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Low-resolution photos, biographies that are far too long or too short, and last-minute submissions via WhatsApp can leave the local electoral committee overwhelmed. Establishing a standardized process from day one saves hours of administrative work and ensures a level playing field for all candidates.
In this guide, we explain how to prepare and standardize candidate profiles to ensure voters can make informed and fair decisions.
1. Create a Standard Template for All Candidates
To ensure a level playing field, decide in advance what information each candidate must provide and set a maximum length. A well-structured candidate profile should include:
- Official photograph: Specify the resolution, format (PNG or JPEG), and style (neutral or corporate background).
- Biography or professional background: A brief summary highlighting relevant experience.
- Value proposition or platform: The key points the candidate will champion if elected.
- Social media or contact details: Official channels where voters can find more information.
Tip: Creating a standardized form or using a pre-assembly checklist will help you collect all the materials on time without having to chase candidates at the last minute.
2. Digitize the Candidate Submission Process
Forget about receiving biographies by email in various formats (.doc, .pdf, attached images). Centralizing submissions on a digital platform prevents files from getting lost, makes it easier for the electoral committee to review them, and speeds up layout and formatting.
If you organize elections in a specialized setting, such as professional associations, trade unions, or companies, explore how digitizing internal processes simplifies administrative management and reduces workload.
3. Ensure Compliance with Privacy and GDPR Requirements
A candidate’s profile contains personal and contact information. Before publishing any information on the website or voting platform, make sure you have each participant’s explicit consent to process and share their data during the campaign.
Review the key requirements for GDPR and data protection to avoid penalties or challenges to the election.
4. Make Candidate Profiles Easily Accessible on the Voting Platform
On voting day, voters should be able to quickly access candidate profiles just before casting their vote. For online or hybrid voting, the platform must display information clearly on both desktop computers and mobile devices.
To ensure a smooth, frictionless voting experience:
- Present candidates in random or alphabetical order to avoid bias.
- Include a search tool if there is a large number of candidates.
5. Encourage Participation by Sharing Candidate Profiles in Advance
Don’t wait until the polls open to introduce the candidates. Share a summary of the candidate profiles through pre-election communication campaigns to build trust in the process and encourage democratic participation.
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