_The Community Planning Event Manual How to use Collaborative Planning and Urban Design Events to...

The C

om

munity Pla

nning Eve

nt Ma

nual

Nick W

ate

s

This book helps promote practical work that changes the way people deliver projects in the sustainable communities sector. It is useful, user-friendly and easy to follow.

This is the kind of book the busy practitioners of today need to support them in their work.Professor Peter Roberts, chairman of ASC, the Academy for Sustainable Communities

Nick Wates is a trail blazer in communicating clear, concise and immediately useful tools and techniques that transmit energy and make you want to get stuck in.

This publication is amongst a handful of documents that all urban practitioners should have to hand.Ian Munt, international urban governance consultant

Some books help you to learn this one helps you to deliver! An invaluable tool.Professor Brian Evans, deputy chair, Architecture+Design Scotland and Partner, Gillespies LLP

The devil is as always in the detail, and Nick Wates Community Planning Event Manual provides it.Perry Walker, head, democracy and decision-making, New Economics Foundation

Want to improve your village? Your town? Your city? A community planning event may be just what you have been waiting for. All over the world people are organizing dynamic collaborative events to improve their surroundings. For a few intensive days, everyone concerned gets an opportunity to have their say and be involved residents, businesses, professionals and politicians. Its effective and its fun.

From Nick Wates, author of the hugely successful Community Planning Handbook, comes this Event Manual, the first on the subject, which explains why and how to organize community planning events. The book is aimed at anyone from concerned individuals to community groups to professional planners in business and government interested in the remarkable potential of community planning events. It includes a step-by-step guide, detailed checklists and other tools for event organisers. The method is user-friendly, flexible and easy to employ in any context from small neighbourhood improvements to major infrastructure and construction projects anywhere in the world.

With a Foreword by HRH The Prince of Wales and Introduction by John Thompson.

Nick Wates is director of Nick Wates Associates, community planning consultants, author of The Community Planning Handbook (2000) and site editor of www.communityplanning.net.

publ ishing for a sustainable future

w w w . e a r t h s c a n . c o . u k

pu

blish

ing

for a

susta

ina

ble

futu

re

ww

w.e

arth

sc

an

.co

.ukPLANNING/URBAN DEvELoPMENT

How to use Collaborative Planning and Urban Design Events

to Improve your Environment

Nick Wates

The Community Planning

Event Manual Tools for Community Planning

The Community Planning

Event Manual

THE ACADEMYOF URBANISM

JOHN THOMPSON & PARTNERS

i

i

"This book helps promote practicalwork that changes the way peopledeliver projects in the sustainablecommunities sector. It is useful,user-friendly and easy to follow, fullof case studies to illustrate ideas.This is the kind of work the busypractitioners of today need to supportthem in their work.

Professor Peter RobertsChairman

Academy for Sustainable Communities

Just as planning decisions should betailored to suit the needs of thecommunity so too should theprocesses that achieve those decisions.This book advocates just that in amanner that is accessible to bothcommunity groups and planningoffices. The sections on financialplanning, event timescale and the finalchapter, Follow Up, are particularlyconstructive.

Dr Katharine MartindaleDirector of Cities Research Alliance

"Nick Wates is a trail blazer incommunicating clear, concise andimmediately useful tools andtechniques that transmit energy andmake you want to get stuck in. Thispublication is amongst a handful ofdocuments that all urban practitionersshould have to hand."

Ian MuntInternational Urban Governance Consultant

Some books help you to learn thisone helps you to deliver! An invaluabletool for anyone involved in communityplanning.

Professor Brian EvansDeputy Chair

Architecture+Design Scotlandand Partner, Gillespies llp

The devil is as always in the detail,and Nick Wates Community PlanningEvent Manual provides it. If you wantto know the effect of having carpet inyour venue, or what coloured Post-itsto use, this is the book for you.

Perry WalkerHead of Democracy and Decision-making

New Economics Foundation

Endorsements for this edition

CPEM 080804:Layout 1 7/7/08 11:33 Page i

ii

An extremely useful and practicalguide ... an invaluable source of verydown-to-earth advice on this approachto community development.

Town Planning ReviewLiverpool University

April 1997

Compiled with great care andthoroughness. It lists the smallestdetails to which attention needs to bepaid in order to make CommunityPlanning Events fruitful The text issuccinct and well-illustrated Thehandbook illustrates the excitementCommunity Planning events generatedin the USA and UK.

Dr Meera BapatOpen House International

No 3, 1996

The book is marvellous. Its so goodto see all those complexities so clearlysorted out and under one cover. Thesequence is brilliant A millioncongrats on a job beautifully done.

David LewisAmerican Institute of Architects

April 1996

A very interesting format for gettingthe information across I will be usingit with my students at Manchester aspart of the Architecture in theCommunity Unit.

John BishopPLACE, Manchester

11 October 1996

A really useful recipe book to helpmake ones own local menu of acommunity planning meal to suitones own taste! I keep it on my deskall the time.

Hilary Reed, Planning DepartmentBasingstoke & Deane Borough Council

8 October 1996

Your ideas bring fresh air in thebureaucratic world of planningmonotony.

Professor Santosh GhoshCentre for Built Environment, Calcutta

16 September 1996

A unique guide to the whole processof Community Planning, particularlysuitable for those new to the conceptand who have a desire to take actionfor themselves Clearly andattractively set out, the book is a joy tohandle the size, weight and layout allcontribute to its being a truly handyreference guide which encourages youto use it. The text is simple, direct andunpretentious Its value has beenproven in the field most recently inKazimierz, Krakow.

Partnership Action11 June 1996

Comprehensive and accessible whichis crucial for communities wishing touse these tools for themselves.

Romy ShoveltonWikima Consulting

12 January 1996

Endorsements for the first edition*

*Titled Action Planning, published in 1996 by The Prince of Waless Institute of Architecture, London.

CPEM 080804:Layout 1 7/7/08 11:33 Page ii

The CommunityPlanningEvent Manual

Where there is no vision, the people perish.Proverbs 29:18

CPEM 080804:Layout 1 7/7/08 11:33 Page iii

CPEM 080804:Layout 1 7/7/08 11:33 Page iv

The CommunityPlanningEvent ManualHow to use CollaborativePlanning and Urban Design Eventsto Improve your Environment

Compiled and edited byNick Wates

Foreword byHRH The Prince of Wales

Introduction byJohn Thompson

With the generous support ofThe Academy of UrbanismEnglish PartnershipsJohn Thompson & Partners andThe Princes Foundation

London Sterling, VA

CPEM 080804:Layout 1 7/7/08 11:33 Page v

The Community Planning Event Manual

Compiler and Editor: Nick WatesDesign and production: Jeremy Brook, Graphic Ideas, HastingsCover design: Susanne HarrisPrinted and bound by: Gutenberg Press, MaltaEditorial Advisory Group: Joanna Allen, Harriet Baldwin, Ben Bolgar, CharlesCampion, Nicola Forde, Elonore Hauptmann, James Hulme, Eva Nickel, DebbieRadcliffe, Geraldine Reilly, Wendy Sarkissian, Firas Sharaf, Lucien Steil, JohnThompson, Louise Waring, Andreas von Zadow

First published by Earthscan in the UK and USA in 2008In association with The Academy of Urbanism and The Princes Foundationwith the generous support of English Partnerships and John Thompson & Partners

Copyright Nick Wates 2008

All rights reserved

ISBN 978-1-84407-492-1

A catalogue record for this book is available from the British LibraryLibrary of Congress Cataloging-in-Publication data has been applied for

Individual pages may be freely copied for use in preparing for or running Community Planning Events providing the source is visible on all copies.

See www.communityplanning.net for updates and further information

This book is a revised and updated version of Action PlanningPublished in 1996 by The Prince of Waless Institute of Architecturein association with the Urban Villages Forum and with the support ofEnglish Partnerships and Inner City Aid. Translations were published in Chinese(1996), German (1997) and Czech (1999).Editorial Board: Ros Tennyson, John Thompson, Nick Wates.ISBN 978-1-898465-11-9

For a full list of Earthscan publications please contact:Earthscan Publications LtdDunstan House, 14a St Cross Street, London EC1N 8XA, UKTel: +44 (0) 20 7841 1930 Fax: +44 (0) 20 7242 1474Email: [email protected]: www.earthscan.co.uk

Freestanding quotations are from written statements or from interviews by theeditor unless otherwise indicated. To avoid confusion the term Action Planninghas been changed to Community Planning Event throughout.

The paper used for the text pages of this book is FSC certified. FSC (the ForestStewardship Council) is an international network to promote responsiblemanagement of the worlds forests.

