This guide is designed to help you organize effective community response meetings following serious accidents and fatalities involving cyclists in your neighborhood. The structure and activities prioritize healing, actionable solutions, and community solidarity while creating a safe space for people to process, connect, and mobilize toward positive change.
Remember: In times of crisis, communities need both emotional support and clear pathways to action.
The Discussion Facilitation Guide and Conflict Resolution Strategies are additional helpful resources.
Format: 90-120 minute structured gathering
Setting: Community center, local place of worship, school auditorium, or other neutral, accessible venue
Participants:
Be prepared to accommodate larger crowds than anticipated when community concern is high.
Purpose: To provide a supportive space for community members to process a tragic event, share concerns, identify needs, develop actionable responses, and build solidarity while channeling grief and anger into constructive community action.
This meeting is designed to be:
By the end of this meeting, you should achieve the following:
Your meeting announcements should be informative, respectful, and action-oriented. Emphasize:
Subject: Community Response Meeting: [Brief Description of Incident]
Dear Neighbors,
Following the [brief, respectful reference to incident] that occurred in our community on [date], we're hosting a Community Response Meeting to support one another and develop an action plan.
📍 [DATE] from [TIME]
📍 [LOCATION] (accessible venue)
📍 Light refreshments provided
This meeting will provide:
• Accurate information about what occurred
• Space to share community concerns
• Resources for those affected
• Specific actions we can take together
No RSVP required – please share with neighbors. Children welcome [if childcare provided: "Childcare will be available"].
For questions or if you need accommodations, contact [NAME] at [EMAIL/PHONE].
In solidarity,
[Your Name/Organization]
Community Response Meeting: [Date/Time]
Following the recent [brief reference to incident] in our neighborhood, we're coming together as a community to support one another and develop an action plan.
Join us:
✅ [DATE/TIME]
✅ [LOCATION]
✅ Everyone welcome
✅ Resources provided
✅ Action-focused
Our community is stronger together. Please share with neighbors who may not be on social media.
[Contact information]
[Relevant hashtags]
As community organizers, we often have limited resources and volunteers; however, for an effective meeting, try to staff these key roles:
Responsibilities:
Skills needed: Strong facilitation experience, emotional intelligence, ability to redirect without dismissing, comfort with difficult emotions
Responsibilities:
Skills needed: Active listening, empathy, organization, ability to summarize
Responsibilities:
Skills needed: Warmth, organization, attention to detail
Responsibilities:
Skills needed: Knowledge of local resources, organization, follow-through
Responsibilities:
Skills needed: Mental health background ideal, calm presence, crisis training
Have trauma-informed individuals serve on your care team whenever possible. This is not therapy, but basic support matters. Volunteers who have worked as substance abuse counselors can be particularly effective.
| Time | Activity | Description |
|---|---|---|
| 0:00-0:15 | Arrival & Gathering | Check-in, materials, seating, quiet music |
| 0:15-0:25 | Welcome & Ground Rules | Opening, acknowledgments, meeting purpose, agreements |
| 0:25-0:35 | Information Sharing | Accurate facts about incident, available resources |
| 0:35-0:55 | Community Voice | Structured sharing of concerns and impacts |
| 0:55-1:15 | Action Planning | Identifying specific community responses and volunteers |
| 1:15-1:25 | Next Steps & Commitments | Clear timeline, communication plan, immediate actions |
| 1:25-1:30 | Closing Circle | Brief solidarity activity, final words |
| 1:30+ | Informal Connection | Continued conversation, resource access, sign-ups |
| Time | Activity | Description |
|---|---|---|
| 0:00-0:20 | Arrival & Gathering | Check-in, materials, informal connection |
| 0:20-0:35 | Welcome & Context | Opening, cultural grounding, purpose, agreements |
| 0:35-0:50 | Information & Resources | Factual updates, available support services |
| 0:50-1:20 | Community Voice | Small group and large group sharing of concerns |
| 1:20-1:45 | Action Planning Workshop | Breakout groups by response area (immediate needs, prevention, advocacy, etc.) |
| 1:45-2:00 | Commitments & Timeline | Specific next steps, volunteer sign-ups, communication plan |
| 2:00-2:10 | Closing Circle | Unity activity, acknowledging emotions, looking forward |
| 2:10+ | Resources & Connection | One-on-one support, resource tables |
Purpose: Set a respectful tone and create a container for difficult emotions
Materials: None required or a candle/meaningful object if appropriate
Instructions:
Facilitator Script:
"Thank you all for coming together tonight. Before we begin, let's take a moment of silence to acknowledge what our community is experiencing following [brief reference to incident].
[Pause for silence]
Many of us are feeling grief, anger, fear, and confusion. These feelings are natural responses to what has happened. Tonight, we've gathered not just to share these feelings, but to support one another and to channel our energy toward healing and action.
Our community has faced challenges before, and we have the wisdom and strength within this room to respond with compassion and purpose. Today we'll share accurate information, hear your concerns, and develop concrete next steps we can take together."
Purpose: Create a safe, respectful space for difficult conversations
Materials:
Instructions:
Sample Community Agreements:
Facilitator Tip:
"These agreements help us create a space where everyone can participate. Our goal isn't to control what's said but to ensure everyone feels safe enough to contribute. Is there anything specific to today's conversation that we should add to these agreements?"
