Chapter 6.2: Meeting Planning Toolkit

Having well-thought-out meetings requires a lot of preparation. The following checklist will help you work through the planning stage and ensure community engagement in the process.

• Whom do you plan to invite?

  • Invitees may include:
    • Residents
    • Neighborhood association leaders
    • Journalists
    • Businesses
    • Civic tech groups
    • City staff (subject matter experts, data experts)
    • University professors or students
    • Librarians
    • City leadership

• How will you message the meeting?

  • Be clear about what you expect of all participants.
  • Include a start and end time.
  • Connect the meeting to the bigger picture.

• When will the meeting be held?

  • Does the weekend or a weekday make more sense?
  • What else is going on in the city that could affect your date?
  • Consider holidays and religious obligations.
  • If the meeting is in the evening, will you offer childcare?

• Is the location of the meeting appropriate for the participants?

  • Is it accessible by all?
  • Should the location be neutral?
  • Is it important for it to be it hosted by the city or another key partner?

• How will the meeting be structured and facilitated?

  • Will there be a combination of small- and large-group discussions?
  • Do you have enough facilitators?
  • How do you plan to ensure participation by everyone?
  • Have you built in time for reflection?

• Do you have the necessary materials?

  • Do you need notebooks, pens, or tablets?
  • What are your technical needs? Are there power outlets?
  • Will you serve food? Are there allergies or dietary restrictions?

• How will you follow up?

  • Do you have a sign-in sheet or another way to collect contact information?
  • When is the next time participants will hear from you?
  • How will you contact them?
  • What are the next steps in your process?