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Inclusive Public Engagement Guide

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Inclusive Engagement Techniques and Approaches

Workshops

Four pople at a table with notes. The table has a "Urban Design Implementation" label. Many people are in the background having discussions at other tables.

What is it?

A workshop is a structured and interactive event where community members can provide input on projects through discussions, problem-solving and visioning. Participants may engage in small group activities to identify issues and priorities and offer feedback to the larger group at the conclusion of the event.

When to use it

Workshops are best used to help participants develop ideas through conversations and collaboration with others. They are particularly effective for surfacing issues and new solutions and gathering in-depth feedback.

How to do it

Before

  • Clearly define the workshop objectives and determine what types of feedback are desired from the workshop. Plan for activities that help facilitate conversations around that feedback.
  • Identify any activities that would be appropriate to incorporate into the workshop such as vision walls, project models, mapping exercises or a design-focused activity.
    • Develop an agenda.
    • Develop any visual aids needed to help explain key concepts or complex information.
    • Gather supplies for any planned activities.
    • Consider and assign roles that may be needed, such as facilitators and notetakers.  Ensure City staff subject matter experts are available to address questions the public may have.
  • Choose venues that are fully accessible, including parking, entrances and restrooms. Choose venues near transit and that have adequate parking.
    • Identify an area with enough space, seating and appropriate audiovisual equipment for workshop activities.
  • Conduct pre-meeting outreach to invite and encourage participation, such as using email notifications, flyers or social media.
    • Consider if outreach materials should be translated based on the intended audience.
    • Consider asking people to register for the meeting to provide a sense of the number and interests of attendees.
    • In addition to standard outreach channels, directly contact organizations and people that may be particularly interested in the topic.
  • Prepare workshop materials, which may include participant handouts, supplies for planned activities, materials to record ideas or display information, and audiovisual equipment.
  • Schedule and conduct practice session(s) at least one week before the meeting to review the agenda and roles.
  • Arrive at the venue early for any necessary set-up. Arrange seating to allow for small groups of four to nine people.

During

  • Welcome attendees. Build in some extra time for arrival at the beginning.
  • Provide a sign-in sheet to collect names and optional contact information of attendees to share project updates.
  • Share the productive engagement event guidelines or create engagement event agreements.
  • Help participants understand the context of the project. Consider presenting on the project’s background, purpose and other key information so that participants are prepared for providing input.
  • Start off with simple questions that build rapport and allow participants to get to know each other.
  • Encourage engagement with a variety of activities within small groups; this may include brainstorming using poster boards, visual preference surveys or mapping exercises. Facilitate each small group as needed and allow small groups to share their ideas with the larger group.
  • Optionally allow participants to share feedback about the engagement event using a participant satisfaction survey.
  • Note any next steps in the project and future opportunities for engagement.

After

  • Compile, digitize and review collected input to inform decision-making. Upload any sign-ups for the project contact list.
  • Follow up as needed with answers to any questions that came up during the workshop.
  • Workshop summaries can be developed to share with attendees and the broader public.
  • It is recommended to save all hard copies of material (maps, boards, paper rolls, posters, etc.) until the end of a project in case another workshop needs to be done, or if staff need to reference the feedback gathered.

Resource considerations

Cost: Moderate

Expenses may be minimal as City facilities are available for hosting workshops for free or a small rental fee. Costs will vary depending on materials developed, participation support provided and any consultant support.

Time: Moderate to High

Planning a workshop can take about two months. Workshops themselves last only a few hours, but design-focused workshops may take place across multiple sessions. 

Capacity: High

A full team is needed to support a workshop, including planning, facilitation of breakout groups, note-taking and logistical support.

Other considerations

  • For design-focused workshops, consider conducting activities like brainstorming, sketching or model-building.
  • Workshops may be particularly helpful in the early stages of a project to explore design possibilities and refine them.
  • City-prepared workshop materials are considered a public record and should be retained in a manner consistent with the department’s record retention policy.

How to make it more inclusive

  • Children can also provide input at workshops, using activities such as games or art.
  • Simplify visual and written materials by using clear, simple and inclusive language, and label any images and maps with recognizable community landmarks and street names.
  • Consider using 3D elements like building blocks, simple models and figurines to help guide visioning exercises for visual and tactile learners.
  • Consider hosting workshops at different times of day/days of the week to accommodate different schedules.
  • Identify any language access needs in advance and consider providing participation support.
  • Offer multiple ways for people to share their perspectives (verbally, in writing, etc.).