• Arrange for food, transportation for youth, permission forms for youth
participation (see attachment 6)
• Prepare handouts (see attachment 7)
• Determine selection mechanism to break youth audience into 4-5 work groups
• Prepare attendance list
• Prepare poster with key issues for each work group

Step 6: Forum

• Welcome, introduction, agenda, evaluation forms (see attachment 8)

• Facilitator supervises work group activities, timing
• Each group has a recorder
• Sequence: work groups, youth report out, response by panelists, close with next
steps
• Videotape event
• Create a written report of event (see attachment 9)
• Thank you notes to participants (see attachment 10)
 EXAMPLE
Attachment 1: Planning Meeting Handout

YOUTH FORUM LEADERSHIP ROLES

OUTREACH
Ø Spreading the word
Ø Recruiting other teens
Ø Describing Youth Forum
Ø Getting other teens interested
Ø Generating excitement and enthusiasm

MC (1-2 people)
Ø Welcoming participants
Ø Providing orientation and overview
Ø Introducing listeners
Ø Introducing youth speakers
Ø Thank you/Closure

Issue Group Leaders (5)

Ø Partner with adult
Ø Pose discussion questions
Ø Keep discussion on track
Ø Present group findings/summary to Large Group

Recorder (5)
Ø Take notes of key points of discussion
Ø Clarify and restate conclusions and key points
Ø Organize notes for presentation to Large Group and submission to Center
of Excellence and CDPs
Ø Present findings with group leader to Large Group
 EXAMPLE
Attachment 1: Planning Meeting Handout

YOUTH FORUM
QUESTION AND ANSWER

Q: What is a Youth Forum?

A: A Youth Forum is a structured event to give youth an opportunity to

express their ideas, opinions, and needs to decision makers, community
staff or to other youth.

Q: What is the purpose of the Youth Forum sponsored by the ACT for Youth
Center of Excellence?

A: The purpose of the Youth Forum is to inform and set direction for the
Center of Excellence and Community Development Partnerships funded
by the ACT for Youth initiative. The process will give youth an important
voice that will be seriously considered by adults making decisions about
activities and programs.

Q: What is the role of youth in the Youth Forum?

A: Because the purpose of the Youth Forum is to give youth a voice, the role
of youth is to creatively and thoughtfully express their ideas on how to
improve communities so that they can be the best possible environments
for adolescents to live in.

Q: What is the role of Adults?

A: The role of adults at the Youth Forum is to listen carefully to what youth
say and to consider how their ideas and opinions can be maximized and
incorporated into community planning.
 EXAMPLE
Attachment 2: Planning Meeting Agenda

AGENDA for
YOUTH FORUM PLANNING MEETING
August 29, 2000

Ø Lunch/Introductions 12-12:20

Ø Overview Act for Youth Initiative/Centers of Excellence 12:20-12:30

Ø Background of the Youth Forum 12:30-12:40

Ø Identifying Issues to be discussed at the Forum 12:40-1:40

Ø BREAK 1:40-1:50

Ø Identifying "Listeners" for the Forum 1:50-2:05

Ø Logistics: Roles for Youth 2:05-2:35

Ø Product that will result from the Forum 2:35-2:45

Ø Next Steps/Closure 2:45-3:00

 EXAMPLE
Attachment 3: Youth Invitation

September 25, 2000

<Youth Coordinator>
Cornell Cooperative Extension Otsego County
123 Lake Street
Cooperstown, NY 13326

Dear <Youth Coordinator>,

The date for the ACT for Youth Youth Forum in Rochester is moving closer at a rapid
rate! I am writing to give you some additional information about the Youth Bureau
Conference, which is hosting our forum. The Forum will take place from 12 – 2PM on
October 17. Please try to be there at 11:30AM. We will start promptly at 12noon.
Lunch will be provided. Room assignments have not been made yet. This information
will be available upon arrival.

If your group is interested in attending workshops prior to or after the Forum, there will
not be any registration fees. However, you need to let us know as soon as possible how
many young people you are bringing, when are you planning to arrive, when are you
planning to leave, and if you are planning to attend workshops. I enclosed a description
of the workshops offered on October 17 as well as driving instructions.

Finally, we would like to prepare nametags ahead of time, please send us the names of
the young people and staff attending the Forum.

If you have any questions, please call me at 607/255-4108. I am looking forward to

seeing you there. This promises to be an exciting event!

