Citizen Forum

Begin by clarifying:

• What is the topic or issue?
• Which questions should be discussed?
• Which decisions or recommendations are possible?
• Who should be involved?
• How will the results be used?

Important:
Communicate clearly and transparently which aspects are open to influence and which are not.

Residents are often invited through a random selection process to ensure that a wide range of perspectives is represented.

Consider the following:

• include different age groups
• reflect diverse life situations
• represent a broad range of experiences and backgrounds

In addition, representatives from the following groups may also participate:

• local government
• public administration
• community initiatives
• planning professionals
• stakeholder and interest groups

If digital participation is included, the platform should be easy to use and accessible.

Helpful sections include:

• project information
• timeline and schedule
• participant introduction area
• discussion and task sections
• questions and answers
• documentation of results

Ensure that:

• technical support is available
• clear user instructions are provided
• contact persons are easy to find

A dedicated project page can be created on the website, or a PDF containing all relevant information can be linked for easy access.

Participants should have the opportunity to familiarize themselves with the project before the first meeting.

Provide clear and easy-to-understand materials, such as:

• project description
• maps or plans
• background information
• project timeline
• objectives of the participation process

Avoid:

• technical jargon
• lengthy texts
• confusing or overly complex information

At the beginning of the process, participants get to know one another and receive an introduction to the topic, objectives, and structure of the Citizen Forum.

The facilitator explains:

• the role of the participants
• how decisions or recommendations will be developed
• how the results will be used in the further process

Helpful elements include:

• participant introductions
• short icebreaker activities
• jointly agreed rules for collaboration

For example:

• communicate respectfully
• allow others to finish speaking
• respect different opinions

Following the introduction, participants share their first impressions, experiences, and perspectives.

Suitable methods for this phase include:

• World Café
• Fishbowl
• Small group discussions

The objectives of this phase are to:

• identify key challenges
• collect a wide range of perspectives
• define initial topic areas

The facilitator should ensure that:

• everyone has the opportunity to contribute
• discussions remain clear and accessible
• conflicts are addressed constructively

The identified topics are then explored further in smaller working groups.

The groups may:

• analyse problems in greater depth
• develop ideas
• discuss possible solutions
• define priorities

Helpful guiding questions include:

• What exactly is the problem?
• Who is affected?
• What solutions could be considered?
• What could be implemented in the short term?
• Which issues require long-term change?

Between the in-person meetings, discussions continue on an online platform.

Participants can:

• post comments
• add new suggestions
• evaluate ideas
• set priorities
• collaboratively edit and refine texts

Important:

The platform should be actively moderated.

The facilitators should:

• answer questions
• summarise discussions
• support conflict resolution
• encourage respectful communication

A small group of participants can be selected to act as a Citizen Editorial Team.

Their responsibilities include:

• summarising discussions
• ensuring that different perspectives are represented
• drafting jointly agreed texts
• presenting the results in a clear and understandable way

Important:

The editorial team does not make decisions on behalf of the group. Its role is to support collective understanding and document the outcomes.

The proposals and discussion outcomes are combined into a shared Citizen Programme or a set of recommendations.

This document may include:

• key demands
• recommendations
• priorities
• concrete proposals for action

Ensure that:

• the language remains clear and accessible
• recommendations are transparently derived from the discussions
• differing opinions and conflicts remain visible

At the end of the process, the results are presented publicly and discussed with representatives from politics, public administration, and other relevant stakeholders.

Important aspects include:

• showing how the results were developed
• explaining the next steps
• openly addressing unresolved questions or remaining conflicts

Helpful guiding questions include:

• Which proposals will be taken forward?
• What can be implemented in the short term?
• Which topics remain open?

The documentation should include:

• key discussions
• proposals
• priorities
• open questions
• points of conflict

Use:

• clear and accessible language
• visualisations
• concise summaries

Participants should be informed about:

• how the results will be used
• which proposals will be pursued
• which decisions have been made

Providing this feedback strengthens trust in the process and encourages future participation.

Source: https://mobilitaetsplanung-hessen.de/methodenkoffer-partizipative-planung/