Open House Fact Sheet

Transcription

1 Open Huse Fact Sheet What is an Open Huse? An pen huse is an infrmal meeting prcess where participants begin by explring varius displays, r statins, related t the meeting purpse. Each statin has a knwledgeable persn assigned t answer questins that may arise as participants explre. Generally, sme type f feedback is gained during the meeting s that participants can vice cncerns, add missing infrmatin, r make ther suggestins r cmments. When is it Useful? This basic pen huse design can be changed t meet many purpses. This structure can be useful in: Helping the cmmunity understand a cmplex cmmunity prject r prblem Prviding a nn-threatening place fr the public t prvide input Attracting a brader audience than mre frmal public meetings Hw is the Open Huse Structured? The basic utline typically fllws this pattern: 1. Participants arrive at a welcme table where they: Sign in and get a nametag Are given an verview f the varius statins they will be explring, typically including a rm diagram with brief descriptins f each statin t help guide their discvery Learn abut hw t ffer feedback during the meeting. 2. Participants walk thrugh the varius statins at their wn pace, staying as lng as they like at each ne. 3. Participants visit a final statin as they exit that is set up with staff assistance t: Ensure that each persn has been able t recrd his/her cmments, suggestins, and cncerns. Prvide infrmatin abut hw participants can receive fllw up infrmatin. Hw lng des an Open Huse last? The length f time is dependent n several factrs such as the number f statins yu want t include, the number f participants yu expect, and hw yu want t invlve participants in getting their input. Anther factr t cnsider is what time frame wuld best wrk fr yur target audience. Yu may chse t hst a lnger event t serve peple with a variety f schedules. Or yu may want t hld the same event at multiple dates, times, and lcatins t increase feedback. While all f these cnsideratins impact the amunt f time t set, a gd rule f thumb is t allw at least tw hurs fr the event. ReadyCmmunity STEP TWO: Understand the Situatin Page 1 f 5

2 Grund-Truthing Open Huse Guide ADVANCE PREPARATIONS Preparing the Open Huse Statins 1. Determine the statins yu need fr yur cmmunity sessin. At a minimum, include: Cmmunity disaster timeline Map f areas vulnerable t hazards (CBVA Wrksheet 5). This culd als include envirnmental hazards (CBVA Wrksheet 11). Map f critical facilities (CBVA Wrksheet 7) and majr emplyers (CBVA Wrksheet 10) these culd be separated int tw statins. Lcatins f vulnerable ppulatins and neighbrhds (CBVA Wrksheet 3) 2. Identify a resurce persn fr each statin. This shuld be smene very knwledgeable abut the cntent that can answer questins abut the statin s tpic. 3. Find a scribe fr each statin t help gather cmments that are submitted verbally. 4. Prepare a diagram f where the statins will be lcated in the rm alng with a brief descriptin f each. 5. Prepare materials fr each statin (map, handuts, ther supprt materials). 6. Prvide simple refreshments, if pssible. Smething as simple as punch and ckies helps create a relaxed atmsphere that encurages cnversatin. Lgistical Arrangements Determine the lcatin, dates and time with an eye n these cnsideratins: 1. Where will peple be cmfrtable attending (familiar surrundings, neutral setting)? 2. What lcatin will be easy fr vulnerable ppulatins t attend (easy walking distance, transprtatin, parking, handicap accessible, kid friendly) 3. Is there ample rm fr peple t mve arund cmfrtably frm statin t statin? Des the rm allw fr an easy flw in and ut? 4. What time f day and day f the week wuld be mst cnvenient fr cmmunity members? D yu need t cnsider multiple dates/times t accmmdate shift wrkers r ther cmmn time limits in yur cmmunity? The Welcme Table include the fllwing: Sign-in sheet with a place fr peple t nte if they wuld like t receive fllw up infrmatin Name tags and pens (peple can write their wn name tags) A brief ne-page prject verview that describes what the prject is abut and why their participatin is valued. A diagram f the rm with brief descriptins f each statin Supplies fr participants cmments (sticky ntes, pens, nte cards, etc.) The Statins -- Each statin shuld have: Sme kind f visual aid (map, mdel, chart, list) fr participants t cnsider and ffer their feedback. A flip chart r ther such place fr the statin resurce persn r scribe t jt ntes and cmments that peple make as they visit that statin. ReadyCmmunity STEP TWO: Understand the Situatin Page 2 f 5