Cover photographs: Design workshops at Community Planning Events in Woking,UK (left) and Leverkeusen, Germany (right)

Frontispiece: Workshop sessions at a Community Planning Event in Pontefract,Yorkshire, UK

CPEM 080804:Layout 1 7/7/08 11:33 Page vi

Preface viiiby English Partnerships

Foreword xby HRH The Prince of Wales

Introduction xiiby John Thompson

Using this book xviii

1 Overview 1Philosophy 2Key features of CommunityPlanning Events 4

Benefits of CommunityPlanning Events 6

Why Community PlanningEvents work 8

Community PlanningEvent process 10

2 Getting started 13Taking the plunge 14Organisation 16Support bodies 18Funding 20

3 Preparation 23Managing 24Motivating people 26Team selection 28Student support 30Information gathering 32Publicity 34Venues 36Fittings and services 38Equipment and supplies 40Computers and informationtechnology 44

Contents4 The event 47

Timetabling 48Sample timetables for someevent types 50

Collaborative Design Workshop 52 Community Planning Weekend 54 Enquiry by Design 56 Reinvigorate 58 Stakeholder Participation Day 60Briefing 62Topic workshops 64Opening plenary workshop 66Design workshops 68Design workshop variations 70Plenary report backs 72Team working 74Report production 76Sample reports 78Public presentation 80

5 Follow-up 83What next? 84Evaluation 86

Appendices 89Brief history 90Publications and sources 92Contacts 94Early events listing 96Case study snapshots 98Glossary 102Flowchart perspectives 104Community PlanningEvent summary 106

Community PlanningEvent planner 108

Acknowledgements 110Spreading good practice 112Photo and illustration credits 114Quotation credits 116

Index 117

CPEM 080804:Layout 1 7/7/08 11:33 Page vii

viii THE COMMUNITY PLANNING EVENT MANUAL

PrefaceThis book on how to organise Community PlanningEvents was first published in 1996. Titled ActionPlanning it was based on a handbook on urbandesign assistance teams produced in the United Statesbut was adapted to include experience gained inEurope experimenting with a similar approach.

The first edition of this book boosted growing interestin collaborative urban design processes and in thedevelopment of community planning planningcarried out with the active participation of end users.

There has been a huge growth in community planningactivity internationally over the past decade. In somecountries, like the UK, it has become an integral partof the planning process and new and improvedapproaches are continually emerging.

This revised and updated edition of the book,incorporating experience gained since the first edition and retitled to reflect how the activity has becomeknown is therefore extremely timely. Combined withthe website www.communityplanning.net, it will allowthose organising events to benefit from up-to-date bestpractice and stimulate further innovation andimprovement to the process.

English Partnerships, the UKs national regenerationagency, has been at the forefront in promotinginnovative methods for community engagement andprofessional working. We are delighted to haveassisted with the production of the first two editions ofthis important publication.

Steve CarrDirector of Policy and EconomicsEnglish Partnerships

Community involvement is anessential element in deliveringsustainable development andcreating sustainable and safecommunities. In developing thevision for their areas, planningauthorities should ensure thatcommunities are able tocontribute to ideas about howthat vision can be achieved,have the opportunity toparticipate in the process ofdrawing up the vision, strategyand specific plan policies, and tobe involved in developmentproposals.

Planning Policy StatementNo 1: Delivering SustainableDevelopment, Office of theDeputy Prime Minister, UK,2005

Definitionused in this book

A CommunityPlanning Event is acarefully structuredcollaborative event atwhich all stakeholders,including the localcommunity, workclosely withindependent specialistsfrom all relevantdisciplines to makeplans for the future ofthat community orsome aspects of it.

CPEM 080804:Layout 1 7/7/08 11:33 Page viii

ixTHE COMMUNITY PLANNING EVENT MANUAL

Preface

End product sustainablecommunitiesTwo award winning major newUK developments shaped byCommunity Planning Events.Above: Upton, Northampton a sustainable urban extensionwith 1,000 new homesmasterplanned by The PrincesFoundation using an Enquiry byDesign.Below: The Village at Caterham,Surrey a mixed useneighbourhood with 366 newhomes to a plan by JohnThompson & Partners arisingfrom a community planningweekend attended by 1,000people.(See page 100 for project details.)

CPEM 080804:Layout 1 7/7/08 11:33 Page ix

CPEM 080804:Layout 1 7/7/08 11:33 Page x

xiTHE COMMUNITY PLANNING EVENT MANUAL

HRH The Prince of Wales taking part in a Community Planning Eventat Poundbury, Dorchester, UK. Over 2,000 people attended the 5-dayplanning weekend to explore the implications of building a newtown on Duchy of Cornwall property. Over 75% of the 400 peoplewho filled in a questionnaire thought the event worthwhile andalmost 90% wanted continued involvement as the project progressed.

Foreword

CPEM 080804:Layout 1 7/7/08 11:33 Page xi

xii THE COMMUNITY PLANNING EVENT MANUAL

Twenty years ago, I took part in a Community PlanningEvent in Pittsburgh, USA which radically changed the wayI have practised as an architect and urbanist since. It wasdescribed as an Urban Design Assistance Team and forseveral days I worked intensively with other professionalsand with members of the Pittsburgh community drawnfrom all walks of life devising proposals to improvewhat was then a very depressed city.

Since then, our practice, John Thompson & Partners,has adopted and adapted the key team working andparticipatory planning techniques that I first discoveredin Pittsburgh. We progressed from being communityarchitects involving residents in designing their ownhomes to community planners, using similar methodsat a neighbourhood, town or city scale. Charrettesand Community Planning Events have become centralto our philosophy and we are now applying thesetechniques on a wide variety of place-making projectsthroughout Europe and in countries and cultures asdiverse as Iceland, Russia and Abu Dhabi.

We believe that sustainable development is mosteffectively achieved if the knowledge and commitmentof stakeholders is engaged at every stage of theprocess. A structured participatory process enables thecommunity, the private sector and the local authorityto work together in a creative way, which ultimatelyadds value at all levels physical, social, economicand environmental leading to better and moresustainable places.

People like Marilyn came alongto the Community PlanningWeekend and shes still one ofthe great champions. Look atthe amazing contribution shesmade to young peoples lives ...Its all about people gettinginvolved with where they live that is what really matters.

Bob EvansTandridge Borough Council

From pioneeringto mainstreamIntroduction by John Thompson

Community involvement inplanningDesign workshop at aCommunity Planning Event

CPEM 080804:Layout 1 7/7/08 11:33 Page xii

xiiiTHE COMMUNITY PLANNING EVENT MANUAL

Community Planning Events can be extremelysuccessful both in galvanising community participationand in allowing collective decisions to be made in anefficient and effective way. An event that has beenproperly designed has the ability to create a uniquechemistry of activity and energy, allowing all thepotential players to work towards a common goal in amore effective way than by using conventionalprofessional methods alone.

Introduction

New approach to planningInterdisciplinary, collaborativeand community-based.Walkabout by architects andlocal residents during aCommunity Planning Event inPontefract and Castleford,Yorkshire, UK. John Thompsonis far left

CPEM 080804:Layout 1 7/7/08 11:33 Page xiii

xiv THE COMMUNITY PLANNING EVENT MANUAL

During the collaborative Community Planning Eventprocess we take people up the ladder of participation(see illustration opposite) to the point where theyunderstand more about what is possible and what isnot. Citizens from all walks of life learn about designand planning. Development professionals learn whatcitizens need in order to have a good quality of life. Asa result, all those participating in the process begin tounderstand that the way forward is about negotiation,reconciliation and compromise. Once people shareknowledge, a shared vision for the future becomespossible. One is closer to achieving consensus.

The state of the art has progressed a great deal since thefirst edition of this book. Twelve years ago most of ourCommunity Planning Events were organized for publicsector clients. Since then we have demonstrated thatthey can be very worthwhile for the private sector too.

The breakthrough was at Caterham in Surrey (seepages ix, 5 and 100) where a five-day communityplanning weekend about what to do with a redundantarmy barracks was attended by over 1,000 people. Theprocess transformed the communitys previous hostilityto any new development into positive support for thecreation of a mixed use scheme that increased thedevelopment value of the site by 50 million andprovided 2.5 million worth of new communitybenefits, to be partly owned and run by a not-for-profitcommunity development trust; that representsincreased development value of 10 million andcommunity benefits worth 0.5 million for each day ofthe Community Planning Event. In addition, becauseeveryone affected was involved in developing theproposal, the scheme passed quickly through the

After the Community PlanningWeekend at Caterham Barrackswe set up a series of small topicgroups and through thesemeetings the public actuallycame to believe in what wewere trying to do. People alsocame to realise that thingswerent as easy as they seemed,and everything has a price aswell. If you want lots ofwonderful things somebody hasto pay for it. For the developerto pay for it, the developer hasto be making a profit. So themessage got through andthats one of the benefits ofcollaborative planning.

