Q

POLLING 

PLACES AND

 VOTE 

CENTERS

www.eac.gov

October 2007

MANAGEMENT GUIDE
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Th e Quick Start Management Guide for Pollin

Places and Vote Centers is part of a series of 

brochures designed to highlight and summariz

the information contained in the chapters of t

U.S. Election Assistance Commission’s (EAC) 

Election Management Guidelines (EMG). Th 

goal of the EMG is to provide a collection of 

election management guidelines, consolidated 

into one document, to assist State and local 

election offi cials eff ectively manage and 

administer elections. Th ese guidelines are sole

designed to serve as a source of information fo

election offi cials and not as requirements by 

which they must abide. Th e EAC expects the 

EMG to be completed in 2008. However, due 

to the urgent need for election management 

resources, EMG chapters and Quick Starts are 

released as they are completed.

Th e content of the EMG and the Quick Start 

Management Guides has been developed in 

collaboration with State and local election 

offi cials and other election professionals who 

have fi rst-hand experience managing election

Th e EAC is grateful for their participation and 

ensuring the guidelines are practical and 

applicable for jurisdictions regardless of their s

and resources. Th e EMG and the Quick Start

are available online 

at www.eac.gov.

POLLING PLACES AND VOTE CENTERS
www.ea

INTRODUCTION

 Historically, a polling place has been a building 

used for voting purposes on Election Day. For 

voters, it is the place that they frequent a few times 

each year. For election offi cials, polling places 

require so much more. Locating them, inspecting 

them, notifying voters of their location, ensuring 

that the locations are accessible and convenient and 

that there are enough parking spaces, etc...indeed 

polling place management is a full time, year-round 

job in every election offi ce.

 Early voting locations and vote centers have added 

a new level of management to the processing of 

voters. Th e use of technology for checking in 

voters and issuance of ballots has introduced the 

ability to manage larger numbers of voters in large 

centralized locations. Each of these voting options 

must be authorized by State law and managed by 

local election offi cials. 
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LOCATING, INSPECTING, AND

DETERMINING POLLING PLACE

AND VOTE CENTER SITES

 Collect information about available locations by 

contacting area city halls and county building/

planning departments. Work to obtain access to 

existing GIS data base information to determine 

location, building capacity, parking availability a

building contact information. 

 Contact area city planning departments to review 

future use and zoning maps to determine where 

and what type of future growth is expected withi

the next election cycle. Periodically review new 

occupancy permits to assist with population den

projections. Example: It is important to know w

and where large apartment complexes are schedul

to be constructed as it may require additional poll

places to effi ciently serve the voters.

 Develop checklists and tool kits to facilitate the 

inspection of all possible locations and ensure 

compliance with the requirements of the Americ

with Disabilities Act (ADA). Partner with your 

county building/planning department staff to as

your offi ce with inspection responsibilities. 

TIP: Develop a working data base of all available 

locations within your jurisdiction in order to easil

manage last minute polling place cancellations.

 Reach out to your disabled community 

organizations and ask for their assistance in 

fi nding and securing accessible polling locations
www.ea

 Develop a written contract for the use of each 

building on Election Day. Be sure to provide the 

building manager a copy of the county’s insurance 

policy information, and ask for a copy of theirs. 

Develop and distribute a uniform fee structure 

for use of the building. TIP: Some jurisdictions are 

provided the use of public buildings at no cost.

 Vote center and early voting locations are polling 

places where any voter in the jurisdiction can 

vote, and should be located close to major traffi c 

arteries for easy access. Consider using places that 

have large parking areas and that people frequent 

on a regular basis, i.e. libraries, recreational centers

malls, municipal/county buildings. Remember tha

these locations must also meet all applicable ADA 

requirements.

 Conduct a public hearing to gain input and 

approval of the vote center/early voting locations. 

Be sure to invite members of the major political 

parties.

 Consider merging the data collected on all 

possible locations with your county’s GIS 

computer system. By merging voter registration 

and “expected to vote” numbers by precinct with 

the GIS data, you are able to visually locate 

buildings that are within close proximity to 

precincts/voters and with suffi cient capacity to 

serve the number of voters expected on Election 

Day. Example: Two or more precincts could be 

served by one polling place, depending upon the

size of the building, its location, and available 

parking, etc.
POLLING PLACE SUPPLIES – 

PREPARATION AND DISTRIBUTION

 Partner with other county departments to suppo

the delivery and pickup of voting equipment and 

supplies. 

 When using delivery companies for equipment/

supply distribution, be sure to include details ab

specifi c delivery requirements within your contr

document. Examples include equipment packin

needs and delivery deadlines. TIP: Consider 

awarding your contract to a company that has its 

own ability to develop a delivery routing plan bas

on information provided by your offi ce.

 Develop asset control procedures for all equipm

and supplies. Utilize bar code technology to trac

distribution and return of equipment. 

 Place laminated reminder cards throughout the 

worker supply kits to call attention to important 

tasks and/or responsibilities. TIP: Consider color 

coding important supplies that must be returned o

Election Night.

 Develop easy to follow checklists for use in open

and closing voting equipment. Train poll worke

to operate in teams of two when opening and 

closing the equipment. One person should read 

the instructions and the other perform the task.

 Encourage poll workers to balance the number o

voters checked in to number of voted ballots cas

periodically throughout the day. 

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STAFFING, TRAINING, AND

ELECTION DAY SUPPORT

 Develop a working knowledge of your telephone 

system and its capacity level. Utilize phone banks 

to distribute calls on Election Day, and make sure t

have procedures and policies in place to protect the 

privacy of confi dential information. 

 Provide a separate phone number that is dedicated 

to polling place opening/closing calls from poll 

workers. A diff erent phone number should handle 

all regular calls from the general public.

