UNDERSTAND YOUR AUDIENCE

• Think through all of the groups of audiences you are trying to target. Make a list and answer the following questions.

  • Who is your goal target audience or audiences?

  • Where are they located?

  • Is that audience one who is easily accessible via email/online?

  • Do you need to factor in socioeconomic factors when reaching this audience?

• Ensure your target audience will be able to see the information in at least three different ways. (Examples: social media, television/newspaper, email, physical mailer, signage)

• Gather important information to assist with follow-up:

  • Preferred phone number

  • Email address

  • Home address

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USE DIRECT-T0-PUBLIC OUTREACH

• Media Relations

  • Send out press release announcing the virtual public meeting and outline various communications vehicles that can be used if no internet is available.

  • Draft Op-eds to discuss the importance of public input.

• Phone, Text, and Hotlines

  • Call target audiences to invite, remind, or gather feedback.

  • Format presentations so they can be understood by phone audio only.

  • Use text message campaigns to solicit participation from known audiences.

  • Set up a hotline to receive questions and comments.

• Direct Mail

  • Send out postcard announcing virtual public meeting date

  • Provide various ways to provide input (recommended: 3 response methods)

  • Include a comment card with stamp.

  • Target zip codes or neighborhood addresses

• Stakeholders and Neighborhood Groups

  • Utilize all platforms and communications vehicles from your entire stakeholder list.

  • Place posters or signage in highly-visible, well-trafficked areas.

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UTILIZE TECHNOLOGY TO SUPPORT PRESENTATIONS

• Conduct Virtual Meetings using the most appropriate technology:

  • Zoom, WebEx, GoToMeeting. Microsoft Team, FaceTime

  • Live and Recorded Videos

  • Prepared presentations

  • Webinars

  • Social Media

  • Facebook Live

• Customize the website or specific webpages to guide the public:

  • Create landing pages for each project.

  • Offer the full presentation and all materials for review or download.

  • Encourage public participation through online comment forms, chat forums, customized email addresses, or dedicated phone lines.

• Social Media

  • Create polls on various social medial platforms.

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URGE THE PUBLIC TO PARTICIPATE

• Offer options when seeking public comments. Examples of these are:

  • Project landing pages

  • Online forms and forums

  • Dedicated phone number, text-to-respond, or hotlines

  • Postage-paid comment cards

  • Project specific email address

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