Colm LennonPlanning Consultant

Making use of localknowledge and commitmentPlenary sessions at CommunityPlanning Events

Introduction

CPEM 080804:Layout 1 7/7/08 11:33 Page xiv

xvTHE COMMUNITY PLANNING EVENT MANUAL

Engaging young stakeholdersJohn Thompson (right) gets young people involved in planning theirfuture environment by facilitating an outdoor Post-it note brainstormduring a Community Planning Event

Introduction

Ladder of participationCommunity planning can takecommunities as far up theladder as they want to go; butbeware of starting unless youare prepared to go to at leastthe fourth step

CPEM 080804:Layout 1 7/7/08 11:33 Page xv

xvi THE COMMUNITY PLANNING EVENT MANUAL

formal statutory planning process with no need for costlyand time-consuming public enquiries. The developmentindustry and government sat up and took notice.

Government commitment to community involvementin planning has increased dramatically in manycountries and this is to be welcomed. But it is mostlyseen as consultation rather than participation. Thedanger is that it may become merely formulaic, leadingto superficial tick-box exercises carried out with littlebelief in the value of the outcomes.

It is crucial to recognise the difference betweenparticipation and consultation: consultation is nowobligatory (in the UK and many other countries) butparticipation is not. Consultation without participationis simply asking people to agree with what has alreadybeen decided by others and is likely to prompt anegative reaction. Full participation, as in a properlyorganised Community Planning Event and ongoingprocess is not about getting people to agree toproposals drawn up by professionals; it is aboutcreating better proposals and therefore better places.Improving quality of life becomes a shared goal,around which a vision for the future and specificprojects can then be developed.

One of the most urgent challenges facing humankindis how to build more sustainable cities, towns andvillages. Places that consume less energy, create lesspollution and that are uplifting to live and work in. Thequest is to identify and determine new forms ofurbanism fit for the 21st century.

If your own ideas are turnedinto reality, then you make surethey work!

We should work together todevelop a Vision thecommunity and thestakeholders.

Community planning isimportant after all, we have tolive with the consequences andthe decisions that are made.

We should see if together wecan come up with somethingmore acceptable we shouldntjust dismiss this we are gettingan opportunity to take controlof our own area.

I think we younger peopleshould be involved as well -after all, its our future too!

Edinburgh wasnt built overnight its taken generations toget where we are now. There isprobably not one simplesolution but communityplanning gives us anopportunity to tease out variousoptions.

Theres a small heartbeat ofcommunity here, but it needs tobe made into a big heartbeatagain community planningseems to be a way of helpingthat happen.

Participants at communityplanning weekends

Introduction

CPEM 080804:Layout 1 7/7/08 11:33 Page xvi

xviiTHE COMMUNITY PLANNING EVENT MANUAL

Shared goalsApplause during a report backfrom workshop groups on howto make the neighbourhoodbetter for everyone

Introduction

Community planning can play a vital role in taking thisagenda forward and accelerating its delivery. Theevents described in this manual can produce results,and quickly. They can be used for any scale of projectand the formula can be adapted in an infinite numberof ways to suit different circumstances. This book willbe an invaluable tool for guiding you along the way.

John ThompsonChairman, John Thompson & PartnersChairman, The Academy of Urbanism

CPEM 080804:Layout 1 7/7/08 11:33 Page xvii

xviii THE COMMUNITY PLANNING EVENT MANUAL

Organised well, Community Planning Events can beimmensely rewarding. Organised badly, they can be asad waste of energy. The formula is open to abuseunless good practice principles are followed.

This manual brings together experience gained to date.It is for anyone wanting to organise an event. Itfocusses on the classic 6-day community planningweekend, but the same basic principles apply toshorter or longer events.

The book has been designed to be useful before,during and after events. Double-page spreads areself-contained and include handy sample documentsand checklists with space for your own additions.Pages can be blown up to create exhibition panels orreduced to form leaflets or working documents.

This edition is also integrated with the CommunityPlanning Website (www.communityplanning.net)where further and constantly updated material can befound.

An important part of the process is tailoring theformula to meet your specific needs. Use the book as aguide and stimulant, not a blueprint.

Community Planning Events keep evolving. Commentsfrom readers and feedback from events wouldtherefore be most welcome for compiling futureeditions and updating the website.

Please send to:

The Editor, Community Planning Event ManualEmail: [email protected] use the feedback facilities on:www.communityplanning.net

Using this book

ModularCopy pages as exhibition postersor leaflets (no copyright problemsproviding you credit the source).

A5 A4 A3 A2

CPEM 080804:Layout 1 7/7/08 11:33 Page xviii

xixTHE COMMUNITY PLANNING EVENT MANUAL

ChecklistsUse these to plan your own events

Sample documentsUse these to save time

PRIN

CIP

LES

TIP

S

Essential ingredientsIgnore at your peril

Good ideasBased on experience

Related websiteCheck for further information and updateswww.communityplanning.net

Explanatory imagesPhotos and illustrations aim to clarify the processand provide inspiration. They have been selectedfrom a variety of events over the past twodecades. Details can be found in the Photo andillustration credits on page 114

Sample timetablesUse these to understand the different event typesand who needs to attend when

Insights and inspirationQuotations from a range of event participantsover the years. Sources on page 116

Book Features

Using this book

DAY 1 THURSDAYBRIEFING

08.00 Setting upRoom arrangements. Deliveryof equipment and supplies.Erection of banners and signs

12.00 Team assembles

13.00 Buffet lunchWelcome by hosts, sponsors etc

1

Equipment andSupplies

Checklist for large-scale event. Adjustaccordingly.

A ESSENTIAL ITEMSfor most events

Aerial photographs Banners and directional signs with

fixings Base maps and plans of the area at

different scales (1:200 and 1:400 mostc

Sample BriefingPack LetterDear

Anytown Community Planning Event

Many thanks for agreeing to take part in thisevent as: [insert role, ie Team member, Advisor,Admin staff, student support].

A briefing pack is enclosed containing thefollowing information for you to look at beforeyou arrive:

Mission statement Team list with roles and responsibilities Biographical notes on Team members

CPEM 080804:Layout 1 7/7/08 11:33 Page xix

I only went to be nosy. I just went to see what was going on andbefore I knew what had happened I was in the thick of it. I wentFriday, Saturday, went back Sunday for an hour or two and thenMonday night as well. I thought it was brilliant. I really enjoyed it.Very hard work but really exciting. It took me a week to sleepproperly afterwards; all these ideas were springing back into myhead. What made the weekend so good was having professionalpeople there with local people as well. That was the idealcombination. Having everybody in one room together slogging it outgot a lot of good ideas out.

Donna Fallows, resident, London, speaking after participating in aCommunity Planning Weekend (shown above with baby)

CPEM 080804:Layout 1 7/7/08 11:33 Page xx

Section 1

OverviewPhilosophy 2Key features of Community Planning Events 4Benefits of Community Planning Events 6Why Community Planning Events work 8Community Planning Event process 10

1

CPEM 080804:Layout 1 7/7/08 11:33 Page 1

2 THE COMMUNITY PLANNING EVENT MANUAL

Community Planning Events have not suddenly beeninvented. Rather, the technique has evolved and isstill evolving from practical experience in many partsof the world. It can best be seen as part of anemerging technology of community planning whichmakes it easier for people to participate in the creationand management of their built environment andenables developers and planners to use the experienceand knowledge of local people to create better places.

The underlying philosophy of community planning isinterdisciplinary, collaborative and community-based;enabling all those affected (known as stakeholders) toparticipate in the planning process. The premise is thatbetter environments can be created if localcommunities are involved from an early stage, workingclosely and directly with a wide range of specialists.In arriving at the process described in this book,practitioners have drawn on experience from manydisciplines including company management, humanpsychology and urban design.

As a clearly defined planning technique, CommunityPlanning Events lasting 4 to 6 days (the main focus ofthis book) were pioneered over 40 years ago in theUnited States. By the mid 1990s over one-tenth of thatnations population was estimated to have benefitedfrom over 125 events in a programme run by theAmerican Institute of Architects alone.* Other national,state and local institutions also promoted similaractivity.

From the mid 1980s, Community Planning Eventssurfaced in Europe. The American approach wasadapted to the different cultural conditions and fusedwith European regeneration experience.

PhilosophyOverview

If more towns, villages andcities held regular, catharticevents which examined whatexactly was happening to theircitizens habitat and attemptedto seek solutions which metwith the broad approval of thepublic through a process whichmixed professional, public andprivate interests we would have,I think, a much better country one where the rejection of thearchitect would not beautomatic and the dead hand ofprofessional planning would beremoved.

Lee MallettJournalist

Interdisciplinary, collaborativeand community-basedDesign workshop at aCommunity Planning Event

*R/UDAT Handbook 1992, page 84

CPEM 080804:Layout 1 7/7/08 11:33 Page 2

3THE COMMUNITY PLANNING EVENT MANUAL

Countless community planning weekends and urbandesign action team events lasting 4 to 6 days havenow been held in the UK and mainland Europe. At thesame time a variety of related initiatives have evolved,including 1-day stakeholder participation days,Enquiry by Design events and urban design taskforces lasting several weeks.