Kind regards,

Jutta Dotterweich
Technical Assistance and Training Coordinator
ACT for Youth Upstate Center of Excellence
 EXAMPLE
Attachment 4: Listener Invitation

DEAR:

We are writing to invite you to participate in a Youth Forum that will be held during the
Asociation of New York State Youth Bureaus Conference in Rochester, New York on
October 17, 2000. The Youth Forum is sponsored by the ACT for Youth Upstate Center
of Excellence, a newly funded project by the New York State Department of Health, that
is working with communities to address youth violence, abuse, risky sexual behavior and
promote youth development. The purpose of the Youth Forum is to give youth a voice in
the planning of activities and programs for their communities and to provide information
to adults making decisions that affect their lives. We believe that truly effective youth
programs are marked by high levels of youth involvement -- not just as program
recipients, but as valuable resources who give program direction. When youth have a
voice -- a voice that's heard and acted on by adults -- they have power to change their
world for the better.

We invite you to serve on a Listeners Panel for the Forum. Your role would be to listen to
the presentations by youth and then provide a brief (5 minute) acknowledgement and
reaction to what has been said. A committee of youth and adults identified you as
someone who is in a position of influence that could potentialy use the information to
promote a better understanding of the needs and realities of young people in New York
State.

The Youth Forum will be held at the Hyatt Hotel in Rochester on October 17 from 12-2
pm. We will follow up this letter with a phone call to see whether or not you are able to
participate. Should you wish to contact us sooner, please call Jane Powers at 607-255-
3993 who is coordinating the event.

Thank you.
 EXAMPLE
Attachment 5: Leadership Roles

YOUTH FORUM LEADERSHIP ROLES

OUTREACH
Ø Spreading the word
Ø Recruiting other teens
Ø Describing Youth Forum
Ø Getting other teens interested
Ø Generating excitement and enthusiasm

MC (1-2 people)
Ø Welcoming participants
Ø Providing orientation and overview
Ø Introducing listeners
Ø Introducing youth speakers
Ø Thank you/Closure

Issue Group Leaders (5)

Ø Partner with adult
Ø Pose discussion questions
Ø Keep discussion on track
Ø Present group findings/summary to Large Group

Recorder (5)
Ø Take notes of key points of discussion
Ø Clarify and restate conclusions and key points
Ø Organize notes for presentation to Large Group and submission to Center
of Excellence and CDPs
Ø Present findings with group leader to Large Group
 EXAMPLE
September 19, 2000 Attachment 6: School Permission Form

To whom it may concern:

Several students from your school have been invited to participate in a Youth Forum that is
sponsored by the ACT for Youth Upstate Center of Excellence, a newly funded project by the
New York State Department of Health, that is working with communities to reduce risk behaviors
and promote positive youth development. The Upstate Center of Excellence is a collaboration
among Cornell University, the University of Rochester School of Medicine, and the New York
State Center of School Safety. Your county, is one of eleven community-based partnerships
who were selected as award recipients of the ACT for Youth initiative.

The purpose of the Youth Forum is to give youth a voice in the planning of activities and
programs for their communities as well as the State, and to provide information to adults making
decisions that affect their lives. We believe that truly effective youth programs are marked by
high levels of youth involvement -- not just as program recipients, but as valuable resources who
give program direction. When youth have a voice -- a voice that's heard and acted on by adults --
they have power to change their world for the better.

The Youth Forum is being held during the Association of NYS Youth Bureaus Annual
Conference in Rochester on October 17, 2000. Youth from all over New York State will be
participating in the conference. The Youth Forum will take place from 12-2 pm. Young people
will work during the first hour in small groups to identify issues and generate ideas on how to
prevent risky behavior and promote well being. During the second hour, the young people will
present their ideas and concerns to a panel of decision makers -- who will listen to the youth
presentations, and then provide a reaction to what has been said. The Listener Panel will include
representatives from the following state agencies: Dept of Education, Department of Health, the
Office of Children and Family Services. The Mayor of Rochester will also be serving on the panel
of listeners.

There are many benefits for youth who participate in this event. It offers young people an
excellent opportunity to develop and practice leadership skills and to learn about how
communities, organizations, legislatures, and key government agencies work together. The Youth
Forum will enable your students to meet young people from other communities to share ideas
and opinions about issues of grave importance. It also teaches young people about being a
citizen, about having a voice that is heard -- where what they have to say matters and will
contribute to the development of services for other young people in New York State. After this
event in Rochester, the young people who have participated, will hopefully continue their
community leadership roles and address the unique issues of concern that emerged in the Youth
Forum

We seek your permission for these students to participate in the Youth Forum. If you have any
questions or concerns, please contact 607-255-7736.