 Partner with area community college instructors 

to assist with development of a poll worker 

training course. Provide incentives to poll workers 

who complete the course. Ideas include: additiona

compensation and/or issue certifi cates of 

completion and lapel pins. Consider developing an 

on-line training refresher course for poll workers to 

review procedures prior to Election Day. For more 

ideas regarding the recruitment and training of 

poll workers, please, refer to the following EAC 

publications: 1) Successful Practices for Poll 

Worker Recruitment, Training, and Retention, 

2) A Guidebook for Recruiting College Poll 

Worker, and 3) Compendium of State Poll Worker 

Requirements; these publications are all available 

on the EAC’s Web site at www.eac.gov.

 Remember to incorporate training on customer 

service and problem solving techniques in your pol

worker training program. 
 Assign fi eld coordinators to regions containing 8

polling places on Election Day. Th e coordinator

should receive additional training/certifi cation. 

Th ey should be trained to respond to trouble 

shooting calls in their region, and also to 

periodically visit their assigned polling places 

to assure that all locations are set up correctly 

and processing voters according to established 

procedures. TIP: Develop a polling place supply/

procedure checklist and request that the fi eld 

coordinator and supervising poll worker at each 

location sign off and return the checklist for 

auditing purposes.

 Utilize your early voting poll workers as Election 

Day supervising poll workers in your largest pol

places or as regional fi eld coordinators. Th ey br

their knowledge and experience from working 

longer periods of time at the vote center/early 

voting locations.

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FACILITY MANAGEMENT 

 Consider coordinating the polling place setup 

process on Monday evening, prior to Election 

morning. By completing some of the setup process 

the night before, poll workers are relieved of some 

of the anxiety that they experience on Election 

morning. TIP: Request that poll workers call in and 

confi rm the completion of their polling place setup 

the night before. Th is assures the Election Offi ce that 

some of the procedures have been completed prior to 

Election morning.

 Develop a polling place layout design for each 

polling place. Train poll workers to use the 

approved layout when setting up their location 

on Election Day.

 Conduct a mock election utilizing the maximum 

number of check-in computers at all early voting 

and/or voter center locations. Utilize your poll 

workers to staff the locations and as “mock voters”. 

Monitor the computer server for capacity issues; 

determine how many voters can be processed 

within a certain period of time; and evaluate other 

line control and crowd management issues. Debrie

the results of your mock election to determine the 

need for additional space, staff , and check-in 

computers. Determine how you can implement 

a “Plan B” to divert voters to a diff erent area for 

processing when the line extends beyond a defi ned 

point. TIP: Provide a 3x5 card to the voter who is 

100 feet back in the line. Place the time on the card 

and ask the voter to provide it to the computer 

check-in clerk who will also note the time. Collect 

these cards to evaluate customer wait time.
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 Develop tracking procedures to collect statistics 

the fl ow of traffi c in and out of each polling plac

Use these statistics to develop future staffi ng nee

to manage peak voter periods.

 Send out a reminder card containing voter 

information prior to the beginning of early votin

Encourage voters to bring the card with them in 

order to gain access to the “fast check-in line”. 

TIP: Include the ballot style number and a bar cod

on the card.

 Provide a listing of vote center/early voting 

locations to area law enforcement agencies and 

request their assistance with traffi c control issues 

on peak voting days.

 Develop a “Plan B” for Election Day in the 

event that long lines form. Consult with other 

jurisdictions and your State Election Director 

to develop uniform state procedures for handlin

this issue.
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VOTER EDUCATION

 Implement a visible public relations campaign to 

inform voters of the various voting opportunities 

available to them. TIP: Incorporate information 

about early voting/vote center locations and hours 

of operations on all mailing pieces distributed by 

your offi ce.

 Recognize that voters are creatures of habit and 

do your best to keep the early voting/vote center 

locations and hours of operation consistent. 

 Post informational signs at vote center/early 

voting locations to inform voters of how long their 

expected “wait time” will be at certain points in the 

line. Also provide information on alternative vote 

center/ early voting locations in the event that 

voters choose to leave and return at another time 

or place.

 Inform voters of when the peak voting times are 

and encourage them to avoid that day and/or time 

of day.

 Post a “polling place lookup and review your 

sample ballot” feature on your jurisdiction Web 

site. Publicize your Web site address on all mailing 

pieces distributed by your offi ce.
www.eac.gov

FOR INFORMATION REGARDING THIS PUBLICATION OR

TO REQUEST ADDITIONAL COPIES, PLEASE CONTACT: 

U.S. ELECTION ASSISTANCE COMMISSION

1225 NEW YORK AVENUE, NW, SUITE 1100 

WASHINGTON, DC 20005

ATTN: ELECTION MANAGEMENT GUIDELINES

TELEPHONE (202) 566-3100 (866) 747-1471 (TOLL FREE)

FAX (202) 566-3127

E-MAIL ADDRESS HAVAINFO@EAC.GOV

WEB SITE WWW.EAC.GOV

THE EAC IS AN INDEPENDENT BIPARTISAN COMMISSION CREATED B

THE HELP AMERICA VOTE ACT OF 2002 (HAVA). IT IS CHARGE

WITH ADMINISTERING PAYMENTS TO STATES AND DEVELOPING

GUIDANCE TO MEET HAVA REQUIREMENTS, IMPLEMENTING ELECTIO

ADMINISTRATION IMPROVEMENTS, ADOPTING VOLUNTARY VOTING

SYSTEM GUIDELINES, ACCREDITING VOTING SYSTEM TEST LABORATOR

AND CERTIFYING VOTING EQUIPMENT AND SERVING AS A NATIONA

CLEARINGHOUSE AND RESOURCE OF INFORMATION REGARDING

ELECTION ADMINISTRATION.