The initiative for organising events has come mostlyfrom professional institutions and practitioners keen toexplore more creative methods. Developers, communityorganisations and local authorities have become willingsupporters as they seized the opportunity to workpositively with the other parties involved. Recentlythere has been increasing interest from nationalgovernments which have begun to see the economicand social benefits that can result. Statutory planningpolicy in some countries, the UK for instance, nowencourages the methodology of Community PlanningEvents but does not yet specify when or how theyshould be organised.

In the meantime, events continue to be organised onan ad-hoc basis and the number of enthusiasts grows.An extraordinary feature of the Community PlanningEvent phenomenon is the way that people who haveexperienced one become convinced of their value.

There is still much systematic evaluation andrefinement needed. But those involved in thedevelopment of this relatively new activity areconfident it will come to play a major role in the futureplanning and management of human settlementsworldwide.

Uses forCommunityPlanningEvents

City futuresDevising new visions forthe future of a city orregion

Regeneration strategiesFor declining industrial orinner city areas

Sustainabledevelopment strategiesDeveloping strategies forsustainable development inthe light of global warming

Traffic solutionsResolving congestion inhistoric town centres orexploring new transportoptions

Site proposalsDevising and testingdevelopment proposals forsites or buildings

Building designExploring design optionsfor historic or newbuildings

New townsExploring the best way ofbuilding major newsettlements or integratingnew development with old

Development plansInvolving the public in theearly stages of preparingstatutory developmentplans

Overview

CPEM 080804:Layout 1 7/7/08 11:33 Page 3


Key features ofCommunity PlanningEventsThere are several common types of CommunityPlanning Event and a variety of labels have been usedto describe them. Common features are:

Thorough preparationCareful planning and organisation involving all keystakeholders.

Intensive workA fast-paced, intensive programme of work sessions lasting for one or several days and sometimesspanning a weekend.

Community participation (not just consultation)Everyone affected is encouraged to be involved indeveloping and exploring ideas and options.

Broad missionAll the problems and opportunities of a particularsite, neighbourhood, city or region are examined ina holistic manner with minimum preconceptions.

Multidisciplinary teamworkPeople from all relevant disciplines and trades workclosely together in a hands-on, non-hierarchical way.

Expert facilitationEvents are mostly run by experienced, usuallyindependent, facilitators. This helps provide aneutral forum for debate and confidence in theoutcome.

I cannot think of anotheropportunity where such lengthymeetings can take placeamongst experts in their ownfields discussing issues to theirbitter conclusion. This isincredibly stimulating sincethought processes build onthemselves exponentially andrealistic solutions to seeminglyimpossible problems becomeapparent.

Michael BaynesDevelopment Surveyor

COMMUNITY

PLANNING

WEEKEND

Enquiry byDesign

REINVIGORATE

StakeholderParticipationDay

You areinvited to a

Overview

COLLABORATIV

E

DESIGN

WORKSHOP

CPEM 080804:Layout 1 7/7/08 11:33 Page 4

5THE COMMUNITY PLANNING EVENT MANUAL 5

Holistic visionIllustrative masterplan for a newdevelopment to regenerateCaterham Barracks, Surrey,conceived and drawn up byJohn Thompson & Partnersduring a Community PlanningEvent and ongoing publicparticipation.Top: site as then existing

High-profile communicationEvents are highly publicised to ensure that everyonehas the opportunity to get involved and that resultsare widely disseminated. They normally end with apublic presentation and written report.

Rapid and ongoing feedbackResults are fed back to those participating and thewider public as quickly as possible and an ongoingrelationship is established.

FlexibilityThe process can easily be adjusted to suit the needsof each particular community both duringpreparation and during the event.

Overview

CPEM 080804:Layout 1 7/7/08 11:33 Page 5


Benefits ofCommunity PlanningEventsCommunity Planning Events can achieve objectiveswhich are hard to achieve in any other way. Theseinclude:

Creation of shared visions for a communitysfuture and identification of long- and short-termstrategies for implementing them.

Catalyst for action of all kinds by releasingblockages in the development process.

Resolution of complex problems or at least aclearer identification of issues and goals.

Revitalisation of local networks for communitydevelopment.

Fostering of consensus building among differentinterest groups leading to better integration andlong-term partnerships.

Promotion of urban design capability of localagencies and improvement of environmentalstandards.

Heightened public awareness of developmentissues resulting from the provision of an open forumfor debate.

Morale boost for all those involved as a result ofexperiencing team working.

Overview

The process can make asignificant contribution to thedesigning of a newdevelopment, delivering a muchhigher environmental, social andeconomic performance than hasbeen the case of developmentover the past 60 years or so.Typically the process can achievein one week a design vision thatwould normally have taken twoyears to achieve in theconventional planning system.This is due to the process beingsimultaneously interactive ratherthan the sequentially reactiveprocess of the current system.

The Princes Foundation

Heightened public awarenessWalkabout during a CommunityPlanning Event

CPEM 080804:Layout 1 7/7/08 11:34 Page 6


CommunityPlanning Eventsare NOT:

A substitute for astatutory planningframework.

A substitute forlong-term participatoryprogrammes.

A technique forconsultation only; itis a participatory process.

A way of replacingservices of localprofessionals andofficials.

A way of imposing ideason a community fromoutside.

Typical ProductsImmediateProposals for action set out in: Broadsheet and press release Illustrated report Exhibition Presentation (generally Powerpoint) Project website

Short term Local steering committees to follow up Periodic progress reports Draft development brief and/or draft tender Ongoing community forums to develop further ideas

Long term Ongoing programme of implementation Evaluation of the impact of the event

Shared visionsGetting public, private andvoluntary sectors to move in thesame direction. Cartoondepicting the main stakeholdersat a Community Planning Event

Overview

Typical Outcomes Identification of issues and opportunities Agreed objectives and achievable targets Visions for an areas future Agendas for action and action plans Proposals for a particular site or programme Suggestions for organisational changes Local coalitions and leadership

CPEM 080804:Layout 1 7/7/08 11:34 Page 7


Why CommunityPlanning Events workCommunity Planning Events work because the processcombines a unique mix of ingredients which respond tothe complexity of todays development issues:

Open community involvementThere is scope for all members of the community,including minorities, to participate in a wide varietyof ways. This can lead to a new sense of cohesionand consensus on goals, the formation of newpartnerships and the development of a sense ofequity and trust.

Creative working methodsProfessionals of all disciplines work in a hands-onmanner with each other and with non-professionalsin a neutral environment. This breaks downconventional professional boundaries and fostersunderstanding between people which can bemagnetic; releasing spirit, humour, imagination,positive thinking and collective creativity.

DynamismThe carefully structured timetable creates a focus ofpublic attention and provides deadlines for results.A critical mass of activity is generated creatingmomentum for change.

I know from my ownexperience that CommunityPlanning Events can create ashared vision for regenerationand bring innovative solutionsfrom the people who have tolive with the effects. They instilla sense of ownership ensuringthat the outcomes are moresustainable.

David TaylorFirst Chief ExecutiveEnglish Partnerships

Overview

Sense of equity and trustPost-it board at a CommunityPlanning Event

CPEM 080804:Layout 1 7/7/08 11:34 Page 8


Local expertiseParticipation by local residents, businesses andprofessionals ensures that the whole process isembedded in the local context and runs smoothly.Inside knowledge of the urban or rural context isessential for a successful planning process.

Fresh thinkingThe intensive and collaborative process provides anopportunity for new ideas and new ways of workingwhich can overcome past divisions and indecision.So previously unimagined proposals can emerge.

Visual approachThe use of urban design techniques of drawing andmodel-making provides an easily accessible way forpeople to think about, and communicate, visions fortheir communitys future.

RealismThe process addresses the physical, natural, socialand economic environments as they are ratherthan as abstract concepts and ensures that thecommunitys real concerns are placed on theagenda.

Unique chemistryProfessionals, local residents,politicians and developers taketime off for group photographs

Overview

CPEM 080804:Layout 1 7/7/08 11:34 Page 9


Its a fantastic way ofputting a major schemetogether and couldrevolutionise the way we docommercial development.

