Public Forums
Reference - https://www3.secure.griffith.edu.au/03/toolbox/
Description
A meeting is a coming together of people for a specific purpose. The meeting can involve a large number of people, or a smaller (under 10) number of people who focus on a specific problem or purpose. Meetings generally have a facilitator who encourages two-way communication, and a recorder who records suggestions and issues that are revealed at the meeting. Public meetings provide a good focal point for media interest in an event, and photos can provide a visual indicator or levels of interest and the range of people who attended. Public meetings are familiar, established ways for people to come together to express their opinions, hear a public speaker, or plan a strategy. They can build a feeling of community and attendance levels provide an indicator of the level of interest within a community on a particular issue. Smaller focus group meetings can be made up of people with common concerns who may not feel confident speaking up in a larger public gathering (for example, women, those who speak English as a second language, Indigenous groups). In a separate venue, these people can speak comfortably together, share common issues and a common purpose. The findings from focus group meetings can be presented to larger group meetings, giving a 'voice' to those in the community who are unable to speak up in a larger meeting.
Objectives
Public meetings are held to engage a wide audience in information sharing and discussion.
Outcomes
Public meetings increase awareness of an issue or proposal, and can be a starting point for, or an ongoing means of engaging further public involvement.
Uses/Strengths
Allows the involvement and input of a wide range of people
Can develop consensus for action on complex issues that affect the broad community.
Disseminates detailed information and decisions throughout the community.
Provides opportunities for exploring alternative strategies and building consensus.
Special Considerations/Weaknesses
Unless well facilitated, those perceived as having power within the community, or those who are most articulate and domineering in their verbal style can dominate the meeting.
Participants may not come from a broad enough range to represent the entire community
Organisers must be aware of potential conflicts.
Community members may not be willing to work together.
May not achieve consensus.
Can be time and labor intensive.
Resources Required
Venue rental
Catering
Staffing
Engagement of moderator/facilitator
Overhead projectors
Data projectors
Video
Slide projector
Projection screen
Data projectors
Props for working in groups (pens, paper, pins, etc.)
Children's requirements
Can be used For
Showcase product, plan, policy
Communicate an issue
Number of people required to help organise
Large
Small
Audience Size
Large
Time Required
Medium-term
Short-term
Skill Level/Support Required
Medium
Cost
Medium / Low
Participation Level
Low
Innovation Level
Low
Method
Establish why you need to consult the community; do not hold a public meeting or consult unnecessarily; this wastes people's time, and may create disinterest for the future.
Consider the circumstances of the community and the issues.
Schedule a series of meetings. A suggested series follows:
Meeting 1
Introduce project and key personnel
Supply project information
Allow the community to ask questions and identify issues of concern
Provide contact points,dentify groups with specific concerns for targeted consultation
Meeting 2
Break between meetings allows participants to consider views and concerns
Reintroduce project
Activate good listening skills
Clarification and expansion of issues
Meeting 3
Information and feedback on how issues and concerns are being met
Presentation at the conclusion of a project or make recommendations for the community's consideration
Discuss ongoing participation in the process
Publicise and advertise the meeting
Advertise weekly in local media
Book a venue and arrange catering with flexibility as to numbers as attendance is difficult to predict
Venue should be neutral territory
Provide no alcohol.
Provide refreshments at the conclusion of the meeting
Timing: Conduct the meeting at a time where the largest number of participants can attend
Inform participants of Chairperson / Facilitator / Guest speakers
Determine the conduct of the meeting:
Work closely with the chair
General format is presentation, followed by question time
Present agenda
Field questions
Record comments
Considerations
Widely advise the ways feedback from the community is being incorporated into the project Avoid allowing the meeting to be taken over by a vocal community
Be prepared to change tack during the meeting
Cater for people with disabilities or from non-english speaking backgrounds
Never lose your temper
Set up early (Source: Sarkissian, W et, al, 1999 & Ontario Guide to Public Participation)
FAO Informal Working Group on Participatory Approaches & Methods Participatory and Integrated Watershed Management (PIWM): http://www.fao.org/Participation/ft_more.jsp?ID=640
Northwest Regional Facilitators (1999) Chapter One: Public Participation Methods & Techniques, in Public Participation Resource Guide. Washington. Washington State Office of the U.S. Department of Housing and Urban Development (accessed 10/12/02) http://www.nrf.org/cpguide/chapter1/chapter1atopubic.html#getwordout
Sarkissian, W., Perlgut, D & Ballard, E. (eds.) (1986) Community Participation in Practice in The Community Participation Handbook: resources for public involvement in the planning process. Roseville, NSW. Impacts Press.
US Department of Transport ( 1996 ) Public Involvement Techniques for Transportation Decision-Making. Washington. http://www.fhwa.dot.gov/reports/pittd/cover.htm.
Wilcox, David (1994) The Guide to Effective Participation (accessed 19/12/02) http://www.partnerships.org.uk/guide/index.htm
