Guide to Undertaking a Community Engagement Process
Meet with community representatives to explain the process and how this can assist involving local people in the compilation of a Tourism Development Action Plan.
Working with the community, compile a master list of local organisations to invite. Key local people might include the local County Councillor, shop keepers, local historians, representatives of cycling or walking clubs, craft associations, hotel and catering proprietors, leisure centre manager, and anyone who is involved in a relevant activity or interest but does not necessarily belong to a particular group.
Compile list of local businesses. Remember it is not just the visible ones such as the pub and garage, what about sole traders working from home, mail order business etc. Don’t forget the seasonal businesses and caravan sites, trekking centres and crafts people such as potters.
Agree the format for the event. Consider the pros and cons of holding workshops e.g. two workshops two weeks apart, two workshops on two consecutive nights or one long workshop taking a full day.
Agree the date or dates for the events. Be careful to avoid busy nights when lots of people may be already committed to events. Check the times for annual events and avoid times when groups/clubs are preparing for events like carnivals.
Choose a suitable venue. Discuss the pros and cons of different venues. Get contact names for any venues that seem suitable and make sure you visit before booking. Bear in mind that you will need plenty of wall space, kitchen facilities and extra room to hold a crèche and to serve food. A venue should preferably be accessible so that any members of the community who have a disability will be able to attend.
Arrange catering for the event. Choosing local providers will help keep the money in the local economy. Talk to several caterers and ask for prices for basic finger buffet. Don’t forget to ask whether they will they do coffee and tea, who will do washing up afterwards and whether they will use local produce and home baking (such as WI produce).
Consider the needs of carers. Parents may need someone to look after their children if they are to come to the session. Get contact details for local crèche and childcare providers. Don’t forget to ask whether they are registered and what their child per carer ratio is? Many people may be caring for adults who are elderly or have disabilities so consider how you can enable them to attend the sessions. If there are only a few children needing care you could consider offering to pay for childcare at home just so long as the care is provided by a registered carer. The same applies for the care of adults.
Prepare a letter and make sure the wording is generally agreed. You may need several versions for example one for groups, emphasising that someone could attend their meeting and explain the process; one for individuals explaining how it will affect the area and one for businesses explaining what the commercial implications might be (though don’t forget that businesses will also be concerned about the wider community). Include reply card with letter asking for any special requirements and emphasising that crèche places must be booked in advance.
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