3 A handut, if apprpriate, that peple can view as they talk. At least ne questin t help guide the respnses. It may be helpful t pst the questin n an easel r wall beside the statin s that peple can add their cmments. Sme suggested questins include: At the Cmmunity Disaster Timeline: What hazards cncern yu the mst in this cmmunity? This culd be set up as a pll n a chart t which peple add sticky dts t vte. Start by listing the mst likely hazards but allw participants t add t the list if their biggest cncern is nt included. Based n yur experiences in this cmmunity, what hazards have we missed and hw can we learn mre abut them? At the map f areas vulnerable t hazards: Are yu aware f ther areas that are particularly vulnerable t hazards that we have nt identified? If s, where are they and what makes them mre vulnerable? (i.e. a lw lying rad that flds quickly, an unpaved rad that is impassable when icy r wet, etc.) Map f critical facilities and majr emplyers: Are there ther facilities in the area that yu believe are critical in the face f a disaster? If s, where and why? Are there ther facilities in the area that culd be used during a disaster that currently are nt? If s, hw culd they be used? Are there ther places where large numbers f peple gather regularly? Lcatins f vulnerable ppulatins (pst a definitin f vulnerable ppulatins and a list f wh might be included). Are yu aware f ther areas where vulnerable ppulatins live? Are there ther peple wh might be at greater risk f harm in an emergency if we dn t make plans t assist them? What d yu see as the mst imprtant things we need t be ready t d t help peple wh are least able t help themselves in an emergency? Exit cmment statin: What is the ne thing yu think culd help the cmmunity be better prepared fr a disaster? The Cmment and Exit Statin Have a place fr participants t: Turn in any cmments nt already submitted Sign up t participate in further sessins Sign up t receive a summary reprt frm this sessin Learn mre abut hw they can prepare fr disasters. This wuld be a gd place t have handuts abut persnal/family disaster preparatin, cmmunity resurces, etc. Be sure a prject representative is at this statin t persnally thank participants and encurage their participatin in the ther events. ReadyCmmunity STEP TWO: Understand the Situatin Page 3 f 5

4 MANAGING THE GROUND-TRUTHING OPEN HOUSE Welcming Participants As peple arrive: Welcme them, ask them t sign in and create a name tag. Give them a pen and a packet f pst-it ntes (r whatever yu chse fr yur cmmenting/feedback prcess). Give them a diagram f the rm, explain varius statins, and invite them t visit each ne t cnsider the infrmatin displayed. Encurage them t use the pst-it ntes t make suggestins and cmments at each statin. Explain that there is n need t write their name n these unless they chse t. Encurage them t visit each statin and t feel free t start at any statin and wrk their way arund the rm. Engaging the Participants Cach each f the statin staff n hw t encurage participants t cme clse t view and respnd t the questins. Since this experience may be new t many participants, they may need t be encuraged t engage rather than quickly windw shp each statin and keep walking. (See strategies under flaters fr sme ideas.) Have flaters wh can talk t peple that are nt engaged in discussins at the statins. As the flaters identify peple that seem t just be standing arund r walking past statins withut stpping t talk and/r write dwn cmments/suggestins try these strategies: Talk t the participants abut smething f interest at ne f the statins they haven t visited. Walk with them t the statin and ask their thughts abut smething at the statin. Get them talking abut ne f the questins psted at ne f the statins. Then ask them if they wuld mind sharing thse thughts at that statin. Keep in mind that sme peple may be reluctant t write their wn cmments fr varius reasns. Be sensitive t that pssibility. If smene seems hesitant, ask if they wuld mind yu recrding their insights. Thanking Participants Having ne r mre peple staffed at the dr as participants exit is very imprtant. This last pint f cntact befre peple leave shuld be used t: Genuinely thank peple fr cming Answer any last questins they may have Get ne verarching insight frm them (such as the ne suggested abve at the exit cmment statin: What is the ne thing yu think culd help the cmmunity be better prepared fr a disaster?). Encurage them t participate in the future civic engagement sessins. Gather cntact infrmatin fr anyne that wuld like t hear mre abut the prject. ReadyCmmunity STEP TWO: Understand the Situatin Page 4 f 5

5 Is yur cmmunity a ReadyCmmunity? Attend the Open Huses and help us find ut! A ReadyCmmunity is ne that: Knws the threats that the cmmunity is likely t face Thinks abut wh might need extra help in a disaster Links cmmunity peple and rganizatins t help prepare and respnd t a disaster Listens t the advice f cmmunity members in making plans fr disasters Helps peple in the cmmunity knw hw t be prepared fr a disaster What ReadyCmmunity Des: Prvides a prcess t help lcal cmmunities build a cmmunity disaster plan Brings tgether the vices f cmmunity members t help guide the plan Helps uncver resurces bth inside and utside the cmmunity that can help the cmmunity prepare What yu can d t help: Attend the pen huses and share with us yur cmmunity insights! The planning team in [COMMUNITY/COUNTY] is hsting fur pen huses t get help frm cmmunity members. The purpse f each pen huse is: Open Huse One cmmunity members will help: Identify where peple live that might it difficult t respnd t a disaster Revise a map f places that may be in danger in a disaster Open Huse Tw cmmunity members will jin a celebratin and cmmunity fair t learn hw they can help supprt the cmmunity s plan t be a ReadyCmmunity. Jin us fr the next pen huse! Open Huse [#] When: Where: Fr further infrmatin, cntact: ReadyCmmunity STEP TWO: Understand the Situatin Page 5 f 5