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Inclusive Public Engagement Guide

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Inclusive Engagement Techniques and Approaches

Open Houses

Person wearing a hat looking at a posterboard for De Anza Revitalization Plan. A person wearing a blazer is smiling.

What is it?

Open houses are events where community members attend at their convenience to learn about projects and provide feedback. They use stations and displays to allow for self-paced interactions between community members and staff.

When to use it

The open house format is well-suited when the primary goal is to inform the community about upcoming projects, seek preliminary input or provide updates on project progress. Open house events can also help build rapport between staff and community members by creating opportunities for informal interactions.

How to do it

Before

  • Identify key objectives for the event.
  • Choose a location that can provide a steady flow of visitors and is spacious enough to allow for multiple displays, stations and points of engagement.
    • Choose venues that are fully accessible, including parking, entrances and restrooms. Choose venues near transit and that have adequate parking.
  • Create a logistics plan for the open house.
    • Plan the open house layout, with considerations for which open house stations will allow for participant input or learning about different topics. The goal should be to create an easy-to-follow and logical progression of activities.
    • Designate staff roles such as welcomers, note-takers and staff at each station.
  • Allow time for the development, design and printing of materials.
    • Displays such as posters, handouts and maps should be developed with a consistent visual approach and provide the essential information using clear and simple language.
  • Conduct outreach to encourage participation, such as using email notifications, flyers or social media.
    • In addition to standard outreach channels, directly contact organizations and people that may be particularly interested in the topic.
  • Tour the venue in advance and coordinate with all staff involved to review the logistics plan and anticipate participant questions.

During

  • Provide a sign-in sheet to collect names and optional contact information of attendees to share project updates.
  • After welcoming them, orient attendees to how the flow of the event will work, including what they can expect at each station and the various ways to provide input.
  • To engage attendees and encourage feedback, include interactive elements such as project models, demonstrations or vision walls. Include independent activities for participants who enjoy engaging at their own pace.

After

  • Compile, digitize and review collected input to inform decision-making. Upload any sign-ups for the project contact list.

Resource considerations

Cost: Minimal

Costs can include any printed/display materials, participation support and venue rental fees.

Time: Moderate

Planning an open house typically takes at least two months.

Capacity: High

A full team is needed to support an open house to help plan, staff the different stations and provide logistical support.

How to make it more inclusive

  • Identify any language access needs in advance and consider providing participation support.
  • Play background music that suits the environment and cultural context.
  • Consider hosting meetings at different times of day/days of the week to accommodate different schedules.
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