Barry Wickdeveloper

Community Planning Event pWhat the four main parties involved do during the four phases o

*TimescalesCommunity Planning Events can be of varying lengths but theprocess remains more or less the same. The length of the event andthe lead times will be determined by the nature of the issues facedand the extent and capacity of existing local networks. Timescales

Getting Started12 months*

Local Interests Stimulate actionIndividuals and Establish Steeringorganisations Group and Host (see below)

Steering Group/ Formation/appointmentHost/Organiser Explore options for actionMain enthusiasts and Prepare proposaltechnical advisors Stimulate action

Secure commitmentfrom all affected parties

Raise funds Commitment to proceed

Facilitators and Provide adviceEvent TeamSpecialists fromcomplementarydisciplines

Support Bodies Supply generalInternational, national information and adviceand regional organisations Evaluation visit if requested

Overview

PARTIE

S

CPEM 080804:Layout 1 7/7/08 11:34 Page 10


t processs of any event

shown above have been found to be the most effective for major urban design issues of, say, aneighbourhood or city. Compressed timescales work well for simpler issues such as making proposals for asingle site. Shorter lead times are possible where local networks are well developed. Longer lead times canbe useful for building community capacity. (See also Flowchart perspectives on page 104.)

Preparation The Event Follow-up24 months* several days* ongoing*

Build momentum, Participate in public Analyse proposalsenthusiasm and sessions Develop support forexpectation through strategies and projectsdiscussion and by Apply pressure forfocussing attention on implementationthe main issues Ongoing participation

Select Team Chairperson, Event management and Assess proposalsTeam members, Advisors administration and prioritiseand consultants Agree plan of action

Establish administration Publicity Identify key stakeholders Spearhead and Prepare publicity strategy coordinate Prepare venues implementation Publicise Maintain momentum

Homework on the locality Arrive Revisit and assistand the Community Reconnaissance as requestedPlanning process Briefings

Reconnaissance visit Topic workshops or plenary(by Chairperson at least) Design workshops

Warm up events in Brainstormlocal communities and Prepare proposalswith special groups Presentation

Leave

Supply detailed Observe Monitor and evaluateinformation and contacts Participate Assist if asked

Assist if asked

Overview

PHASES

CPEM 080804:Layout 1 7/7/08 11:34 Page 11

OrganisingSteering Group meeting for key stakeholders to prepare for aCommunity Planning Event (top); organisers team meeting (bottom)

CPEM 080804:Layout 1 7/7/08 11:34 Page 12

Section 2

Getting startedTaking the plunge 14Organisation 16Support bodies 18Funding 20

13

CPEM 080804:Layout 1 7/7/08 11:34 Page 13


Here are 8 things to do before deciding to hold aCommunity Planning Event:

1 Read right through this manual to understand whatwill be involved. Check other sources (see Publicationsand sources, page 92, and the Publications & FilmsAZ on www.communityplanning.net).

2 Discuss it with people who have done it before andorganisations that might provide support (seeContacts, page 94 and the Contacts AZ and CaseStudies on www.communityplanning.net).

3 Form a Steering Group to oversee the event. Thisshould reflect the communitys diversity and includeall main enthusiasts and key players.

4 Think through what kind of event is likely to be mostsuitable for the issues you face. Use the CommunityPlanning Event planner on page 108. Considerholding a Process Planning session with keystakeholders (see Methods AZ onwww.communityplanning.net). Considerappointing an experienced consultant to assist youwith this.

5 Prepare budget estimates and a funding strategy (seeFunding page 20).

6 Write a mission statement setting out the objectivesand how and by whom they are going to beachieved (see samples on next page).

7 Decide whether to hold an event under the umbrellaof a regional, national or even internationalorganisation (see Support bodies page 18).

8 Check whether you have, or can you be sure ofgetting:

keen Steering Group, Host and organiser? enough funding or support in kind? experienced facilitators and technical experts? clear and achievable mission statement? capability to follow up afterwards?

If the answer is yes, go for it. If not think again.

Taking the plunge

The huge amount of effortinvested in this weekendhas paid dividends. Theevent has not only resultedin a coherent vision forHulme 5 (housing estate),but has also shiftedentrenched attitudes andploughed throughprejudice. Hulme will neverbe the same again andneither will those whoattended.

Lesley Whitehouseregeneration companyChief Executive

Getting Started

MissionPost-it board at aCommunity Planning Event.Citizens express what theirneighbourhood needs

CPEM 080804:Layout 1 7/7/08 11:34 Page 14


New Visions for Anytown

Anytown is suffering from a number of difficulties caused by the decline of traditional

industries and lack of investment for housing maintenance. There is high unemployment,

homelessness, a number of derelict sites in the town centre and a general sense of

uncertainty and despondence. Several solutions have been put forward over recent years but

little action has taken place because of lack of agreement on priorities and lack of funds.

It is proposed to organise a Community Planning Event next spring. The objective is to create

a new vision for the town by inviting all members of the community to explore possible

options with a team of specialists from elsewhere. A programme of long- and short-term

action will be drawn up. A 4-day event is proposed spanning the weekend before Easter. This

fits in well with the town councils deadline for a response to developers proposals for some

of the town centre derelict sites and a conference a month later on new initiatives for

sustainability in the town.

The event is being organised by the Anytown Environment Network in association with the

National Urban Trust. It is supported by Anytown Council and the Anytown Chamber of

Commerce. Sponsors include Shell and Greenpeace. Architects Company, which has

considerable experience of Community Planning, will be engaged to provide the

administration and a technical support team will be provided by Anytown College Urban

Design Department. The National Urban Trust will assist with assembling the Team of

specialists and will monitor progress after the event has taken place.

Sample Mission Statements

Anyvillage Traffic Management

Increased traffic in Anyvillage is causing problems for residents and traders alike. Parking is

hard to find and there have been several unpleasant incidents involving abuse and even

violence on one occasion. Proposals by the local planning department for new car parks have

been widely opposed.

Anyvillage parish council proposes to hold a 1-day Community Planning Event to

explore some options. The event will take place during the day and evening to ensure that

everyone who wants to has an opportunity to take part. A Team of transport and urban

design specialists will facilitate the event and make recommendations. In preparing for the

event, the parish council is being assisted by the village school, which is making a model, and

officers from the county council planning department. Support and advice is also being

provided by the national Civic Trust.

Getting Started

CPEM 080804:Layout 1 7/7/08 11:34 Page 15


Community Planning Events may be initiated by anyindividual or organisation. Once the idea has taken rootthere are various organisational models but most fitwithin a standard structure (shown on facing page).

Existing participation mechanisms should be built onbut a new single-minded organisational mechanismshould be created for the event.

Ultimate responsibility for hosting the event shouldbe taken by a single organisation but this will oftenbe on behalf of a partnership of relevant interests,usually formalised as a Steering Group. The Hostmay appoint an experienced Organiser.

A Team of independent specialists should beappointed to take responsibility for facilitating theevent and making recommendations afterwards.Team members may be from a regular consultancy orbe individually handpicked. They may be paid or bevolunteers.*

The Team Chairperson should be carefully selected.He or she may wish to work with a core group withprevious experience of working together. During theevent, the Team Chairperson should be in sole charge.

Invite non-independent specialists (eg local plannersand community leaders) to participate as Advisorsrather than Team members. Otherwise the validity ofthe recommendations may be jeopardised.

Organisation

AnytownCommunity

Planning Weekend37 October 2008

Organised byAnytown Environment Network

in association with theNational Urban Trust

Supported byAnytown Town Council and

Anytown Chamber of CommerceSponsored by Shell and

Greenpeace

Building partnershipsProducing a sheet ofnotepaper is a good way tothink through how toposition the event

PRIN

CIP

LES

TIP

S

* It used to be common practice, particularly in America, for Team membersto receive expenses only and to agree not to accept commissions arisingfrom their recommendations. But the process is increasingly becoming partof standard professional work practice with Team members being paid feesaccordingly. Both approaches have their strengths. The important thing isto have clear and open policies.

Getting Started

A proper charrette bringsinto being a collectiveintelligence And it doesthis with stunning efficiency.No one should waste theirtime. No one should feelstymied. The negotiationsshould take place notduring the adversarialcircumstances of themunicipal hearing when theplan is already fixed butduring the ongoing creationof the plan, when most plancomponents are at themaximum pitch of flexibility.

Andrs Duany, Foreword,The Charrette Handbook

CPEM 080804:Layout 1 7/7/08 11:34 Page 16


Other special interests(eg education, religions)

Citizens/Residents

Developers

Employers

Public authorities

LocalInterests

Professions

Voluntary agencies

ConsultantsSpecialists in many

disciplines

Support BodiesNational andregional

Steering GroupCoordinating partnership ofmain enthusiasts, key players

(eg landowners, planners) plusrepresentatives of a range

of local interests

HostOrganisation taking formal

responsibility (often inassociation with others)

Team ChairpersonExperienced facilitator

OrganiserArchitecture or planning-relatedconsultancy, institution or non-

governmental organisation(May be the Host)

TeamIndependent specialists

often from outside the areawith range of skills

and experience

AdvisorsLocal community

and business leaders,planners, etc

Student Supporteg University students

of architectureor similar field

Organisationframework

Working arrangements fora Community Planning Event

Getting Started

CPEM 080804:Layout 1 7/7/08 11:34 Page 17

18 THE COMMUNITY PLANNING EVENT MANUAL18

Community Planning Events often benefit from beingsupported by a national or regional organisation. Someorganisations, particularly in the United States, haveinstitutionalised their support into recognisableprogrammes.

