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Inclusive Engagement Techniques and Approaches

Tours and Field Trips

A person speaks in front of a crowd as they are standing on a bridge

City staff and The Skatepark Project lead a tour of the Linda Vista Skateboard Park.

What is it?

Tours and field trips involve visiting a location to get a first-hand experience of a project site. Subject matter experts or guides typically lead tours and field trips to provide context and facilitate learning and input. These activities can increase awareness about a topic or explore sites and surrounding communities for future projects.

When to use it

Tours and field trips can be effective immediately following project kick-off to familiarize stakeholders with a particular location or site. They can also be used to gather input and understand perceptions and challenges about buildings and infrastructure. Tours and field trips can also show project progress or display a project with very similar characteristics to the one proposed.

How to do it

Before

  • Identify a tour/field trip location based on objectives. Gather information about the location’s hours of operation, tour options, educational programs, security and any special permission requirements or restrictions.
    • If feasible, perform a site visit prior to the tour/field trip to assess any conditions that may warrant additional accommodations or safety measures.
  • Determine the tour/field trip date, time, guide(s) and invited participants.
    • Invite participants using a registration link to collect contact information and cap the number of participants as needed.
  • Consider preparing a microphone and speaker or other form of voice amplification for the tour guide to ensure participants can hear.
  • Consider arranging transportation to and from the destination.
    • Consider factors such as distance, travel time, parking and accessibility. If using buses or other transportation services, make reservations well in advance.
  • Create and share a detailed itinerary that outlines the logistics of the tour/field trip at least two weeks in advance.
    • Include information such as departure and arrival times, transportation and/or parking information, scheduled activities, maps, meal arrangements and safety procedures.
  • Distribute and collect liability waiver and photo release forms signed by tour/field trip participants.
    • This can be done electronically via email prior to the tour/field trip and/or in person via printed copies prior to boarding City-arranged transportation or at the beginning of the tour.
  • Check weather conditions in advance of the tour/field trip.  
    • Remind staff to dress accordingly.
    • If temperatures of 80°F or higher are anticipated, ensure water and shade are available and/or consider postponing the tour/field trip.

During

  • If collecting input is part of the objective, supply participants with clipboards, pens and comment forms for recording observations.
  • The tour/field trip leader should wear City-branded clothing or be otherwise easily identifiable.

After

  • Collect input from participants’ comment forms and digitize as needed to inform project decisions.
  • Note any future opportunities for engagement and/or share how input will impact decision-making.
  • Consider distributing participant satisfaction surveys to learn how participants felt the tour/field trip went and make improvements for the future.

Resource considerations

Cost: Minimal to Moderate

Costs depend on any fees assessed at the location, for the tour guide, participation support and transportation.

Time: Moderate

Planning and setting up the tour/field trip can take a month or longer. The tour/field trip itself may last an hour or more.

Capacity: Minimal

Tours/field trips typically require at least two staff members to plan and execute.

How to make it more inclusive

  • Consider any language access needs in advance and consider providing participation support.
  • Choose a location that is fully accessible, including parking, entrances and restrooms. Choose venues that are near transit and that have adequate parking.
  • Choose venues that are near transit and that have adequate parking.
  • Check weather conditions in advance of the tour/field trip, if it will occur outdoors.
    • Remind team members to dress accordingly.
    • If temperatures at 80°F or higher are anticipated, ensure water and shade are available and/or consider postponing the tour/field trip.
  • Consider the time when planning a tour/field trip.
    • If participants are attending as part of their jobs, workday hours are preferred. If participants are attending on their own time, consider conducting it in the evening or on a weekend.
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