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Inclusive Engagement Techniques and Approaches

Meeting in a Box

An overhead shot of meeting supplies, including a first aid kit, writing supplies, meeting packets, and tape. These materials are laid out on a table.

Photo by: Kearns & West

What is it?

A meeting in a box is a collection of materials available for community members to pick up, download or receive by mail to host a meeting about a project on their own / without the involvement of staff. Materials may include any information necessary to understand the project, visual aids and worksheets to help guide the discussion and collect input.

When to use it

This technique may be helpful when there is high interest from stakeholder groups for involvement but limited staff capacity to host public meetings or workshops. It can allow community members to take ownership of the engagement process by leading meetings with their friends or neighbors.

How to do it

Before

  • Inform stakeholders of the meeting in a box opportunity and gauge interest in hosting.
  • Consider holding optional training sessions with hosts to review materials and answer any questions.
  • Prepare materials using clear, simple and inclusive language. Suggested materials include:
    • A letter thanking the host that provides orientation about what the box contains and specifies how to send collected input to the City.
    • A sample invitation for the host to send to potential participants.
    • An overview of the project, including an explanation of how the input will be used.
    • A sign-in sheet to optionally collect participants' contact information to keep them updated on the project.
    • Instructions for the meeting host, note-taker and participants to follow.
    • A worksheet that outlines key discussion points and questions.
    • Participant satisfaction surveys to assess the effectiveness of the meeting and materials.
  • Distribute the materials with selected hosts or publish materials online.

After

  • Compile, digitize and review collected input to inform decision-making. Upload any sign-ups for the project contact list.
  • Send a note of thanks to the meeting host expressing appreciation for their facilitation.

Resource considerations

Cost: Minimal to Moderate

Costs will vary depending on how materials are shared. If mailing boxes, costs will depend on the size and number of boxes being sent. Other costs to consider include any participation support provided.

Time: Moderate

Preparation of materials may take a few weeks or more. A window of at least one month will be needed for hosts to conduct their meetings and send collected input to staff.

Capacity: Minimal

One or two staff can prepare meeting in a box materials, serve as a point of contact for hosts and digitize/analyze collected input.

How to make it more inclusive

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