[{"data":1,"prerenderedAt":-1},["ShallowReactive",2],{"doc-seo-243841-105":3,"detail-sidebar-cat-1-en-105":80,"doc-detail-243841-en":126},{"code":4,"msg":5,"data":6},0,"ok",{"site_id":7,"language":8,"slug":9,"title":10,"keywords":11,"description":12,"schema_data":13,"social_meta":73,"head_meta":75,"extra_data":77,"updated_unix":79},105,"en","public-engagement-meeting-planner-checklist-c7","Public Engagement Meeting Planner - Checklist C.7","","Public engagement meeting checklist focused on practical preparation for a data-privacy discussion in integrated data systems. It guides organizers through selecting target attendees and stakeholders, choosing outreach channels and invitation wording, setting timing and format, and defining agenda and facilitation needs. It also covers rules of engagement, participation logistics, in-person venue planning for accessibility and comfort, and technology considerations for both live and virtual meetings, including tools for interaction and follow-up surveys.",{"@graph":14,"@context":72},[15,34,55],{"@type":16,"itemListElement":17},"BreadcrumbList",[18,23,27,31],{"item":19,"name":20,"@type":21,"position":22},"https://docshare.wps.com","Home","ListItem",1,{"item":24,"name":25,"@type":21,"position":26},"https://docshare.wps.com/template/","Template",2,{"item":28,"name":29,"@type":21,"position":30},"https://docshare.wps.com/template/forms/","Forms",3,{"item":32,"name":10,"@type":21,"position":33},"https://docshare.wps.com/template/public-engagement-meeting-planner-checklist-c7/243841/",4,{"url":32,"name":10,"@type":35,"image":36,"author":41,"headline":10,"publisher":44,"fileFormat":47,"inLanguage":8,"description":12,"dateModified":48,"datePublished":49,"encodingFormat":47,"isAccessibleForFree":50,"interactionStatistic":51},"DigitalDocument",{"url":37,"@type":38,"width":39,"height":40},"https://docshare.wps.com/thumbnails/public-engagement-meeting-planner-checklist-c7/243841.png","ImageObject",442,249,{"name":42,"@type":43},"Cart","Person",{"url":19,"name":45,"@type":46},"DocShare","Organization","application/pdf","2026-10-19","2026-09-12",true,{"@type":52,"interactionType":53,"userInteractionCount":33},"InteractionCounter",{"@type":54},"ViewAction",{"@type":56,"mainEntity":57},"FAQPage",[58,64,68],{"name":59,"@type":60,"acceptedAnswer":61},"How should I choose target attendees and stakeholders for the meeting?","Question",{"text":62,"@type":63},"Identify community members, community leaders, government leaders, civic groups, and other relevant stakeholders. Tailor outreach and messaging to these groups so the agenda matches their interests and participation goals.","Answer",{"name":65,"@type":60,"acceptedAnswer":66},"What should be included in the invitation messaging and form?",{"text":67,"@type":63},"Use clear, concise language for the audience, describe meeting expectations and learning value, address the reason to attend in advance, and confirm date/time/location details. Also consider whether supplementary materials will be distributed and how RSVPs will be collected.",{"name":69,"@type":60,"acceptedAnswer":70},"What planning items are essential for in-person and virtual meetings?",{"text":71,"@type":63},"For in-person meetings, confirm host strategy, accessibility, room capacity and comfort, signs/staff, childcare, food needs, language support, security, and emergency plans. For virtual meetings, select digital tools for information delivery and interaction, ensure connectivity and participant hardware, and plan for moderation such as muting plus post-event evaluation surveys.","https://schema.org",{"og:url":32,"og:type":74,"og:title":10,"og:site_name":45,"og:description":12},"article",{"robots":76,"canonical":32},"index,follow",{"doc_id":78,"site_id":7},243841,1790090244,{"code":4,"msg":81,"data":82},"success",[83,88,93,98,103,108,112,117,122],{"id":84,"doc_module":22,"doc_module_name":25,"category_name":85,"show_sort_weight":86,"slug":87},11,"Presentations",90,"presentations",{"id":89,"doc_module":22,"doc_module_name":25,"category_name":90,"show_sort_weight":91,"slug":92},12,"Resumes",80,"resumes",{"id":94,"doc_module":22,"doc_module_name":25,"category_name":95,"show_sort_weight":96,"slug":97},14,"Invoices",70,"invoices",{"id":99,"doc_module":22,"doc_module_name":25,"category_name":100,"show_sort_weight":101,"slug":102},15,"Posters",60,"posters",{"id":104,"doc_module":22,"doc_module_name":25,"category_name":105,"show_sort_weight":106,"slug":107},16,"Social Media",50,"social-media",{"id":109,"doc_module":22,"doc_module_name":25,"category_name":29,"show_sort_weight":110,"slug":111},17,40,"forms",{"id":113,"doc_module":22,"doc_module_name":25,"category_name":114,"show_sort_weight":115,"slug":116},18,"Letters",30,"letters",{"id":118,"doc_module":22,"doc_module_name":25,"category_name":119,"show_sort_weight":120,"slug":121},21,"Paper Templates",5,"papers-templates",{"id":123,"doc_module":22,"doc_module_name":25,"category_name":124,"show_sort_weight":4,"slug":125},158,"General","general-158",{"code":4,"msg":81,"data":127},{"doc_id":78,"user_id":128,"nickname":42,"user_avatar":129,"doc_module":22,"category_id":109,"category_name":29,"doc_title":10,"doc_description":12,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":33,"is_deleted":4,"is_public":22,"is_downloadable":22,"audit_status":22,"page_count":33,"language":135,"language_code":8,"site_id":7,"html_lang":8,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":12,"update_tm":139,"read_time":26},18829141979164,"https://eur-avatar.wpscdn.com/davatar_6f874abed73319feea01a86fa6f0fab8","C.7: Checklist — Public Engagement Meeting Planner  \nHaving well-thought-out meetings requires a lot of preparation. The following checklist will help you work through who, how, and what your meeting will address.  \nTARGET ATTENDEES / STAKEHOLDERS  \np Community members  \np Community leaders  \np Government leaders  \np Civic groups  \np Other    \nGETTING THE WORD OUT  \np Social media  \np Email  \np Website  \np Notification tree (using contacts to spread the word)  \np Electronic invitation system (allows for collection of RSVPs)  \np Existing publications (e.g., newsletters or newspapers)  \np Posters or flyers  \nINVITATION MESSAGING AND FORM  \np Clear, concise language written for the potential audience rather than bureaucrats or lawyers  \np Meeting expectations-What will the audience participate in and what can they learn?  \np Contemplate and address in advance the potential attendee’s question of why they should attend  \np Emphasize value of community member input  \np Double check the date, time, and location information  \np Consider whether supplementary materials will be distributed with the invitation  \nWHEN  \np Weeknight vs. weekend  \np Morning, afternoon, or evening  \np Do you want to send a message of inclusiveness? If yes, carefully consider your timing.  \np Is there a holiday (religious or secular) that may conflict?  \np Can this meeting be hosted multiple times?  \nFORMAT CHOICE  \np Lecture  \np Interview  \np Mainly Q & A with short introduction  \np Workshop or other interactive format  \np Public hearing or debate  \np Open house  \np Facilitated learning  \np Small group discussion or focus group  \np Small group advisory board or expert panel  \np Other   \nFor more, see Nothing to Hide: Tools for Talking (and Listening) About Data Privacy for Integrated Data Systems.  \nAGENDA SPECIFICS  \np How much time do you have?  \np How much time do you need?  \np How important is audience participation and engagement (relates to timing, structure, and content)?  \np How do you intend to facilitate audience participation?  \np Have you solicited participation from civic leaders or other potential stakeholders?  \np Are there opening statements or speeches or talking points?  \np Consider anticipating and addressing audience questions and concerns from the start (e.g., cybersecurity, data ownership, data access, transparency, etc. )  \np Do you have a presenter who can address technical questions?  \np Consider key topics and narratives to engage the audience  \nRULES OF ENGAGEMENT  \np If you are recording or transcribing the event, have all participants been notified? Will those materials be made available publicly, or could they be compelled through a Public Records Request?  \np If the event is all or partially off the record, what will participants be able to relay after the event? For example, if the event will be held under the “Chatham House Rule,” where attributing specific statements or points of view to any participant or class of participant is not permitted.43  \np What will be considered on and off topic, and how will off topic discussions be handled?  \np Will press be present at the event?  \np Who will be permitted to speak and when? (E.g., time and turn restrictions, and why they are in place)  \np Allow for questions in advance or in lieu of attendance?  \np Do you have/need a code of conduct?  \nWHERE AND HOW: IN-PERSON MEETINGS  \np Who will host and is there a strategic reason to have a certain host? A government or academic building may inspire confidence for example and illustrate partnerships. A community building, on the other hand, may demonstrate a commitment to inclusiveness and collaboration.  \np Event space accessibility, capacity, and comfort  \n§ Is the space big enough? Are the temperature and lighting comfortable? Are there bathrooms, trashcans, and recycling nearby?  \n§ Is the space convenient for your audience to reach? Is it near public transit? Is there sufficient (free) parking?  \n§ Can you go to your audience rather t","cbCaiuXGLe2K5qfH","https://ap.wps.com/l/cbCaiuXGLe2K5qfH","pdf",112866,"English","# Target Attendees / Stakeholders\n# Getting the Word Out\n# Invitation Messaging and Form\n# When\n# Format Choice\n# Agenda Specifics\n# Rules of Engagement\n# Where and How: In-Person Meetings\n## Technology\n# Where and How: Virtual Meetings","[{\"question\":\"How should I choose target attendees and stakeholders for the meeting?\",\"answer\":\"Identify community members, community leaders, government leaders, civic groups, and other relevant stakeholders. Tailor outreach and messaging to these groups so the agenda matches their interests and participation goals.\"},{\"question\":\"What should be included in the invitation messaging and form?\",\"answer\":\"Use clear, concise language for the audience, describe meeting expectations and learning value, address the reason to attend in advance, and confirm date/time/location details. Also consider whether supplementary materials will be distributed and how RSVPs will be collected.\"},{\"question\":\"What planning items are essential for in-person and virtual meetings?\",\"answer\":\"For in-person meetings, confirm host strategy, accessibility, room capacity and comfort, signs/staff, childcare, food needs, language support, security, and emergency plans. For virtual meetings, select digital tools for information delivery and interaction, ensure connectivity and participant hardware, and plan for moderation such as muting plus post-event evaluation surveys.\"}]","Public Engagement Meeting Planner - Checklist C.7 | PDF",1789209256]