> ## Documentation Index
> Fetch the complete documentation index at: https://handbook.ucrp.org/llms.txt
> Use this file to discover all available pages before exploring further.

# Caucus Prep for Leaders

> How to plan and run Caucus Night- for all experience levels.

<span style={{display:'inline-block',background:'transparent',color:'#a01722',fontSize:'0.65rem',fontWeight:'700',letterSpacing:'0.1em',textTransform:'uppercase',padding:'0.2rem 0.7rem',borderRadius:'9999px',marginBottom:'0.5rem',border:'1.5px solid #a01722'}}>Guides</span>

All information on this page is current for the upcoming Caucus on March 17, 2026.

<Note>
  The Precinct Chair or a designated Caucus Host runs the caucus meeting. Additional volunteers strongly recommended.
</Note>

## First time running a caucus meeting?

**Get familiar with the 4 most important parts of the meeting.**

<CardGroup cols={4}>
  <Card title="Credential eligible voters" icon="id-card" href="/caucus-prep#credential-voters-with-the-red-caucus-web-app">
    Learn how to sign voters in with the Red Caucus web app, with or without internet access.
  </Card>

  <Card title="Read the party platform" icon="scroll" href="/caucus-prep#read-the-party-platform-or-video">
    Learn the guiding principles voters and delegates should vet candidates against.
  </Card>

  <Card title="Elect officers & delegates" icon="list-check" href="/caucus-prep#elect-officers-and-delegates">
    Learn role responsibilities and how to take nominations, vote, and count ballots.
  </Card>

  <Card title="Report election results" icon="clipboard-pen-line" href="/caucus-prep#report-your-caucus-election-results">
    Learn which papers to collect and how to report results using the Precinct Portal website.
  </Card>
</CardGroup>

## Ready to get started?

Hosting a caucus meeting involves managing several responsibilities. Follow this guide to walk through the essential steps to prepare and run a successful meeting. Each clickable section has explanations and links to deeper material.

<Steps>
  <Step title="Prepare and communicate" titleSize="h2">
    Timeline: In the weeks leading up to March 17

    <AccordionGroup>
      <Accordion icon="landmark" title="Why Caucus Night matters: True representation in action">
        Utah is one of the last states preserving Jefferson's vision of layered representation in our Constitutional Republic.

        **The math of representation:** Utah County is divided into 16 state House Districts. Each District typically has about 44,000 residents, and roughly 25,000 are voting age. Each District has 1 Representative in the Utah House of Reps. It would be impossible for that many people to have a truly representative relationship with 1 person. However, each District is broken into between 20-40 precincts, and 20-40 people *can* have a close working relationship with 1 representative. Each precinct has a Precinct Chair and additional delegates, each representing around 150 people.

        Patterned after the 1600's New England town meeting structure, Jefferson's "Ward Republics" principle allows for direct democracy at the level in which it actually works: face to face meetings of up to a couple hundred neighbors.

        Caucus Night happens once every two years, when we use the most basic level of this system to elect which of our neighbors will best represent our values. Those individuals commit to devote time throughout the year to elect true representatives and keep communication flowing in both directions. This pattern also holds true for the election of our State Senators and other elected officials.

        **Additional resources:**

        * [Officer and Delegate Roles videos](https://precinctportal.org/precinct-roles/)
        * [Short Caucus video](https://www.youtube.com/watch?v=_NL_gv2M5Ec\&t=16s)
        * [UTGOP Caucus booklet](https://www.utgop.org/caucus-booklet/)
        * [Why the Caucus/Convention System?](https://ucrp.org/wp-content/uploads/2024/01/Why-the-Caucus-Convention-System.pdf)
        * [Why Utah's Caucus Election System Matters](https://ucrp.org/wp-content/uploads/2024/01/Why-Utahs-Caucus-Election-System-Matters.pdf)
      </Accordion>

      <Accordion icon="text-select" title="UTGOP Caucus Rules provide the meeting structure">
        Caucus Night is an event of the Utah Republican Party (aka "UTGOP" or "state party"). The [Caucus Rules](https://docs.google.com/document/d/1vuLcesoZZD2CRssOR9IvScP9HZats7O0LOYvzy2jEGA/edit?tab=t.0) are set by the state party and provide a strict structure for what happens in the meeting.

        County parties, including the Utah County Republican Party (aka
        "UCRP" or "county party"), coordinate training, resources, reporting and more.

        Apart from the steps listed below, one of the best ways to get a grasp on how a caucus meeting should function is to review a Caucus Script. The Script is not required, but it follows the procedures outlined by the Caucus Rules, with additional notes on what to do at each point. Learn more below in the [Run the caucus meeting](/caucus-prep#familiarize-yourself-with-the-caucus-packet-and-script) section.

        UCRP has also provided a [Prep Timeline](/caucus-prep/timeline).
      </Accordion>

      <Accordion icon="map-pin" title="Your caucus location has been reserved for you: What to expect">
        UCRP House District leadership teams reserved caucus locations starting in late 2025. All locations have been reported to the state party and now show publicly on [precinctportal.org](https://precinctportal.org/precinct/#), which you can use to find your location based on address and other options.