Purpose: Allow community members to express concerns and be heard
Materials:
Instructions:
Facilitator Tips:
Purpose: Move from concerns to concrete actions
Materials:
Instructions:
Facilitator Tips:
Purpose: Move from ideas to accountable action
Materials:
Instructions:
Facilitator Script:
"We've identified some powerful ways to respond as a community. Now we need to ensure these ideas become reality. For each action area, we need people who can commit some time and energy in the coming days and weeks.
When I describe each opportunity, consider if you can help lead or support this effort. No one person needs to do everything, but if each of us does something, our impact will be significant."
Purpose: End with a sense of solidarity and hope
Materials: Depends on chosen activity
Options:
One Small Action (Paired Share)
Collective Takeaways (Sticky Note Wall or Verbal)
Gratitude Chain
Call and Response Commitment
A simple, engaging call and response where the facilitator states a commitment, and the group echoes back. Example:
"Next Time We Meet..."
Facilitator Tips:
Community response meetings can become emotional or challenging. Here are strategies for common situations:
Subject: Next Steps Following Our Community Response Meeting
Dear Neighbors,
Thank you to everyone who attended our Community Response Meeting on [date]. Your presence, compassion, and commitment demonstrate the strength of our community during this difficult time.
What We Heard
The main concerns shared included:
• [Key theme 1]
• [Key theme 2]
• [Key theme 3]
Action Teams Formed
We've established the following action teams:
[Team Name] - Focus: [brief description]
Next meeting: [date/time/location]
Contact: [name/email]
[Team Name] - Focus: [brief description]
Next meeting: [date/time/location]
Contact: [name/email]
[Team Name] - Focus: [brief description]
Next meeting: [date/time/location]
Contact: [name/email]
Resources Available
If you or someone you know needs support, these resources are available:
• [Resource 1 with contact information]
• [Resource 2 with contact information]
• [Resource 3 with contact information]
Stay Connected
To receive updates or get involved:
• Join our [communication channel]
• Visit [website/social media]
• Contact [coordinator name] at [email/phone]
Our next community-wide update will be on [date] via [method].
Thank you for your commitment to our community,
[Your Name/Organization]
[Contact Information]
Community Response Meeting Agenda
Date: [Date]
Time: [Start time] - [End time]
Location: [Venue with address]
AGENDA
6:00-6:20 PM: Arrival & Check-in
• Sign in and name tags
• Refreshments available
• Resource tables open
6:20-6:35 PM: Welcome & Opening
• Moment of acknowledgment
• Meeting purpose and overview
• Community agreements
6:35-6:50 PM: Information Sharing
• Current situation update
• Available resources
• Questions for clarification
6:50-7:20 PM: Community Concerns & Needs
• Structured sharing circle
• Documentation of key themes
• Emotional support available
7:20-7:45 PM: Action Planning
• Small group solution mapping
• Priority setting
• Resource identification
7:45-8:00 PM: Commitments & Next Steps
• Action team formation
• Volunteer sign-ups
• Communication plan
• Closing unity activity
8:00-8:30 PM: Continued Connection
• One-on-one support
• Resource access
• Action team sign-ups
Support team members will be wearing [identifying item] and are available throughout the meeting if you need assistance or support.
To Do: Convert to and link word doc or google doc with image for easy editing.
Community Response Meeting Sign-in Sheet
Date: _______________
Your contact information will only be used for follow-up related to community response efforts. Providing this information is optional but helpful for coordination.
| Name | Phone | I'm interested in helping with: | I'd like updates via: (Email/Text/Call) | |
|---|---|---|---|---|
To Do: Convert to and link word doc or google doc with image for easy editing.
Community Action Commitment
Action Area: _______________________________________________
Description: _______________________________________________
Timeline: ________________________________________________
Resources Needed: _________________________________________
I can help with:
□ Leading this action
□ Participating in this action
□ Providing resources (please specify): _______________________
□ Other: __________________________________________________
Availability:
□ Immediately
□ Within the next week
□ Within the next month
□ Ongoing
Name: __________________________________________________
Contact: ________________________________________________
Skills/Experience I can offer: _____________________________
To Do: Convert to and link word doc or google doc with image for easy editing.
Community Response Meeting Feedback
Date: _______________
Did you feel the meeting was helpful in addressing community concerns?
□ Very helpful
□ Somewhat helpful
□ Neutral
□ Not very helpful
□ Not at all helpful
What aspect of the meeting was most valuable to you?
What could have been improved about the meeting?
Do you feel clear about next steps and how to stay involved?
□ Very clear
□ Somewhat clear
□ Not clear
What additional resources or support would be helpful for our community right now?
Would you be interested in attending follow-up meetings?
□ Yes
□ No
□ Maybe
Any other comments or suggestions?
Optional:
Name: ___________________________
Contact: _________________________
Organizing community response after a tragic event is challenging but essential work. By creating structured spaces for processing, connection, and action, you help transform isolation and helplessness into solidarity and empowerment.
Remember these core principles:
Community resilience is built not by avoiding tragedy but by responding to it with compassion, wisdom, and collective action. Each thoughtful response strengthens the social fabric that will help your community weather future challenges.