Participation support options can help offset participant costs, encourage participation and acknowledge community members' contributions to a project. Gift cards are one preferred way to reduce barriers to participation. Other options include transit passes, parking validations and/or meal vouchers.

Gift cards are versatile and allow participants to use them according to their own needs. Prior to an engagement activity, staff should establish qualification criteria and prepare an appropriate amount of gift cards for the activity. Distribute gift cards at the end of a participation activity to encourage full participation. If staff are mailing out gift cards, use a service that requires signature upon delivery or electronic delivery.

If giving away participation support options or promotional items is regularly expected for engagement activities, staff should set up an engagement inventory and check-out system.

Members of the public must report the gift cards that they receive as taxable income, per Internal Revenue Code. Annual amounts less than $600 are required to be self-reported and annual amounts over $600 need to be reported to the IRS on Form 1099-MISC by the City.  

When distributing gift cards, staff should be aware of any large amounts being distributed and include a written notification of gift card regulations to participants, using the following statement: “Please note that cash or cash equivalent amounts to a single recipient that exceed $600 annually will be reported to the Internal Revenue Service on IRS Form 1099-MISC by the City of San Diego. For recipients receiving over $600 annually, the City must collect recipients’ name, address, Social Security or Taxpayer Identification number and amount earned for Form 1099-MISC reporting. The IRS has stipulated that amounts less than $600 are required to be self-reported by the recipient on their personal tax return. Please consult with your personal tax advisor for any questions or concerns."

Prizes can also help encourage public participation. Prizes often take the form of promotional items, which can be given to an attendee for participation or winning a game. Games should be project-related and may include from spin-the-wheel, random drawings, board games, and art competitions.

Promotional items are typically low-cost City-branded items that are appealing or useful to participants. Staff may work with Publishing Services (accessible to City staff only) to produce high-quality graphics or designs for these items. Some examples include City-branded water bottles, tote bags or hats.

Staff should ensure that hybrid engagement formats provide equal chances for virtual and in-person participants to win prizes.

Per California law, the City is not allowed to implement games where gambling or admission fees are a factor.

Meals and refreshments at City-led engagement events help support participant engagement and encourage the attendance of people who may otherwise be unable to participate due to needing to feed themselves or their family. Meals refer to a main dish of food while refreshments refer to light snacks and drinks. Examples of meals can include sandwiches, wraps, pasta dishes or salads. Examples of refreshments include water, coffee, juice, granola bars and fruit.  

Determine in advance if there are any limitations on providing meals or refreshments in an event space or additional costs associated with booking the space if providing food. Staff should consider providing the option for participants to indicate any dietary restrictions during event registration. Choose meals and refreshments with consideration for participants' cultural or religious backgrounds in addition to dietary restrictions.

Meals and refreshments can vary depending on the event context. For example, pre-made, individual wraps for highly attended events enables participants to quickly get and neatly eat their food. Per the City's AR 35.80, environmentally preferable purchases and practices are encouraged. When possible, buy a little extra food than the number of expected attendees to accommodate for last-minute attendees and consider purchasing reasonably priced items from local small businesses. Label food items with ingredients such as pork, beef or common allergens when possible. For packaged food, keep the original box so people can view the ingredient list.

If the event location allows for it, create a space for people to eat together in small groups and allocate about 20 minutes for eating and socializing.

Though an engagement event may be designed for all ages in mind, children under 10 may or may not take an interest in participating depending on their age and the engagement activity. Providing childcare can help participants who bring children to an in-person engagement event overcome participation barriers that arise from needing to look after children. Consider hiring licensed childcare professionals from community-based centers or childcare providers. Anyone providing childcare must be licensed or license exempt, background checked and have tuberculosis clearance. Advertise in advance of the engagement event if childcare will be provided. 

Childcare activities should be designed for a range of ages and abilities and can be adapted to engage around the project’s topic, such as an age-appropriate handout or interactive map. There could also be a kids’ table with a variety of alternative activities such as puzzles, board games, drawing/art materials or children’s books. Objects with small or potentially hazardous parts for young children should be avoided.