Types of Meetings
There are different types of public engagement meetings we can host with our community:
| Type | Focus + Purpose | Audience | In-Person, Virtual, Both |
|---|---|---|---|
| Pre-Construction | This meeting is held with anyone involved with the construction part of the project. This is to make sure all contractors and subcontractors are on the same page and align with what the project needs. | Contractors | Available in both |
| Small Neighborhood | This is a more informal meeting held with areas potentially or actually impacted by the project. Project Managers may have a slide/presentation, but this meeting is intended to gather information and hear what issues the neighborhood is experiencing as we consider doing a project. Typically these are meetings requested by neighborhood areas, but project managers can set up with neighborhood groups to hear them out prior to the official PIM if they want. | Specific Neighborhood | Available in both |
| Public Information | A public information meeting is the standard way project managers share pre-designs in different phases of the project to gather feedback from the area directly impacted. This includes all property owners, residents and businesses in the designated project space. This meeting also includes a Q and A portion at the end of a PowerPoint Presentation. | Public, Neighborhood Directly Impacted | Virtual, In-Person as requested |
| Public Information + Breakout Rooms | This is the same as a standard Public Information Meeting, but in addition to a Q and A portion, this meeting also includes specific breakout rooms staffed by project staff to have more of an informal dialogue with community members. Project managers should also each have maps and prepared information to visually show community members when chatting and breaking out into rooms after the standard PIM. | Public, Neighborhood Directly Impacted | Virtual, In-Person as requested |
| Focus Groups | Focus Groups are typically in person meetings focusing in on trouble spots in a project area that project managers want to go out into the field and hear about actual conditions from community members. | Specific problem points in project that impact direct people | In-Person, On Site |
The Engineering Division currently holds public meetings virtually first. The Engineering Division prefers meetings to be held virtually for most public information purposes. If you plan to hold a hybrid public meeting, please confirm with the Engineering PIO, Hannah Mohelnitzky, hmohelnitzky@cityofmadison.com, and review the City's hybrid structure.