ILG

Preparing for Successful Public Meetings: Checklist for Before, During, and After

Successful public meeting

• Before the Meeting 

• The Issue 

• Develop a clear statement about the topic and how it might affect the public. 

• Set clear expectations about the purpose of the meeting and intended outcomes.

• Create an agenda with estimated times, and whether an item is information, review or a decision.

• Outreach 

• Identify which types of community members you hope will attend.

• In addition to advisory boards and task forces, speak to leaders from a wide range of groups (such as school, business, faithbased, health and neighborhood groups).

•  Send out an e-blast; issue a press release; post to blogs.

• Use social media to announce the meeting and invite people. Include directions, transit routes and suggestions about parking.

• Reach out to the community; talk to people one on one and to groups at their meetings. 

• Translate outreach materials as needed and share with appropriate community groups.

• Logistics

• If you have flexibility, choose a time of day that is convenient for those you are trying to include.

• Make sure the facility and equipment are suited to your intended purpose and audience.

• Determine if special accommodations are warranted (for example, food, childcare, translation services or devices).

• Information

• Educate oneself and staff about the topic ahead of time

• Line up subject matter experts as needed; explain the need to translate technical information into plain language that everyone can understand.

• Make information available to the public before the meeting, in a variety of formats including online and via community outreach.

• Invite questions ahead of time

• Determine application of open meeting laws and assure compliance.

• During the Meeting

• Explaining the Process

• Be clear who is running the meeting.

• Define the goal of the meeting, key topics and what decisions will or will not be made.

• Introduce all public officials.

• Explain the meeting process, when it is the public’s turn and time restrictions (and the reasons for the time restrictions).

• Clarify how comments will get recorded and used.

• Information Sharing

• Have high quality visual aids and adequate handouts.

• Keep explanations as simple as possible and avoid acronyms and technical terms.

• Managing the Discussion 

•  Set a friendly tone.

• Be attentive and use active listening skills.

• Explain what plan/process the agency is using to determine what is on topic and off topic.

• Capture off topic comments to be addressed at a different time.

• Be honest about what the agency can and cannot do; define parameters.

• Solicit comments from those not heard, using direct invitation, such as a “last call” or cards requesting written comments.

• Creating a Welcoming Environment

• Provide food (ideally multi-ethnic to match your community’s preferences).

• Offer name tags and sign-in sheets; collect emails for follow-up (keeping in mind that it is optional for attendees to provide their names and contact information).

• Express appreciation to all attendees

• Provide an anonymous feedback form to all attendees to learn what worked well and what can be improved for next time.

• After the Meeting

• Prepare and post a meeting summary. 

• Send out an “e-blast” about decisions, action items, next steps and any follow-up meetings; provide a specific contact person.

• Reach out to attendees who did not speak up during the meeting (they may care just as much but may be introverts). 

• Follow up with those who might be disappointed with the decision; encourage them to stay involved.

• Keep asking for feedback and continue to provide information about the issue

• Apply the evaluation to the next public process

• “Before the meeting, educate the public. During the meeting, educate the public. After the meeting, keep educating the public.”