Jane Powers Jutta Dotterweich

Research/Evaluation Coordinator Training/Technical Assistance Coordinator
 EXAMPLE
September 19, 2000 Attachment 6: Parent Permission Form

Dear Parent/Guardian:

Your child has been invited to participate in a Youth Forum that is sponsored by the ACT for
Youth Upstate Center of Excellence, a newly funded project by the New York State Department
of Health, that is working with communities to reduce risk behaviors and promote positive youth
development. The Upstate Center of Excellence is a collaboration among Cornell University, the
University of Rochester School of Medicine, and the New York State Center of School Safety.

The purpose of the Youth Forum is to give youth a voice in the planning of activities and
programs for their communities as well as the State, and to provide information to adults making
decisions that affect their lives. The Youth Forum is being held during the Association of NYS
Youth Bureaus Annual Conference in Rochester on October 17, 2000. Youth from all over New
York State will be participating in the conference. The Youth Forum will take place from 12-2
pm. Young people will work during the first hour in small groups to identify issues and generate
ideas on how to prevent risky behavior and promote well being. During the second hour, the
young people will present their ideas and concerns to a panel of decision makers who will listen
to the youth presentations, and then provide a reaction to what has been said. The panel will
include representatives from several state agencies including the Department of Education,
Department of Health, the Office of Children and Family Services, as well as the Mayor of
Rochester.

There are many benefits for youth who participate in this event. It offers young people an
excellent opportunity to develop and practice leadership skills and to learn about how
communities, organizations, legislatures, and key government agencies work together. The Youth
Forum will enable your child to meet young people from other communities to share ideas and
opinions about issues of grave importance. It also teaches young people about being a citizen,
about having a voice that is heard and about contributing to the development of services for other
young people in New York State. After this event in Rochester, the young people who have
participated, will hopefully continue their community leadership roles and address the unique
issues of concern that emerged in the Youth Forum.

We seek your permission so that your child can participate in the Youth Forum. Please sign the
attached consent form, noting also whether you will allow your child to appear on the videotaped
recording of the event. If you have any questions or concerns, please contact us at 607-255-7736.

Thank you for your support.

Jane Powers Jutta Dotterweich

Research/Evaluation Coordinator Training/Technical Assistance Coordinator
 EXAMPLE
Attachment 6: Parent Permission Form

I give permission for my child ______________________________________ to participate in

(name of child)
the Youth Forum sponsored by the ACT for Youth Upstate Center of Excellence that will be held

in Rochester, NY on October 17, 2000.

Name ____________________________________________________

Signature ____________________________________________________

Date ____________________________________________________

I give permission for my child ______________________________________ to appear in the

(name of child)
videotaped recording of the Youth Forum sponsored by the ACT for Youth Upstate Center of

Excellence that will be held in Rochester, NY on October 17, 2000.

Name ____________________________________________________

Signature ____________________________________________________

Date ____________________________________________________
 Attachment 7: Youth Forum Handout
EXAMPLE

th Voice
You

Truly effective youth programs are marked by

high levels of youth involvement - not just as
program recipients, but as valuable resources
who give program direction. When youth have
a voice - a voice that's heard and acted on by
adults - they have power to change their world
for the better.
 EXAMPLE Attachment 7: Youth Forum Handout

IDEAL COMMUNITY

Safe places to go/a way to have fun safely

Good school system

Fair treatment at school

More jobs for teens

Activities for youth

Opportunity for all youth to

participate in sports programs

No racism

Everyone listens to each other

Community involvement
 EXAMPLE Attachment 7: Youth Forum Handout

BARRIERS TO AN IDEAL COMMUNITY

Budget restraints

Low paying job opportunities for teens

Drugs and alcohol

Adults and media

misperception of the real issues

Adults and media double standards

Gangs and violence

Peer pressure/ Need for acceptance

Not enough money or room in schools for

sports and activities that students want
 EXAMPLE
Attachment 7: Youth Forum Handout

Ground Rules
Respect
opinions of
others
ü Respect One person
speaks at a
time
No name
calling

ü No foul language
ü Think about what you
want to say
ü Try to participate in any
way you can
ü Be free in your thinking
 Attachment 8: Youth Forum Agenda
EXAMPLE

AGENDA FOR YOUTH FORUM

OCTOBER 17, 2000

I. Introduction and Orientation (15 minutes)

II. Issue Groups (45 minutes)

III. Large Group Forum (40 minutes)

Ø Introduction of listeners
Ø Report out of issue groups

IV. Listeners' Reactions (15 minutes)

V. Closure (5 minutes)
EXAMPLE
Attachment 8: Youth Forum Program

October 17, 2000

YOUTH FORUM

Rochester, NY
 Youth Forum Upstate Center of Excellence
ACT for Youth
Facilitated by:
Barbara Jaklitsch

