The process must be constantly reinforced by chairpersons - "Many people who want to speak might consider formulating their point in writing; others outside this session will also then be exposed to it. Please hand your messages in to ..."
The message collection procedure may also be used for personal messages (not to appear in the Bulletin or be displayed). The editorial "message processing office" could then make appropriate arrangements for these to be delivered or picked up. Such messages should not require typing (but a translation service could be offered, if available - see Multiple Languages and Translation / E5). If costs are a consideration see Sale / C4; Costs and Cost Cutting / D4).
Hand-in
Messages can simply be handed in at a well-known place, such as the administrative desk, communication office, conference chair, etc. Such message collection points must be identified and visible. An advantage of this method is that the collection point(s) can be staffed. Some pre-processing tasks, like numbering and the checking of message length and legibility, may be done at this stage (see Priorities and Pre-Processing / E10).
Helpers
Helpers could collect messages during sessions (as with money collection in churches!). In this way there is continual reminder and encouragement for participants to submit their thoughts and feelings to paper. Collection staff also add a personal face to the Bulletin. A useful combination is to collect messages and distribute fresh message forms in session.
Message boxes
Messages can be posted by participants into "message collection boxes" located at any or all of the following:
Message boxes can easily be constructed on the spot from cardboard cartons used to transport documents. Cartons for photocopy paper are ideal, particularly if they have removable tops into which a slit can be cut. Otherwise the top can be tied shut with string or ribbon. it is an advantage to cover the boxes with a distinctive coloured paper and to mark on them something like "Participant Interaction Box" or the name of the Bulletin.
Placing a stack of blank message forms, cards or half-sheets of paper by the box also encourages participants to use it.
One or more conference staff should be given responsibility to empty the boxes periodically (at least once or twice a day).
The problem of people tampering with message boxes is an unlikely one. Removal of messages from boxes is only likely to occur in rare situations. Boxes can be locked or taped in a "tamper-proof" way.
It is very helpful if on several occasions at the beginning of the conference the chairperson strongly recommends the use of the message boxes to participants. Similarly, when good ideas are voiced in informal discussion (at coffee break for example), organising committee members present can suggest "Why not put it in the box as a way of gaining its wider exposure?"
Computer-aided
In a computer-networked environment, messages can be sent from computer terminals in both nearby and/or distant locations (even from the other side of the world using electronic mail - see Computer / I9; Email / I5). These messages can be printed out and processed in the same way as handwritten messages, and also displayed on the message board. They can be downloaded directly into the computer file being complied for the Bulletin.
With a mixed collection system, there is an obvious advantage in being able to have a smooth collection interface between handwritten messages and downloaded messages. For a local area network (LAN) at this level of sophistication, the use of a database file to handle message would be worth considering (see Database Software / I8). On the other hand, the messages on a wide-area electronic system will clearly be held in a database format. The issue then becomes how to blend the two, especially in situations where the wide-area system may crash and the local system needs to fall back on standalones with disks or a LAN using some local database package (see Computer Networks / I13).