Support bodies can provide:

Advice on the most suitable type of event based onexperience.

Stimulation of interest by provision of briefingmaterial and speakers.

Validation of the event which can be invaluable inovercoming scepticism at local level.

Assistance with practicalities such as Team selection(by maintaining databases of talent) or Team briefing.

Organisation of anything from an initial meeting toan entire event.

Momentum ensuring that follow-up takes place.

Support bodies are in a good position to promotegood practice by negotiating certain standards asthe price of their involvement. The standards willvary from one organisation to another.

Support bodies can play a vital role in developingnew approaches by proactively encouraging andeven organising pilot events and pilot programmes.But make sure there are resources to document anddisseminate the results or it will be a wasted effort

See page 94 for details of some support bodies.

Support bodies

In many ways, the processhas transformed the waythat Americans shapecommunity developmentpolicies and take thoseactions that most directlyaffect their communitysgrowth or change.

American Institute ofArchitects

National facilitatorCharles Zucker, employed formany years by the AmericanInstitute of Architects to helpcommunities organiseCommunity Planning Events

Getting Started

PRIN

CIP

LES

TIP

S

CPEM 080804:Layout 1 7/7/08 11:34 Page 18


Types of Support Body

Professional groupsInstitutes of architecture, planning orurban design for instance. Some havea special unit for Community PlanningEvents with a coordinator andcommittee (called OversightCommittee in the USA)

Universities and collegesSome have a special unit. More likelyto be a sporadic activity of aDepartment such as Architecture orPlanning

Local governmentCan be part of the work of a planningor other department

Regeneration agenciesAs part of the work of a developmenttrust or other special agency

ConsultanciesSupport may be provided by privateconsultants who have developed theexpertise in house

Partnerships of agenciesA special unit may be established by agroup of organisations, particularly atregional level

Requirements

Before getting involved in a local event,most support agencies will want thefollowing information from the eventsproposers:

Nature of the proposers Brief description of community Statement of current problems and

background Objectives of proposed event Budget estimates Statement of commitment from local

sponsors Letters of support for the concept from

various sections of the community Statement of commitment from the

promoters to follow up the event Any helpful photos or other illustrative

material ....................................................... ....................................................... .......................................................

Getting Started

CPEM 080804:Layout 1 7/7/08 11:34 Page 19


PRIN

CIP

LES

TIP

S

Community Planning Events can be designed for arange of budgets. But insufficient funds for the type ofevent you decide on can lead to a failure to generatethe critical mass of energy necessary for success.Establishing realistic budgets and securing enoughmoney or support in kind is therefore veryimportant.

Funding should come from as many sources aspossible. This encourages commitment to apartnership approach from the start and avoidscharges of vested interest. If single source funding isinevitable, the need for a validating body will begreater.

There are many opportunities for securing financialsponsorship and support in kind, particularly if theevent is high-profile and enthusiastically supportedby the community.

Think twice before doing an event on the cheap. Itis most likely to lead to bitterness and recrimination.It is better to have a shorter, well-funded event thana longer, badly funded one. Always allocate fundingfor follow-up.

If you find it hard to get enough funding andsupport, try holding a 1-day event first with a viewto generating interest in a longer one later.

To avoid resentment and/or manipulation, be clearand honest about what is being paid for and what isnot.

Funding

Value for moneyTower block demolition.Community Planning Eventsmay appear expensive at firstsight, but the cost of gettingthe planning process wrongcan be astronomical

Getting Started

The process demonstratedthat urban planning anddesign issues can be clarifiedand defined in a very shortperiod of time and involveextensive and directcommunity participation.With continuing fine-tuningand staff resource support, itis possible to move thisprogramme from its pilotstatus and incorporate itformally into the Citysplanning processes.

Kenneth ToppingDirector of PlanningLos Angeles

CPEM 080804:Layout 1 7/7/08 11:34 Page 20


Event CostsChecklist for preparing rough budget estimates

Budget heading Assumptions /$

Evaluation visit (travel, expenses) Reconnaissance by Chairperson (travel, expenses) Transport (Team members) Accommodation (Team members and organisers) Venues (rent and insurance) Organisers/administration Facilitators fees Team members fees Equipment hire and technical support Publicity, advertising, stationery Catering (Team meals plus snacks for all) Car/van/bus rental Secretarial (word processing) Report printing Follow-up (team revisit, publicity) Sundries (supplies, telephone) and contingency

Totals

Funding Sources Local and central government Local and national businesses Local and national charities and NGOs Developers and landowners Development agencies Community groups Arts funding bodies Professional institutes .......................................... ..........................................

Support-in-kind Ideas Hoteliers Rooms Printers Printing Consultants Admin Property owners Premises Colleges Students Businesses Meals Bus companies Transport Local press Advertising Residents Lodgings ................ ................

Getting Started

CPEM 080804:Layout 1 7/7/08 11:34 Page 21

Setting the stageBanners help people to orientate themselves and provide a usefulbackdrop for photographs

CPEM 080804:Layout 1 7/7/08 11:34 Page 22

Section 3

PreparationManaging 24Motivating people 26Team selection 28Student support 30Information gathering 32Publicity 34Venues 36Fittings and services 38Equipment and supplies 40Computers and information technology 44

23

CPEM 080804:Layout 1 7/7/08 11:34 Page 23


Good management is essential. Events must run likeclockwork or energy will be dissipated and the resultswill be poor. Whether an event is organised by paidstaff or by volunteers the principles are the same.

Once a decision has been made to proceed,responsibility for all preparation tasks should bedetermined (see checklist opposite).

Clear guidelines about the nature of the eventshould be produced so that everyone knowswhere they stand.

Dont set a date until you are sure you can meet itbut announce the date and venue as early as youcan so that it gets logged in peoples diaries.

Fast-track events are possible but having acomfortable lead time is useful to allow people toprepare properly. Avoid holiday periods and majorlocal attractions. Best to be the main show in town.

Be clear about the extent of participation and whocan be involved when. Dont pretend there is an openagenda if in fact decisions have already been made.

Avoid being unduly influenced! You may be lobbiedfrom all sides by people promoting their owninterests. Make it clear that the event is open to alland that the process is neutral, not fixable. Suggestpeople make their case at the event.

PRIN

CIP

LES

TIP

S

Managing

The impact of the R/UDAT(Community Planning)programme on the(American) nations cities isunequalled by any otherdesign activity over the pastdecade. No consultantorganisation has worked soclosely with so manycommunities. Nogovernment agency hasdealt with such a rich varietyof issues. The breadth,quantity and quality ofexperienced talent in theR/UDAT process exists in noinstitution or in anyconsultant organisation.

Peter BatchelorDavid Lewisauthors

Preparation

Fusing agendasCartoonists perspective onan event in Germany

CPEM 080804:Layout 1 7/7/08 11:34 Page 24


Typical Tasks46 months before

Establish Steering Group and Host Decide nature of event Approach support body and organiser Secure funding Secure support in principle locally Decision to go ahead Establish administration Inform local grapevines Establish project website .......................................

23 months before

Select Team Chairperson Start information gathering Secure venue Fix dates of event Prepare timetable Invite Team members (letter) Contact speakers (letter) Book accommodation .......................................

1 month before

Make reconnaissance visit Start publicity Send out invitations Make staff arrangements Hire and assemble equipment Organise crche Arrange refreshments .......................................

2 weeks before

Place advertisements in press Assemble stationery & equipment Make banners Check insurance Check transport arrangements Send out briefing packs .......................................

Team ChairpersonQualities Experience of previous Community Planning

Events, preferably as Team member Leadership qualities Sensitivity and ability to draw people out Understanding of urban design processes Ability to orchestrate action Toughness (may have to ask someone to

leave the Team or deal with troublemakers) ....................................... ....................................... .......................................

Reconnaissance VisitOne month before the event, the Chairpersonshould check the following:

Budget Venues Publicity Printing schedules Computer and photo arrangements Information gathering progress Briefing pack Report format Equipment ....................................... ....................................... .......................................

Preparation

CPEM 080804:Layout 1 7/7/08 11:34 Page 25


Motivating peopleCommunity Planning Events are likely to be mostsuccessful if there is widespread support andinvolvement from the outset. Often this will requireimaginative promotion because it is still an unusualapproach which people may not be used to.

All sections of the community should be involved,particularly the key decision-makers (eg councillors,council officers, developers).

Local groups should be encouraged to get their ownmembers involved but should not be relied on to doso. The organisers must ensure that everyone including the hard to reach has the opportunityto be involved.

The event should be promoted as an exciting andenjoyable opportunity, not a duty. People shouldtake part because they want to not because theyfeel they ought.