        Precinct Portal will also tell you your precinct number. In 2026, there are several [changes to precinct numbering](/caucus-prep/precinct-number-changes).

        If you need classroom tools at your location, first check with your House District leadership, as they may already be coordinating with the representative from your location. If not, ask your leaders for the contact number so you can work with them directly.
      </Accordion>

      <Accordion icon="users" title="You need volunteers to help you">
        You'll need typically 4-8 volunteers (per precinct) to help with:

        * Distributing flyers in the weeks before Caucus
        * Greeting people during/after check-in
        * Credentialing (using the Red Caucus app)
        * The election and ballot counting process
        * Timekeeping

        These volunteers typically include the current officers and delegates of the precinct, but can be anyone capable of fulfilling the needed tasks.
      </Accordion>

      <Accordion icon="calendar-check" title="Who to invite and how they'll know where to find you">
        There are 2 requirements to vote in the caucus meeting:

        1. Legal resident of the precinct
        2. Affiliated Republican
           More info on this below in the "Credential voters..." section. For now, you need to download the list of registered voters in your precinct boundaries and invite the Republicans, using the correct date, time, and location.

        There are many ways to get the word out, but the most effective is actually old fashioned printed flyers taped to your neighbors' doors.

        * Learn how to download your voter list from [UCRP's VoterClick](https://ucrp.org/precinct-resources/) website.
        * Use the **Manage Rosters**>**Export Rosters** menu options in VoterClick to export a list of the 2024 Caucus Attendees. These are the most likely to attend in 2026.
        * Edit and print one of [our flyer templates](/caucus-prep/print-flyers) with your info.
        * [Find a map here](/caucus-prep/precinct-number-changes#precinct-boundary-changes) of your precinct.
        * You can print a [caucus sign here](https://ucrp.org/wp-content/uploads/2026/01/2026-Caucus-Sign.pdf). Your House District leadership will also give 2 per precinct about a week before March 17.
          <Warning>There have been precinct number and boundary changes since 2024. [See here for more information.](/caucus-prep/precinct-number-changes)</Warning>
      </Accordion>
    </AccordionGroup>
  </Step>

  <Step title="Credential voters with the Red Caucus web app" titleSize="h2">
    Timeline: 6:00-7:00pm on March 17

    <Warning>Important: Make sure you install the web app and print backup paper voter lists at home before March 17.</Warning>
    Prepare:

    <AccordionGroup>
      <Accordion icon="app-window" title="Install and practice using the Red Caucus web app">
        [Follow the instructions here](/caucus-prep/red-caucus-web-app).
      </Accordion>

      <Accordion icon="circle-question-mark" title="Prepare volunteers to fill the 'Credential User' and 'Help Desk' roles">
        * If you are the only precinct meeting at your assigned location, you need to have at least one volunteer or yourself (preferably not, so you can prepare for the meeting) who is comfortable using the "Help Desk" role.
        * If your precinct is in a location with more than one precinct, you should coordinate to make sure there's at least one (preferably more) people in the building who are comfortable using the "Help Desk" role.

        Become familiar with what both of the roles do by reviewing [this Frequently Asked Question](/caucus-prep/red-caucus-web-app#faq-should-i-select-credential-user-or-help-desk-as-my-role-during-set-up) and [the flow charts starting here](/caucus-prep/red-caucus-web-app#faq-how-do-i-test-before-march-17-without-messing-up-the-data-for-caucus-night).
      </Accordion>

      <Accordion icon="circle-alert" title="Use paper lists as a last resort if tech fails">
        * Learn how Precinct Chairs can download a [voter list here](https://ucrp.org/precinct-resources/).
      </Accordion>
    </AccordionGroup>
  </Step>

  <Step title="Run the caucus meeting" titleSize="h2">
    Timeline: Starting at 7:00pm on March 17

    Prepare:

    <AccordionGroup>
      <Accordion icon="folder" title="Familiarize yourself with the Caucus Packet and Script">
        ### Use the Script as a preparation guide

        One of the best ways to get a grasp on how a caucus meeting should function is to review a Caucus Script. The Script is not required, but it follows the procedures outlined by the Caucus Rules, with additional notes on what to do at each point. Here are 3 options to choose from:

        * [UCRP Caucus Script](https://ucrp.org/wp-content/uploads/2026/02/Script-for-Caucus-Host-2026.pdf) (most comprehensive at 18 pages, includes UCRP party platform, UTGOP Caucus Rules within the word-for-word text)
        * [Simplified UCRP Caucus Script](https://docs.google.com/document/d/1Pz4PHfks-9Ye1CqyRSXKa4uuhUhDcCMZoahQs_vVO-s/edit?tab=t.0) (9 pages long- simplified word-for-word text with bold instructions)
        * [UTGOP Caucus Script](https://docs.google.com/document/d/1rsjigq5NOKdgoBxOnO2dD4hMWGXbWB80vQ5J4kkaA5w/edit?tab=t.0) (most succinct)

        ### Caucus Packet

        The Caucus Packet contains many of the paper resources needed for the Precinct Chair or designated Caucus Host to run the meeting. It is provided by UCRP and distributed by your House District leadership, who may customize/add resources for you. Lawn signs are also provided at the same time.

