Like a Snowflake, No Two Meetings are Alike

As the definition of normal continues to evolve in a post-COVID environment, so do ways to engage the public. Pre-COVID, direct engagement was typically about choosing the right type of in-person format (open house or formal presentation, focus group or pop-op meetings, etc.). Now, not only do we need to consider the different types of in-person meeting formats, but the value of holding fully virtual or hybrid meetings.
 
No one approach is correct, but each should be investigated to determine the best way to meaningfully connect with the community and gather feedback. Below are different meeting options to consider as public engagement strategies are developed for planning and infrastructure projects.

While many things have changed, some are constant, and the right approach will depend on engagement goals and available resources. Tailoring public outreach strategies to engage all demographics and especially groups with the greatest barriers to participation remains a top priority.

In-Person

Traditional in-person meetings may be more appropriate when sensitive topics such as right of way or complicated alternatives need to be discussed. These allow greater opportunities for participants to engage in one-on-one discussions.

Virtual

Virtual only meetings can be a good option to engage smaller stakeholder groups, for noncontroversial projects that are informative or when a large number of people from across a region need to be reached.

Hybrid

Hybrid meetings typically work best for stakeholder meetings where most can meet in-person, but a few may be restricted due to location or timing. A hybrid approach may also be warranted to enable the broadest public participation possible. 

​​While many things have changed, some are constant, and the right approach will depend on engagement goals and available resources. Tailoring public outreach strategies to engage all demographics and especially groups with the greatest barriers to participation remains a top priority.

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Traditional In-Person Meetings
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• Be mindful of COVID protocols and set up in-person venues with adequate spacing in between chairs and exhibit stations.
• Stock your toolbox with disposable masks, sanitizer, Lysol wipes, gloves, and buckets for ‘clean’ and ‘dirty’ pens.
• Post meeting materials in advance of a public meeting to allow people unable to attend the opportunity to watch the presentation and submit comments separately.
• Consider posting a recording of the meeting presentation in addition to the presentation document to better engage viewers of all abilities.
• Distribute hard copies of materials in multiple languages at senior centers, libraries, community centers, etc. to expand access.
• Identify and offer additional accommodations such as sign language interpretation, oral interpretation for other predominant languages and closed captioning for recorded presentations.  

Virtual Only Engagement
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• Remote or virtual only engagement could consist of live meetings through platforms such as Zoom or telephone town halls. Virtual only could also be a web based engagement period where participants submit feedback over an extended period of time.
• While virtual meetings may provide more people with the opportunity to participate, equity and access barriers must still be addressed. Add supplemental opportunities as needed to engage all groups.
• Break down and assign all roles required to facilitate a virtual meeting (e.g. moderator, monitoring questions, troubleshooting technical issues, running the presentation, documenting comments and coordinating live interpretations or other accommodations).
• Consider using breakout rooms to enhance engagement during large meetings. Determine how comments or questions will be addressed during the presentation.
• Hold dry runs or practice sessions.

Hybrid Meetings

• Hybrid meetings require extensive planning for an immersive experience for all participants. Ensure a hybrid meeting is suitable for the audience.
• For smaller meetings, advanced knowledge of in-person vs remote participant is beneficial. If the majority of participants will be virtual, consider switching to a virtual only format.
• In addition to all roles required for virtual meetings, assign staff to act as the bridge between in-person and virtual participants.
• Utilize whiteboards, polling or mapping tools to mimic or replicate in-person activities for a seamless meeting.
• The right equipment and technology is key.
• Test sound quality (speakers and microphones), internet connections and visuals for in-person and remote attendees simultaneously.
• Hold multiple dry runs or rehearsals to ensure presentations work correctly for both in-person and virtual participants.

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Equipment and Applications for Virtual or Hybrid Meetings

• Consider web-based software such as Mentimeter, Mural and Miro for a more interactive and collaborative experience.
• Use portable speakers and microphones to enhance sound quality.
• Audio-video technology such as the Meeting Owl, which has a 360-degree camera and integrated audio, can provide an immersive experience for hybrid settings.
• Log into a virtual meeting with a cell phone set up on a tripod to mimic a Meeting Owl without the expense. This will allow you to transmit video to remote participants of the in-person participants.

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