Public Meeting Preparation Template

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Ensure your public meetings run smoothly and productively with this comprehensive template. Designed for land use planners, this template helps you organize all necessary documentation, develop detailed meeting agendas, and prepare presentation materials. From coordinating logistical details to sending out invitations and confirming attendance, this template covers all aspects of public meeting preparation.

By following the step-by-step tasks, you can facilitate discussions, keep meetings on schedule, and ensure all topics are thoroughly covered. Make your public meetings more efficient and effective with this essential planning tool.

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Public Meeting Preparation for Priority Matrix

Public Meeting Preparation in Priority Matrix

Organize documentation and agendas to ensure effective public meetings.

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Proposed Tasks

High Impact, Quick Wins

  • Task 1: Define Meeting Objectives
    ☐ Define the purpose and objectives of the meeting ☐ Identify key stakeholders
  • Task 10: Conduct Meeting
    ☐ Facilitate discussions ☐ Ensure all topics are covered ☐ Keep meeting on schedule
  • Task 2: Develop Meeting Agenda
    ☐ Outline the main topics for discussion ☐ Allocate time for each topic ☐ Assign speakers or presenters for each topic
  • Task 5: Send Out Meeting Invitations
    ☐ Draft and send out meeting invitations to all participants ☐ Include meeting agenda and any pre-reading materials in the invitation
  • Task 9: Set Up Meeting Venue
    ☐ Arrange seating ☐ Set up audio/visual equipment ☐ Ensure all materials are ready

High Impact, Long Term

  • Task 3: Prepare Presentation Materials
    ☐ Prepare slides, handouts, or other visual aids ☐ Ensure all materials are clear and easy to understand
  • Task 7: Finalize Presentation Materials
    ☐ Review and finalize all presentation materials ☐ Print out copies of slides or handouts if necessary
  • Task 8: Conduct Pre-Meeting Briefing
    ☐ Conduct a pre-meeting briefing with presenters and key stakeholders ☐ Review meeting agenda and objectives

Low Impact, Quick Wins

  • Task 4: Coordinate Logistical Details
    ☐ Book meeting venue ☐ Arrange for audio/visual equipment ☐ Organize catering if necessary
  • Task 6: Confirm Attendance
    ☐ Follow up with participants to confirm attendance ☐ Make necessary adjustments to seating arrangements or catering