Running an online town hall
For better sharing of knowledge and understanding. A real conversation, even with large groups.
An active format
Genuinely sharing what matters takes more than a webinar.
An online town hall is the moment when leaders and staff speak to each other directly. We help organisations run an online town hall that isn't one-way traffic but a meeting: with live Q&A, polls, reflection and, where useful, break-outs for the questions that need more room.
A clear message, a real conversation
A good online town hall brings strategy, decisions and questions together. Not as a stand-alone presentation, but as an interactive online gathering where staff understand what is going on and why it matters.
Engagement at scale
Interaction can work well even with hundreds of participants. With polls, chat, Q&A, short processing tasks and smaller conversations, people stay actively involved.
Tight online production
Speakers, moderator, technology, timing, recording, chat and participant support all have to work together smoothly. We keep control of that, so the organisation can focus on the content.
In practice
Three examples. Years of experience.
Large organisationThe board in conversation with 450 staff
An organisation wants a quarterly update that doesn't feel like a broadcast. We design a compact town hall with live questions, polls and thematic break-outs. The result: more understanding of the course, and clear signals coming back from the organisation.
Change programmeGathering questions in a delicate phase
During a reorganisation there's a need for transparency and calm. We handle the technical production and design a question process in which staff can respond both beforehand and live. The result is a careful conversation with room for nuance.
International teamOne story across several countries
For an organisation with staff in different time zones we build an online town hall with short presentations, energetic interaction and time to talk it over afterwards in the bar. With room for encounters across countries, everyone is up to date again.
Preparation is everything
Who it's for
Boards, communication teams, large organisations
Group size
30-600 participants
What a successful running an online town hall needs.
01
A clear core message
What should staff understand afterwards? What should they apply or translate into their own work? A town hall without a clear core quickly becomes a collection of updates.
02
Interaction that fits the group
Not every question has to be plenary. Sometimes a poll, a round of chat or a break-out works better. The design sets the direction and the degree of participation.
03
Moderation and technical control
A strong moderator looks after the conversation. A technical host looks after the meeting. Separating the two makes an online town hall calmer and more professional.
Frequently asked questions
How long does an online town hall take?
An online town hall usually runs between 60 and 120 minutes. That leaves enough room for updates, interaction and questions without attention drifting.
How many staff can take part?
We run online town halls for 30 to well over 600 participants. Interaction stays possible even with large groups.
How do you stop a town hall becoming one-way traffic?
By making interaction a deliberate part of the programme. And by not being afraid to split large groups into smaller units. People retain information better when they get to work with it themselves. So alongside live questions, polls and votes, we also build in formats for processing and enriching what has been presented.
Can staff ask questions anonymously?
Dialogue and contact are central to everything we do. We work with anonymous questions only by exception, and in that case they're gathered beforehand.
Which software do you use?
We work with Zoom, Zoom Events and Teams. For a town hall we'd also gladly show you SpatialChat: it makes real interaction with a large group surprisingly easy. The choice ultimately depends on what you want the gathering to achieve.
What does an online town hall cost?
The investment depends on the number of participants, the production you want and the level of support. That's why we're happy to make a proposal built around your case.
More answers?Fewer answers
What is the difference between a town hall and a webinar?
A webinar is usually about passing on knowledge. A town hall is more often about internal communication, engagement and dialogue between staff and management.
Can a town hall be hybrid?
Yes. Many organisations combine an audience in the room with online participants. This often costs engagement and interaction. We therefore prefer a clear choice: everyone online, or everyone in person.
Can staff submit questions in advance?
Yes. That often produces better and more considered questions, and it helps speakers prepare.
Can we record the session?
Yes. The recording can be shared afterwards with people who were unable to attend.
Is a moderator necessary?
We strongly recommend one. A moderator keeps the pace, makes interaction happen and helps the right questions come up at the right moment. Often the client provides an internal moderator and we provide the technical host, but we can supply a facilitator too.
How often do organisations hold a town hall?
Many organisations hold a town hall quarterly or monthly as a fixed communication moment. More and more do this online, to save travel, time and money. That works now that there are formats which do more than simply broadcast.
Related event formats
This might fit too — or even better.
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Your AGM: formally watertight, well structured and still lively.
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Webinars that hold people. Not just broadcasting, but genuinely connecting.
Running a webinar
Next step
Online, but not as you know it.
Orientation
See what we do
From strategy day to online team building — see which event formats fit what you're after.
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