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Inclusive Public Engagement Guide

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Inclusive Engagement Techniques and Approaches

Comment Forms

What is it?

Comment forms or comment cards can be used to collect public feedback about projects in hard copy or web form. The forms provide an opportunity for the public to write succinct suggestions and ideas about a project for decision-makers’ consideration.

When to use it

Digital comment forms typically live on the project webpage and are useful for tracking general comments throughout the lifecycle of a project. Printed comment forms are better for tracking targeted input at specific stages of the project.

Printed comment forms can be distributed and collected at public engagement events, such as open houses, workshops and public meetings. This technique can help engage people who prefer to express their thoughts in writing and/or may be less comfortable verbalizing their input.

How to do it

Before

  • For printed comment forms, consider including the following elements in a half-card (8.5”x5.5”) format:
    • City logo.
    • Name of the project.
    • Event date.
    • A brief explanation of how comment forms will be used.
    • A place for optional submission of name, zip code and email. The form should explain that such information is optional and would be used to provide updates about the project/further opportunities for engagement.
    • Blank space for comments.
  • Online comment forms can be embedded directly within the webpage.

During

  • At the beginning of an engagement event, pass out comment forms and pens to all attendees.
  • Make an announcement about the comment forms. The agenda can include five to 10 minutes toward the end for people to write their comments.
  • Collect comment forms at the end of the event.

After

  • Digitize printed comment forms as needed so they can be considered and included with other public input.
  • Pay special attention to comments requesting information or public records in order to follow up.

Resource considerations

Cost: Minimal

Digital comment forms are free, and there are minimal costs associated with printed comment forms, such as printing and providing pens.

Time: Minimal

Once collected, processing comment forms could take a few weeks, especially for comments needing to be translated and transcribed/digitized.

Capacity: Minimal

One to two staff members is generally enough to prepare, distribute, collect and process comment forms, depending on the volume of comments.

Other considerations

  • If also distributing participant satisfaction surveys at an in-person engagement event, clarify that comment forms are meant to provide input about the project, while satisfaction surveys are intended to share feedback on the participation experience and activity(ies).

How to make it more inclusive

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