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Inclusive Engagement Techniques and Approaches

Flyers

What is it?

Flyers are a one-page outreach material, typically in an 8.5” x 11” page size, designed to share concise information about a project or event. Flyers often include key details such as date, location, contact information and a call to action. These typically combine text and graphics in a simple format, making them easily shareable and suitable for broad distribution.

When to use it

Flyers are effective for raising awareness about specific events, participation opportunities or time-sensitive information. They work well for promoting events or sharing information with communities in a targeted geographic area. Use them to quickly convey key messages in an easy-to-share format.

How to do it

Before

  • Clarify the purpose of the flyer and flyer audience. Determine the key message and/or call to action, such as attending an event, visiting a webpage or providing input.
  • Based on the project scope, consider using City-approved design software such as Canva or Adobe. If staff requires support from the Communications Department to create and/or print the flyers, provide the request to the department’s Public Information Officer with two to three weeks’ advance notice. If the department has no Public Information Officer, it is recommended to email the Communications Department for support.
  • Follow accessibility best practices by using high-contrast colors between text and background, as outlined in the City’s Color Accessibility Guidelines. Choose colors that enhance legibility and avoid using color alone to convey meaning.

During

  • Share with the department's Public Information Officer if applicable.
  • Use the flyer template that is available on CityNet (accessible to City Staff only).
  • Organize content with clear sections. Use bullet points, icons and white space to enhance readability.
  • Use high-contrast colors, large fonts and clear and simple language so all audiences can engage with the content.
  • Highlight essential information such as date, time, location and contact details.
  • Include a link to more detailed resources or public engagement opportunity. Include both the webpage URL and QR code (accessible by City Staff only) when directing to a webpage.
  • Flyers should follow the City’s Visual Style Guide and Writing Style Guide (accessible to City staff only).
  • If using images, ensure they have proper licensing/attribution.

After

  • Distribute flyers at public meetings, community events, high-traffic locations and with engagement partners. Flyers can also be emailed.
  • Post digital versions online in accessible formats that are mobile-friendly.

Resource considerations

Cost: Minimal to Moderate

Costs vary based on the quantity needed and distribution method. Digital versions are cost-effective and easy to share via email or social media. Printing without bleeds is cheaper because it eliminates the need for trimming, reducing paper waste, production time, and overall printing costs. Mailing will add additional postage costs.

Time: Minimal

These materials are quick to produce, but time should be allocated for design, printing and distribution. Communications/Publishing Services (accessible to City staff only) receives over one hundred requests each month. Allow sufficient time for internal review and approval.

Capacity: Minimal

Flyers can be created by one key staff person or with support from the Communications Department’s Creative Services team. Distributing flyers though canvassing may require additional volunteers or staff.

Other considerations

  • Distribute flyers well in advance of events or deadlines to maximize participation.
  • Consider the duration flyers will be displayed and any time-sensitive information.
  • Use recycled paper and recycle printed flyers once they are no longer in use.

Additional outreach material options

  • Posters and Banners: These are large, printed materials designed to grab attention in communal or high-traffic spaces. Unlike flyers, they are meant to be seen from a distance, so prioritize bold visuals, concise text, and high contrast for readability. Posters and banners should be durable, especially for outdoor use, and consider weather-resistant materials.
  • Brochures: Folded materials, such as tri-folds, allow for a structured and detailed presentation of information. Unlike single-sheet flyers, brochures offer multiple panels to organize content. Focus on concise content, engaging visuals, and ensuring the brochure is easy to read and navigate.
  • Door Hangers: Narrow, vertical printed materials designed to be placed directly on door handles make these ideal for on-the-ground outreach. They should have enough weight to hang securely without falling.
  • Postcards: These are compact, double-sided materials often used for direct mail campaigns. When designing, communicate key information clearly and consider visual appeal to capture attention quickly. 

How to make it more inclusive

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