Be prepared for some hostility from people whoresent you treading on what they see as their patch.Overcome it by using past examples, talking throughthe process and being open to their involvement;these people can often become your main supporters.

Get out in the community. Meetings or workshopsat an early stage with specific groups can be usefulfor informing people about the process andidentifying issues. Keep them as informal andopen-ended as possible. Consider also a newsletter,website, site office, advertising hoarding and anyspecial communication methods appropriate to thespecific community.

PRIN

CIP

LES

TIP

S

This process allows themembers of the communityto take a proactive role inthe development of theircommunity instead of thereactionary role usuallyassociated with publichearings and the like.Events like this are ourchance to bring thecommunity, the developersand the city, county and thestate agencies also theelected officials together toformulate a shared visionfor an area.

Tom BradleyMayor of Los Angeles

Preparation

Streetlamp bannerSomething interesting ishappening ....

CPEM 080804:Layout 1 7/7/08 11:34 Page 26


Inviting involvementAdvertising hoarding andpublicity leaflets

Groups to Involve Chambers of commerce Churches Community and voluntary organisations Developers and real-estate professionals Environmental and civic groups and societies Ethnic and cultural groups Friends and neighbours Investors Landowners Local business people Local councils, politicians and administrators Local disability organisations Media (local and regional) Planners and planning committees Regional agencies and key staff Schools, colleges and universities Social and emergency services Special purpose authorities such as housing and

transport Youth and senior citizens groups ...................................................................

See also Who to Involve checklist in the Toolbox onwww.communityplanning.net

Invite key interest groups and individuals by letter.Also make as much personal contact as possible.

An up-to-date database of contacts is essential.

Style is important. Develop a lively, straightforward,friendly design style and encourage a casual yetprofessional approach from the outset.

Dont be afraid to state clearly that the mosteffective motivation for involvement is enlightenedself-interest.

See also Publicity, page 34.

Preparation

CPEM 080804:Layout 1 7/7/08 11:34 Page 27


Selecting the event Team is one of the first tasks ofthe Team Chairperson and will shape the flavour of theentire event.

Team size should reflect the scale and scope of theevent. Usually 812 members works well.

Team members should have a range of skills,interests and cultural backgrounds, tailored to theneeds of the particular community and issues likelyto be raised, preferably combined with facilitationand mediation skills.

Team members should be free of any real orperceived conflicts of interest in the area, or if theyhave any interests these should be clearly stated.

Team members should commit themselves toattending the entire event. (People unable to stayfor the whole period should be Advisors instead.)

Enlist the best professional expertise available withinyour area of influence.

Select people for what they know rather than whothey are, and for their ability to analyse complexissues as part of a team. It is useful to have somepeople who have been Team members before.

Give all Team members specific roles (see tableright).

Avoid people who are too similar. A balance of sexesand a range of ages is essential.

A heartfelt thank you tothe government andcouncillors of Birminghamfor inviting me to their cityand so gracefully putting upwith my comments. To askpeople to come to see youand then allow them,encourage them even, tobe frank in criticism as wellas in praise is a sign ofcreative spirit.

Team member

Team selection

PRIN

CIP

LES

TIP

S

Preparation

Team arrivalEvent Team arriving by plane.The image of professionalsflying in to sort outproblems is often criticisedbut bringing experiencefrom other places cansometimes be valuable instimulating fresh thinking.Having local Team memberswith long experience of thearea can also work well,perhaps with an independentfacilitator

CPEM 080804:Layout 1 7/7/08 11:34 Page 28


Team Roles and ResponsibilitiesNote: Several compatible roles may be taken by one individual

Title Brief Names

Team chairperson Provide leadership, orchestrate event, ...................take responsibility

Team facilitator Keep roving eye on group dynamics,reporting back to Team Chairperson ...................

Team coordinator Logistics and overall organisation ...................

Workshop facilitators Facilitate workshops ...................

Workshop note-takers Prepare notes of workshops in formatsuitable for final report ...................

Report editor Commission and gather copy andillustrations. Prepare printer-ready layouts ...................

Report subeditor Subedit copy and assist editor ...................

Report production Oversee report production using desktoppublishing software. Liaise with printer ...................

Sound recorder Record key sessions and index recordings ...................

Diplomats Liaise between different workshopsto create linkages ...................

Photographer Ensure key events are photographedand images downloaded onto computer ...................

Contacts person Keep names and telephone numbers ofuseful resource people ...................

Presentation editor Compile presentation (usually in Powerpoint) ...................

Stage manager Coordinate pool of people for errands, etc ...................

Follow-up coordinator Ensure follow-up takes place and publicise ...................

Skills RequiredTeam members should be good at analysing complex problems, be in good health, and begood at working with people. In addition each person should have skills in at least one,and preferably more than one, of the following:

Urban design Planning Landscape design Property development Economics and finance Law Sociology Management Community development Architecture Journalism Ecology

Preparation

CPEM 080804:Layout 1 7/7/08 11:34 Page 29


To provide back-up for the event Team it is useful tohave technical support before and during the event.Although volunteers or paid staff can provide this, it isoften better to involve local students of architecture orrelated disciplines.

Taking part in a Community Planning Event can be arich learning experience in organisation, planning,architecture, participatory processes, research andpresentation.

Students can provide a creative and energetic labourforce and will pass on process knowledge to others.Students of architecture, planning and urban designare generally most likely to benefit and be useful.

Within an initial time framework set by their tutors,students should be directed by the Team Chair orother delegated Team member. Tutor interferenceduring the event can cause serious difficulties.

Three or four students is enough to make acoherent workforce without dominating the event.

Choose students who are energetic, keen, flexible,sociable, diplomatic and can take initiative.Wherever possible provide clear roles and briefs.Treat students as equal members of the creativeeffort, not dogsbodies.

Encourage students to make a presentation of theirexperience afterwards.

Student support

PRIN

CIP

LES

TIP

S

It was like being back atcollege but I realised thatthere were 500 years ofprofessional experiencearound the table. I came tothe event as a cynic but leftexhilarated. I have not hadso much fun as aprofessional for some time.It recharged my batteries.When you hit the inevitablemid-life crisis in any project,having one of these eventsis a good way to give it akick up the backside.

Mike GallowayRegeneration ProjectDirector

Preparation

Help with logisticsSorting workshop materialsat a Community PlanningEvent

CPEM 080804:Layout 1 7/7/08 11:34 Page 30


Student Support Tasks

Before the event:

Gather background material Generate publicity Get to know the site and local people Read this manual and other material Prepare exhibition and briefing for

Team members Prepare base models and plans .................................................. ..................................................

During the event:

Maintain a library of information Service workshops Act as personal assistants to the

Chairperson Take and collate photographs Participate in all activities as much as

possible .................................................. ..................................................

After the event:

Collate and store information forfuture use

Monitor effectiveness of the event .................................................. ..................................................

ModelmakingUniversity students preparing a 3-metre-squaremodel for a Community Planning Event. This becamethe focus for open-ended discussions with localpeople; problems and solutions being recorded oncards pinned to the model with cocktail sticks.A consensus view was thus established from whichthe design team could work

Preparation

CPEM 080804:Layout 1 7/7/08 11:34 Page 31


PRIN

CIP

LES

TIP

S

It is important to provide enough information forparticipants both before and during an event,otherwise the event will be spent gatheringinformation rather than thinking out the way forward.

Selecting and presenting information is a centralelement of the Community Planning Event processand should be directed by the Team Chairperson.

A briefing pack should normally be sent out to theTeam members (or all participants if by invitationonly) two weeks beforehand. Other material can beplaced on a website or made available at the event.

Use information that already exists where possible.Get key stakeholders to prepare presentations as thispromotes active involvement.

Start thinking about what will be needed for thefinal presentation and report right from the start.Collect data in the appropriate formats.

Be selective. Too much information can overwhelmpeople and inhibit imaginative thinking.

Set up a resource library and keep an index of usefulmaterial. Identify resource people to collectinformation on specific issues; eg jobs, history.

Think visual. Good photos, drawings, maps andgraphs are more useful than wordy reports.

Tie important documents to table tops with string toavoid people mistaking them for handouts.

Information gathering

The whole process wasextremely creative. Itbrought a lot of peopletogether.

Ted WattsPast PresidentRoyal Institute ofChartered Surveyors

Preparation

Briefing packParticipants should get onebefore they arrive at anevent so that there is timeto digest it. Packs handedout on the day rarely getlooked at

CPEM 080804:Layout 1 7/7/08 11:34 Page 32


Basic InformationRequired

Not everything will be relevant on alloccasions. Select what is and addanything else you think might be useful.