Masters of Cermonies
Dana Dutcher, Otsego County
Daniel Nova, Albany County The Youth Forum is sponsored by
Justin Wright, Onondaga County the ACT for Youth Upstate Center
of Excellence, a collaborative
Group Leaders project of Cornell University's
Zach Burns, Monroe County
Dana Dutcher, Otsego County Family Life Development Center,
Greg Riley, Monroe County
Joseph Solomon, Monroe County University of Rochester School of
Arthur Willett, Cattaraugus County
Medicine, and the New York State
Center of School Safety.
Video
EXAMPLE

The ACT for Youth Initiative is

Daniel Nova, Albany County
Justin Gebauer, Cattaraugus County funded by the New York State
Department of Health.

Listener Panel
Commissioner John Johnson NYS Office of Children and Family Services

Mayor William Johnson Mayor of Rochester, N.Y.

Nancy Zahler Tompkins County Youth Bureau;

Vice President of NYS Youth Bureau Association

Frank Zallo NYS Department of Health;

Bureau of Child and Adolescent Health
Attachment 8: Youth Forum Program
Youth Leader Participants
Thank you for participating in the ACT for Youth Youth Forum. Please tell us what you thought about the event.

Strongly Agree Agree Disagree Strongly Disagree

I found the issue group discussion valuable 1 2 3 4

I was given an opportunity to express my ideas and opinions 1 2 3 4

I believe that the adults at the YF really listened to what the 1 2 3 4

youth had to say

I liked the format of the Youth Forum (small group discussion 1 2 3 4

with reporting back to the large group)

I felt that young people played an important role in this event 1 2 3 4

I felt prepared for my leadership role 1 2 3 4

I would recommend having more Youth Forums in the future 1 2 3 4

EXAMPLE

If I had the chance, I would volunteer to be a leader at another 1 2 3 4

Youth Forum

I would like to work with adults in my community to figure out 1 2 3 4

ways to improve services for youth and make communities
better places for kids

This is what I liked most about the Youth Forum:

This is what I liked least about the Youth Forum:

If there were to be another Youth Forum, this is what I would change to improve it:
Attachment 8: Youth Forum Evaluation
 EXAMPLE Attachment 10: Thank You Letter

October 27, 2000

«FirstName» «LastName»
«OrganizationName»
«Address»
«City», «State» «PostalCode»

Dear «FirstName»:

On behalf of the ACT for Youth Upstate Center of Excellence, we want to thank you for
your assistance with the Youth Forum. You played an instrumental role in bringing the
youth participants to the conference, and supporting them through the process.

We were all inspired by the ideas and suggestions voiced by the young people on how to
improve their communities. We hope that the youth who attended the Forum will stay
actively involved in their local communities in promoting an open dialogue between
adults and young people, and will take some of their wonderful ideas and make them a
reality.

This "youth voice" event was our first step in laying the groundwork for future youth
participation activities throughout the state. We would like to hear what you thought
about the event and how we could change it to make it better next time. We are
particularly interested in your perspective on how the youth experienced this event.
Please complete the enclosed evaluation form and send it back to us in the self-addressed
stamped envelope.

Once again, thank you for your time and effort in making the Youth Forum such a
success!

Sincerely,

Jane Powers Jutta Dotterweich

Evaluation/Research Coordinator Training/Technical Assistance
Coordinator
 EXAMPLE Attachment 10: Thank You Letter

October 26, 2000

Dear Listener:

On behalf of the ACT for Youth Upstate Center of Excellence, we want to thank you
for serving on the listener panel for our Youth Forum. Your thoughtful and
inspirational comments were much appreciated by the youth participants and all who
attended the event. We have received enthusiastic reports from the youth about the
value of this experience. From our feedback forms, we learned what one youth liked
most about the Youth Forum:

" I enjoyed all the speakers. I believe that all of these adults really do
care and understand (at least a little bit) what teens really want."

We hope that the youth who attended the Forum will stay actively involved in their
local communities in promoting an open dialogue between adults and young people,
and will take some of their wonderful ideas and make them a reality.

This "youth voice" event was our first step in laying the groundwork for future youth
participation activities throughout the state. Thanks for taking the time to make the trip,
and for your support in making the Youth Forum such a success!

Sincerely,

Jane Powers Jutta Dotterweich

Research/Evaluation Coordinator Taining/Technical Assistance
Coordinator