Meeting Types

Public hearings are formal, federally required meetings. Hearings must be documented, require an official transcript to be produced, and are subject to other specific requirements. Hearings are held to help with decision making during the project development phase.

Public meetings can be useful tools to effectively engage the public at various stages of project and/or program development. Public meetings may be held in both metropolitan planning office (MPO) and non-MPO areas within each of INDOT’s six district areas. Public meetings can be held at any time, for any purpose, and at INDOT’s discretion. In general, public meetings and hearings both feature formal presentations, a public comment session, and a project display area where project officials explain details in an informal setting. The INDOT Central Communications Office sends notification of these meetings to local agencies, jurisdictions, organizations, and individuals on its general mailing list. The INDOT Central Office Communications Office sends out press releases to notify the public of these meetings. These press releases may include information about particular projects in each district to elicit interest. Public comments may be submitted online via the INDOT Public Comment Form or by visiting the INDOT website. In accordance with the Federal Code of Regulations’ requirements, to the maximum extent possible, public meetings are held at convenient and accessible locations and times. District public meetings may include a combination of the following formats:

• Open house sessions
• Formal presentation sessions of the INDOT Long-Range Transportation Plan (LRTP), Statewide Transportation Improvement Program (STIP), and Annual Program Development Plan (APDP), followed by a comment/question and answer period
• An opportunity to submit written questions, comments, and requests on comment sheets
• If deemed appropriate, hold two sessions during the day

The INDOT Planning team will coordinate with INDOT district offices to publish a record of the district public meetings, including copies of the letters of invitation, the mailing lists, a listing of those in attendance at each district meeting, copies of the presentations, and the written comments submitted by the general public and community stakeholders. Members of the public who do not attend these meetings can review meeting materials online and comment via online form, or request to review the meeting materials in print and provide written public comment. Each district office documents the results of the district public meeting, including outreach methods, comments received, and follow-up.

Virtual meetings are comprised of the same elements and have the same requirements and goals as in person meetings, which is to exchange information with those affected and to gather their input to help inform decision-making.

All virtual meetings should include a presentation of information along with clear, understandable supporting materials. Materials must be accessible to various audiences to eliminate barriers to participation. There should be opportunities for participants to share thoughts, provide feedback, and responses are required for all comments and questions.  And, of course, this must all be documented. Once materials are finalized, they are posted online for public review and comment.

The overall convenience offered by virtual meetings can result in better input received.

Virtual meeting pros for participants:

• Convenience of participating remotely
• Less time-consuming for participants
• Expands reach with 24-hour availability

And for the project/planning team:

• Drive time
• Set up/tear down
• Location concerns (free, safe environment, near transit line, ADA compliant, plenty of free parking, etc.)
• Captures feedback for simpler documentation process

Virtual public involvement includes, but is not limited to, the following techniques:

• Do-it-yourself videos
  • Low budget
  • Often self-produced on mobile phones
  • Can include closed captioning
    • If not, a disclaimer can be included to reach out to the agency to provide reasonable accommodations
  • Can incorporate other digital content
  • Can be produced in other languages
• Project visualizations
  • Still renderings
  • Video renderings
  • 3D visualizations
  • Virtual and augmented reality
  • Can explain a project to anyone regardless of background or prior knowledge
• Virtual town halls
  • Allow stakeholders to participate online
  • Allow stakeholders to participate by telephone 
    • Land line phone can be used
    • Does not require internet access
  • Does not equate to Facebook but can be used in conjunction with Facebook
  • Can be done simultaneously with live town halls
• All-in-one Tools
  • Combination of crowdsourcing mapping and survey functions
  • Allow staff to inform the public about a project and engage stakeholders through polls, surveys, etc.
  • Online mapping tools enable participants to see what is happening in their own neighborhood/region

Regardless of the type of meeting, all materials should be completed and posted on the project website, tested and ready for public review BEFORE the first notification is sent. Whether a Virtual Open House or a Virtual Public Meeting is being conducted, the same tools should be utilized to notify the public about the meeting. This includes news releases, advertisements, invitations, email communications, project websites, and social media. Use the templates for each of these items in the PI Toolbox on the INDOT website.