Maps, tables, reports, videos showing: Aerial photographs Blank base maps at various scales Concerns, constraints and

opportunities lists Development plans and proposals,

zoning and previous studies Employment patterns Historical data: archaeological,

protected buildings, area development Information sources Land ownership, land availability and

land valuation (including impact ofover/under-supply in the future)

Land use, transport and buildingcondition

Newspaper cuttings Planning context Political, administrative and cultural

boundaries Political context Population statistics and projections Profiles of local organisations Social profiles Tax information Topography and ecology Tourist and area promotion

information

Sample BriefingPack LetterDear

Anytown Community Planning Event

Many thanks for agreeing to take part in thisevent as: [insert role, ie Team member, Advisor,Admin staff, student support].

A briefing pack is enclosed containing thefollowing information for you to look at beforeyou arrive:

Mission statement Team list with roles and responsibilities Biographical notes on Team members Timetable Background material: (some of material

listed in the Basic Information Required boxleft)

List of what else will be available during theevent

The Community Planning Event Manual

Further background can be found on thefollowing websites: [add URLs].

Accommodation and travel arrangements areas follows: [insert details with contact telephonenumbers].

Payment and expenses arrangements are asfollows: [insert details with any specialrestrictions on future commissions etc].

Please remember to bring your camera and anyrelevant photos or other material for theexhibition and presentation. Mark these clearlywith your name if you want them returned.Bring digital files on a USB stick or CD in thefollowing formats: [add details].

I would be grateful if you would confirm inwriting that the above arrangements aresatisfactory and look forward to seeing you at[place] on [date].

Yours sincerely

Team Chairperson

Preparation

CPEM 080804:Layout 1 7/7/08 11:34 Page 33

34 THE COMMUNITY PLANNING EVENT MANUAL34

Publicity is an essential aspect of a CommunityPlanning Event in order to generate a public debate.

Publicity is needed:Before to generate excitement and ensureparticipation;During to maintain momentum and disseminatethe results;After to track progress and stimulate action.

The local media should be involved as participants inthe process as well as observers. It is a rareopportunity for the media to play a part ingenerating community solutions rather than simplyreporting problems.

Time the event to coincide with a political opportunityor community event to provide added media attraction(but avoid major distractions, eg World Cup).

Put one person in charge of media liaison as part ofa general information headquarters.

Maintain a comprehensive press kit explaining theissues and process. This can be the briefing pack(see page 33) with the addition of press releases onspecial newsworthy issues.

Try and get a special pull-out supplement in anestablished local newspaper. In addition produce abroadsheet including the programme.

Hold a press conference prior to the event and showpresentations of previous events. Invite the media totake part throughout but particularly for tours,briefings and presentations.

Publicity

PRIN

CIP

LES

TIP

S

The public is eager forparticipation, electedcouncils are searching fornew direction. AreCommunity Planning Eventsthe missing ingredient?

John WorthingtonPresidentUrban Design Group

Media involvementCommunity Planning Eventscan make stimulatingtelevision

Preparation

CPEM 080804:Layout 1 7/7/08 11:34 Page 34


T-shirts, badges and banners can all be useful.

Encourage local organisations to help with publicityby, for instance, writing letters to the local paper orleafleting in lively public places.

Maintain a clippings file of press coverage.

Creating a public debatePublicising the future ofpeoples environment is anessential part of CommunityPlanning Events

Preparation

CPEM 080804:Layout 1 7/7/08 11:34 Page 35


Premises which provide a stimulating atmosphere areessential. Four main types of space are required:

Large hall for public meetings, presentations andexhibitions with toilets and refreshment facilities.

Medium-sized rooms for workshops, groupmeetings and a crche.

Studio workspace for the Team and organiserswith lockable administration room, kitchen andtoilets. 24-hour access essential.

Living accommodation for Team members andorganisers (for longer events).

Ideally these should be next to one another and within,or close by, the area being studied to make it easier forpeople to keep focussed on the task in hand.

Prominent venues on neutral ground work best.Vacant shopfronts and schools can be ideal. Checkvenues are available for the whole period.

It helps if all Team members and other keyparticipants stay in the same place, preferably agood hotel with individual rooms (as people mayneed to sleep at different times). Late night bar andbreakfast discussions can be very productive.Accommodation within easy walking distance willavoid endless logistic problems.

Quiet outdoor space can be useful for workshops inwarm weather.

Venues

TIP

S

Community PlanningEvents can change the waywe plan because you focuson the area, you are in thearea when you focus on itand you involve the peoplewith a particular interest inseeing the area come tolife. Normally you would bein an office framework,divorced from the site, andnot in contact with thecommunity that will beliving in the environmentthat you create.

Charmaine YoungHousing Developer

On locationMarquees can be used forworkshop sessions andexhibitions where no largehalls are available on site

Preparation

PRIN

CIP

LES

CPEM 080804:Layout 1 7/7/08 11:34 Page 36


workshop

workshop

workshop

editing

administrationreception

crche

large hall kitchen wc

screens

exhibition

studio

Good Room ArrangementRoom layout one might aim at if specifying in theabstract. In practice one has to improvise withspaces available.

Making doSix workshops in a fairlyconfined space istolerable because theroom is carpeted whichmuffles the sound

Preparation

Flexible spaceSix workshops taking place simultaneously in alarge hall. The same space was used for publicmeetings, presentations and Team working

CPEM 080804:Layout 1 7/7/08 11:34 Page 37


The venues need to be properly equipped and servicedif the event is to function smoothly.

All work and domestic needs of the participantsshould be met for the duration of the event. Peopleshould be able to arrive empty-handed and operateas efficiently, if not more so, than if they were intheir own workplaces.

Venues should be set up well before the public arrivesand Team members will normally help with this.

Self-service catering with a constant supply of hotdrinks and nibbles works well, so that people do notfeel bound by fixed breaks. Dinner can usefully bemore formal to provide a change of pace.

Rapid photocopier and computer repair service isessential. If in doubt have spare machines.

Make sure heating systems can be made to remainon overnight.

Fittings and services

PRIN

CIP

LES

TIP

S

Room servicesConference room set up forworkshops (above); usingthe built-in facilities of alocal authority councilchamber (below)

The community planningweekends were brilliant.People could really get totalk to somebody and get astraight answer. There wasa nice atmosphere.

Joan MaginnResidents AssociationChair

Preparation

CPEM 080804:Layout 1 7/7/08 11:34 Page 38


FittingsChecklist for large-scale 5-day event witha Team of 12. Adjust for smaller events.

Studio Workspace Chairs (office) and stools Computers (see page 43) Desks for writing (4), computers (10)

and drawing (3) Drawing boards or drawing tables (8) Drinks facility and fridge Lighting, including desk lighting Lock-up for valuable equipment Pin board or pin-up wall Photocopier (see page 43) Plan and drawing storage system Power outlets Shelving and filing space Table (conference) with seats for 16 Telephones and fax Waste bins and garbage bags

Large Hall Blackout curtains Chairs movable Disability access Exhibition facilities Flipchart (with non-squeaky pens) Induction loop Lighting (friendly) Lock-up area for valuables Projection screens (2 large) Public address system with microphones

on stands and roving Tables for breakout work

Medium-sized rooms Chairs movable Flipcharts Pin board and pin-up space Table

ServicesChecklist for large-scale event. Adjustaccordingly.

Caretaking/reception to providesecurity for equipment: 24-hour

Catering: breakfast at hotel, buffetlunches, set dinners in a variety ofvenues, constant supply of hot andcold drinks, fruit and nibbles

Computer support (rapid, 24-hourcover on final night)

Internet access Photocopier repair service: rapid,

24-hour cover Printers: briefed well in advance of

scope of work and importance ofdeadlines

Telephone lines: two minimum Transport: bikes, minibuses or coaches

for Team tours and travel to eveningdinner venues

Preparation

Back room servicesSpace and services for the organisers nearby

CPEM 080804:Layout 1 7/7/08 11:34 Page 39


Equipmentand suppliesA substantial amount of equipment is required to run aCommunity Planning Event successfully.

Support bodies may well have much of theequipment. Otherwise it will have to be borrowed,hired or bought.

Equipment and supplies should be organised well inadvance (see checklist on next spread).

It is better to over-provide than run out.Arrangements should allow for returning or reusingany surpluses.

Discourage mobile phones in the working sessionsbut they can be useful for dealing with pressenquiries, suppliers and emergencies.

Agree and standardise computer software. Preparestandard layout formats beforehand.

Banners for the entrance, the main hall andworkshops can usefully be prepared in advance.

PRIN

CIP

LES

TIP

S

TeamMembersLuggage

Smartish clothes forthe start and finish

Casual clothes for theworking sessions

Camera Useful general facts

and figures orillustrative materiallikely to be relevant

Material for specialpresentation ifrequired

Any special favouritedrawing pens

_The Community Planning Event Manual How to use Collaborative Planning and Urban Design Events to...

Documents

Transcript of _The Community Planning Event Manual How to use Collaborative Planning and Urban Design Events to...