Method

Citizens' Public Meeting

InformParticipateOnboardingUnderstanding & Gathering PerspectivesAnalogue1 - 3 Hours1 DayDirectly AffectedInterested PublicHard-to-Reach GroupsOrganised ActorsMedium Group up to 30Large Group from 30SimpleStructured

A Citizens' Public Meeting is an open participation format in which people are informed about a project or proposal and then invited to share their questions, opinions, suggestions, and concerns. It is particularly suitable for reaching a large number of people at the same time, increasing transparency, and gathering initial public feedback. The format usually combines an information session with an open discussion. Depending on the topic and the number of participants, discussions may take place in plenary, at themed discussion tables, or in smaller groups.

Goal

The goal of a Citizens' Assembly is to inform people about a project at an early stage and provide opportunities to ask questions, give feedback, express concerns, and share suggestions. At the same time, public authorities, policymakers, and project teams gain valuable insights from the community and make the public discussion visible and transparent.

When useful?

informing many people at the same time
gathering initial opinions and reactions
introducing a new project or initiative
increasing transparency
presenting a public project
giving citizens the opportunity to ask questions

When not useful?

decisions are intended to be made collectively
serious conflicts already exist and no professional conflict facilitation is available
highly individual or complex issues need in-depth discussion
there is no genuine opportunity to influence the outcome

Process

projector and screen
microphones
presentation equipment
seating
facilitation materials
pinboards or display boards
documentation materials
name badges
refreshments

Begin by considering:

Why is the assembly being organised?
Which aspects are open for discussion?
Which decisions have already been made?
Which questions remain open?

Clearly communicate what participants can influence and what is already fixed to avoid unrealistic expectations.

Consider:

Who is directly affected?
Which groups should be specifically invited?
Who may have an interest in the topic?

Identify groups that are often underrepresented in participation processes and use targeted communication channels and existing networks to encourage their participation.

Choose a venue that offers:

good accessibility
barrier-free access
sufficient seating
good acoustics

Schedule the event at a time that is convenient for the intended audience.

Announce the event early and provide information about:

the topic and purpose
date, time, and location
opportunities for participation

Use various communication channels, for example:

municipal websites
social media
local newspapers
flyers
community organisations and associations

Determine:

who will give the presentation
which information will be presented
how much time is reserved for questions
how feedback will be documented

Allow sufficient time for discussion, as presentations that are too long often reduce active participation.

The facilitator welcomes participants and explains:

the purpose of the meeting
the programme
discussion guidelines

For example: "Today we would like to present the project and gather your questions, feedback, and suggestions."

The project team presents the proposal.

Participants should receive clear answers to questions such as:

What is the project about?
Why is it being implemented?
What impacts are expected?
Which decisions are still open?

Use maps, plans, images, and other visual materials wherever possible.

Complex information should be explained in clear and accessible language.

After the presentation, participants are invited to ask factual questions.

Clarifying information before moving into discussion helps establish a common understanding.

Participants are then invited to:

express opinions
share concerns
make suggestions
contribute ideas

Depending on the group size, different formats may be appropriate.

Option A: Plenary discussion

All contributions are collected in one large discussion.

Suitable for:

smaller meetings
relatively straightforward topics

Option B: Marketplace format

Several themed discussion tables are arranged around the room.

Participants can:

ask questions
speak with experts
provide comments

This format works particularly well for:

larger audiences
complex projects
controversial topics

Option C: World Café-style discussions

Small groups discuss individual questions and develop ideas together.

This format usually allows more people to contribute than a large plenary discussion.

Participants or discussion groups present their main findings, questions, ideas, and suggestions.

The facilitator concludes by summarising:

recurring concerns
key discussion points
remaining open questions
next steps

It is important to explain clearly how participants' feedback will be used.

Record:

questions and comments
concerns and criticism
discussion themes
ideas and suggestions

Possible documentation methods include:

written minutes
photographs of flipcharts and pinboards
digital documentation

Inform participants about:

the feedback that was collected
how it will be considered
the next steps in the process

Transparency helps build trust.

Make the documentation publicly available whenever possible, for example through:

the project website
newsletters
social media

Source: https://partizipation.at/partizipation-anwenden/methoden/

Notes

Tips

Keep presentations concise.
Use clear language instead of technical terminology.
Use visual materials to explain complex topics.
Allow plenty of time for questions and discussion.
For controversial topics, smaller discussion groups are often more productive than long plenary debates.
Always explain what will happen next.

Not suitable for

collective decision-making
detailed concept development
intensive conflict resolution
confidential topics
projects with no genuine scope for public influence

Afterwards

Afterwards, methods that organise, deepen, or translate the gathered content into concrete steps are useful. Depending on the goal, the following formats can follow, for example:

Fishbowl

A Fishbowl is a simple discussion format designed for larger groups that brings movement and openness to traditional group discussions. Instead of relying on a fixed panel of speakers, participants can join and leave the discussion at any time, creating a dynamic exchange of ideas. This flexible format encourages diverse perspectives and promotes active participation.

StructuredActivating

Workshop

A workshop is a facilitated working session in which participants collaborate to explore a specific question, develop ideas, or create solutions. Depending on its purpose, a workshop can be used to share information, analyse problems, or develop concrete actions. Because all participants are actively involved, it is particularly well suited to the collaborative development of results.

CreativeActivating