        **Contents:**

        * <Icon icon="folder-open" /> **Caucus Packet**
          * <Icon icon="file" /> Instructions
          * <Icon icon="file" /> List of what to bring
          * <Icon icon="file" /> <Tooltip headline="Donations" tip="Caucus Night is a significant donation event for UCRP" cta="Read more here" href="">Donation envelope</Tooltip>
          * **Credentialing resources**
            * <Icon icon="file" /> [QR codes for Red Caucus & Precinct Portal]()
            * <Icon icon="file" /> <Tooltip headline="Wristbands" tip="Red for fully credentialed. Other color for those who cannot be elected." cta="Read more here" href="">Wristbands</Tooltip>
            * <Icon icon="file" /> [Utah Voter Registration Forms]()
            * <Icon icon="file" /> [(optional) Republican affiliation list]()
            * <Icon icon="file" /> [(optional) Attendance Roll]()
            * <Icon icon="file" /> [(optional) Self-Nomination Sign-up]()
          * **Meeting and election resources**
            * <Icon icon="file" /> [Caucus Script]()
            * <Icon icon="file" /> [UCRP Party Platform]()
            * <Icon icon="file" /> [UTGOP Caucus Rules]()
            * <Icon icon="file" /> [Ballot Tally Sheet]()
            * <Icon icon="file" /> [UTGOP Election results forms]()
          * **Delegate paperwork**
            * <Icon icon="file" /> [Delegate & Officer Agreement]()
            * <Icon icon="file" /> [Important dates for delegates]()
          * <Icon icon="file" /> [Election Judge Sign-up]()
          * <Icon icon="file" /> [Packet drop off instructions]()
          * **Campaign pamphlets for candidates delegates will vet**

        **Additional resources you can print:**

        <Tree>
          <Tree.File name="New delegate resources" />

          <Tree.File name="" />

          <Tree.File name="global.css" />

          <Tree.File name="Wristbands" />

          <Tree.File name="" />

          <Tree.File name="(optional) Attendance Sheet" />

          <Tree.File name="db.ts" />
        </Tree>
      </Accordion>

      <Accordion icon="list" title="Prepare your room and volunteers" />
    </AccordionGroup>

    Meeting highlights:

    <AccordionGroup>
      <Accordion icon="clock" title="Run an efficient & effective meeting" />

      <Accordion icon="scroll" title="Read the Party Platform (or video)" />

      <Accordion icon="user" title="Elect officers and delegates" />

      <Accordion icon="signature" title="Collect Delegate Agreements and give resources" />
    </AccordionGroup>
  </Step>

  <Step title="Report your caucus election results" titleSize="h2">
    Timeline: Immediately after your caucus meeting on March 17

    <AccordionGroup>
      <Accordion icon="id-card" title="Report election winners on the Precinct Portal website">
        1. Each Caucus Packet will include a page with a unique QR code to open the Precinct Portal reporting web page on the Precinct Chair or Caucus Host's phone. You will need to have internet access when you do this.
        2. If you credentialed everyone into your caucus meeting [using the Red Caucus web app](/caucus-prep/red-caucus-web-app), once each volunteer's app sync to the internet as described on that page, the credentialed voter list will be available in Precinct Portal.
        3. View [this instructional video](https://www.youtube.com/watch?v=HK6RnZ0AzpE) for how to report the results electronically.
           <Warning>Make sure each volunteer's Red Caucus web app syncs to the internet before attempting to report election results!</Warning>
      </Accordion>

      <Accordion icon="files" title="Deliver your results papers and donations to your House District leadership">
        1. Make sure you take pictures of all of your ballot results, signed papers, and results papers in case anything is missing later. We need backups and the originals you submit will not be returned to you.

        * Keep ballots of each precinct leadership position, state delegate, county delegate, alternate delegate race – in a separate sealed bag or envelope with accompanying tally sheet labeled with position, precinct, date & House District. New Precinct Chair keeps for 1 year.

        2. Encourage the new Precinct officers to take a picture of the results list so they know who they are working with- the county database (VoterClick) will not be updated immediately and they will want to know who their people are before the Central Committee meeting, 4 days later.
        3. The Precinct Chair or designated Caucus Host must bring (in person) all results papers and donations to your House District leadership- including the list of all your new officers and delegates, and your signed Delegate and Officer Agreements. This is required by the county and state Republican parties to be done on March 17, 2026.
        4. County Party leadership will review the results before they are considered official and shared with the public.
      </Accordion>

      <Accordion icon="hand-helping" title="Clean up after the meeting">
        After the Meeting:

        1. Collect all your paperwork, ballots, extra wristbands, etc.
        2. Take down all posters, QR codes, and tape.
        3. Fold up chairs and tables, put away, straighten up the room – leave it nicer than you found it.
      </Accordion>
    </AccordionGroup>
  </Step>
</Steps>