Primary Purpose
Description
The term public meeting may refer to a specific kind or meeting, or may be used as an umbrella for all types of meetings where the public is invited to participate (e.g. open houses, public hearings, or workshops).
As a specific kind of meeting, the term refers to large public comment meetings. Public meetings are less formal than public hearings. They are often held to share information with a wide range of people and allow for questions and comments that are not formally recorded. Public meetings can be used to increase awareness of an issue or proposal, and can be a starting point or an ongoing means of public involvement and comment.
Meetings can be virtually any size, but the group stays together throughout the process and comments are made in front of the entire group. Public meetings are familiar, established ways for people to come together to express their opinions, hear a public speaker or proposed plan, engage in shared learning about a topic, or work together to develop solutions. Public meetings do not have to follow any specific script or agenda. They can be designed to meet the specific needs of the project, agency, and stakeholders. The main advantage of public meetings is the ability for stakeholders to listen to and talk to each other, not just the agency.
Outcomes
Public meetings share information with and between stakeholders, and allow for questions and discussion with all participants.
Time considerations
Public meetings typically last from one to four hours. The preparation for a meeting can take quite a bit of time and planning. For instance, to ensure broad participation, you may need to publicize the meeting in advance, reserve a meeting space that can hold the expected number of attendees, prepare meeting materials including presentations, maps, or handouts. You might also need to work with trained facilitators and mediators to plan the meeting agenda, prepare materials, and carry-out the meeting itself.
Follow-up from the meeting may also be time intensive. If formal or informal comments are collected, they will need to be aggregated and analyzed.
It may also be more appropriate to host a series of meetings rather than a single event. This could increase the number of people who are able to participate, help keep the public informed throughout a decision process, and allow the public multiple points of input.
Staffing
Staffing for public meetings varies greatly depending on the size and purpose. Public meetings designed simply to share information and allow for question and answer may only require one or two staff members. Larger meetings around complex or controversial topics may require more staff to provide information and respond to questions and comments. Planning and publicizing public meetings may also require substantial staff time in advance of the event itself.
Materials
- Venue
- Presentation materials
- Microphone and speakers
- Easel pads or comment cards to record input
- Sign-in materials and/or name tags