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Section 4 Techniques and Tools

4.18 Public meetings, workshops and conferences

Public meetings, workshops and conferences have a role in both tenant participation and research and consultation processes; however, organisations should not rely on such events as a sole source of information of service users’ views but use them as part of a wider strategic approach to research and consultation. Analysis, reporting and action based on public events may be neglected as they tend to be seen more as a consultative approach, rather than a research tool.

Public events may be small scale and locally focused or larger scale organisation wide events. It is important that there is a clear and agreed purpose so that participants are aware of what changes in services may be realistically expected as a result of the event.

In research terms, they may be most useful in understanding the key issues of concern to service users and help to focus the design of other approaches. They may also be useful to publicise the results of research and consultation and to help devise recommendations for action that service users wish to see.

Practice point

• There is scope to make much better and more active use of public events for a variety of research and consultation purposes and to encourage more participatory approaches to the way such events are run.

Public events may be run in a number of ways. It is important to consider the overall purpose of the event and plan the way that it is run appropriately to achieve the desired level of participation. The degree to which the agenda for the meeting or conference is decided in advance by the landlord may influence interest in attending the event and the way it can be run. There is scope to run large-scale events in a number of ways that encourage participation and empowerment, for example by using Open Space and System Mapping.

All events should be held at suitable times and in venues that are accessible, safe and culturally appropriate. It may be necessary to provide transport for people or to reimburse their costs. The provision of interpreters, signers and induction loops may also be necessary.

It may be important to hold a series of events to maximise opportunities for participation. Publicity needs to be targeted to appeal to a range of participants and provision should be made to ensure that all parties receive it. Fuller guidance on organising inclusive consultation events is available from the Scottish Executive (see references (18)) and guidance on successful tenant participation is available from Communities Scotland. Further practical suggestions on how to seek collective views are available in the Scottish Parliament Participation Handbook with a focus on increasing interaction and creating better dialogue through small and large group methods.

Public meetings, workshops and conferences; checklist

√ Ensure that public meetings or conferences are used in conjunction with other methods.

√ Ensure that a range of events is arranged to reflect the likely level of interest across different locations and groups.

√ Distribute targeted publicity appropriately and widely; promote participation by encouraging staff to talk to people about the events.

√ Make sure that meetings are held at suitable times and in venues that are accessible, safe and culturally appropriate.

√ If possible, take the meeting to where people are rather than expecting people to come to you. Consider transport needs and costs.

√ Make provision for interpreters, signers and induction loops as appropriate and practicable.

√ Consider how the meeting or event is to be run. If necessary, recruit a facilitator.

√ Ensure maximum participation in the proceedings of the meeting itself by using suitable participatory methods.

√ Ensure that the discussion of the meeting is recorded in notes or on tape so that a full analysis of the issues discussed can be undertaken.

√ As far as possible, any conclusions arising from the meeting should be validated through open discussion at the meeting itself.

√ Ensure that the implications of the discussion for service delivery are identified, reported to all key audiences and acted on.

√ Identify any further research and consultative needs.

Alternative and related approaches

• Storydialogue

• Open Space

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