Meeting Planning Toolkit

####Chapter 6.2: Meeting Planning Toolkit

Having well-thought-out meetings requires a lot of preparation. The following checklist will help you work through the planning stage and ensure community engagement in the process.

• Whom do you plan to invite?

  • Invitees may include:

    • Residents

    • Neighborhood association leaders

    • Journalists

    • Businesses

    • Civic tech groups

    • City staff (subject matter experts, data experts)

    • University professors or students

    • Librarians

    • City leadership

• How will you message the meeting?

  • Be clear about what you expect of all participants.

  • Include a start and end time.

  • Connect the meeting to the bigger picture.

• When will the meeting be held?

  • Does the weekend or a weekday make more sense?

  • What else is going on in the city that could affect your date?

  • Consider holidays and religious obligations.

  • If the meeting is in the evening, will you offer childcare?

• Is the location of the meeting appropriate for the participants?

  • Is it accessible by all?

  • Should the location be neutral?

  • Is it important for it to be it hosted by the city or another key partner?

• How will the meeting be structured and facilitated?

  • Will there be a combination of small- and large-group discussions?

  • Do you have enough facilitators?

  • How do you plan to ensure participation by everyone?

  • Have you built in time for reflection?

• Do you have the necessary materials?

  • Do you need notebooks, pens, or tablets?

  • What are your technical needs? Are there power outlets?

  • Will you serve food? Are there allergies or dietary restrictions?

• How will you follow up?

  • Do you have a sign-in sheet or another way to collect contact information?

  • When is the next time participants will hear from you?

  • How will you contact them?

  • What are the next steps in your process?