Selecting a Platform

• Select a platform that makes it easy for the public to participate
• Provide multiple options for providing input
• Choose something that doesn’t require registration/special account/downloading an app
• Ensure there is a call-in option for those who do not have access to the internet
• Need the ability to mute and unmute the audience and prevent them from unmuting themselves
• Need the ability to prevent the audience from sharing video
• Need the ability to remove bad actors from meetings

Before the Meeting

• Start planning early!
  • Get the meeting on the schedule well in advance (only one license)
• Be prepared to print and mail materials to those with no internet access
  • Ensure all materials are reader friendly and concise
  • Pictures vs paragraphs
  • Use QR Codes so the public won’t have to type in a long url
  • Ask Public Information Officer for help/templates
  • Expand the mailing area to get more involvement
  • Include participant guide with instructions for how to connect and submit comments
    • Encourage attendees to submit questions ahead of time.
  • Share browser requirements
  • Include ground rules for participants
• Create an agenda and publish at least five days prior to the meeting
• If the goal of the meeting is to collect feedback and input, create a list of questions that will spark dialogue.
• Provide clear instructions to project team
  • How to connect
  • How to moderate comments
• Consider staffing needs for the meeting and how things will work logistically.  Consider assigning these roles:
  • Meeting Facilitator:  A strong moderator uses the detailed agenda to keep topics on track, keep track of time, providing typed or audible alerts when it’s almost time to move on. This person needs to have a good grasp of the subject matter and demonstrate the ability to keep the conversation on topic.
  • Presenter(s):  A strong presenter to share project information with the audience.  Someone with a strong voice who speaks clearly.
  • Comment Moderator: Someone who will queue up the comments and questions for the project team.
  • Subject Matter Experts (available to answer questions)
  • Note Taker:  Takes notes/takeaways and/or modifies the transcript and emails them to everyone right after the meeting
  • Technical Support: Helps with technical troubleshooting
  • Yoda:  Some teams appoint a Yoda to mention the elephant in the room or call it out when meeting norms are not being followed
• Use several methods for collecting comments
  • Social media, project website, voicemail, text message, email, phone
  • Allow comments to be submitted before, during, and after the meeting
• Conduct a dry run (or three)
  • Use same equipment and location you intend to use for the meeting
  • Ensure technology works
    • Internet connection
    • Microphone
    • Speakers
    • Camera (if applicable)
  • Ensure everyone is comfortable with the technology
    • How to connect
    • Practice handing off presentations from one person to another
  • Determine how questions will be handled during the meeting.
    • Discuss potential questions or problems and practice how to most effectively respond.
  • Share the presentation with several others in case of connectivity issues

During the Meeting

• Prepare an agenda and script and stick to it. 
  • Make the agenda available to everyone and provide a brief overview — either show it on a screen for an “in person” meeting, or for virtual meetings, provide a link.
• Only use video camera when being introduced and when speaking.  
  • Uses extra bandwidth and can impact performance so if experiencing connectivity issues turn camera off
  • Meeting attendees are more engaged when they can see what's happening.  The use of computer webcams, participants can usually see the facilitator's and attendees' faces on the screen, making it harder for them to zone out or multitask. It keeps people on their toes.
• Identify yourself when you start talking
• Mute when not speaking/Unmute when speaking
• Speak up
• Keep in mind there is a delay between talking and livestream
• Start on time.
• Briefly review the ground rules:
  • Provide detailed instructions regarding how to submit questions (typing in the chat pod on the presentation page, phone, text, email, or in a live Q&A session during the presentation) and let the audience know when questions will be addressed.
  • Make sure as many people as possible can have their voice heard. Don’t let a “vocal minority” dominate the conversation.
  • Use the mute button, if necessary. Distractions can really ruin a call.
  • Unmute before speaking.
  • State name before speaking and ensure everyone can hear you clearly – consider your audio quality (perhaps use a headset with built in microphone closer to your voice).
  • Speak slowly and clearly and be detailed when making point.
  • Minimize background noises.
• Welcome attendees and thank them for participating.
• Explain the main purpose for the meeting.
• Be clear about the length of the meeting (Have a pre-determined end time)
• Introduce the project team and other representatives who will be responding to questions.
• Present images when appropriate and feel free to switch back and forth between the presenter and the slides, describing what’s on the screen for those who may be visually impaired or joining by phone.
• Stay focused, not only on your presentation, but on what others are saying as well. Physically clear your desk, take out a pen and paper to make notes of what people are saying, and listen very deeply.
• Pay attention to questions and repeat them for the audience, then ask probing follow-up questions to continue the conversation.
• If a topic requires a more in-depth discussion — particularly if it only impacts a small group of people — offer to take it offline to avoid dominating the discussion.
• Take detailed notes about issues that require follow up.
• Create a way for people to continue asking questions and providing feedback and let them know how to do so.
• Thank participants for joining in the conversation.

• Remember to end the live stream
• Schedule a post-meeting debrief meeting immediately following the public meeting
  • May wish to do this in another platform
  • Assign follow-up responsibilities and deadlines to make sure nothing slips through the cracks.
• Post video and/or minutes on the project website.
• Comment response and follow up:
  • Consider extending comment period by 15 days
  • Issue reminder one week prior to comment due date
  • Post comments and responses on project website
  • Send responses/follow up with links to project information and meeting video
    • Thank participants for joining in the conversation via one-to-one via email or direct message, if possible.
      • Distribute a post-event survey to respondents to determine what worked well and how future townhall meetings can be improved.
      • Communicate when ideas from the meeting are implemented. People need to know that you really listened and are responding.