IPR Praha: Step 02 - Roundtables with Stakeholders

Homepage > Step 02 - Roundtables with Stakeholders

In the previous step, you and your colleagues from the city district identified the project’s key stakeholders. The next step is to organize one or more roundtables (depending on the project’s scope) to discuss the project brief and participation limits. Roundtables may be held multiple times throughout the project – for example, in Step 5 during the process plan set up.

2.1 Description and objective

The roundtables serve to:

Present the overall vision and goals of the project to key stakeholders and obtain their approval
Involve stakeholders in shaping the project brief
Define the limits of participation
Identify the necessary background analyses (Step 3)

The main output of roundtables is a draft project brief – a document that reflects the needs and goals of individual stakeholders and clearly defines the limits of what can be addressed with the public in the participatory process.

Limits of participation are determined by objective constraints such as technical standards, legislation, budgetary constraints, factual conditions, or the strategic goals of the city and city district. For instance, tree planting may not be possible in certain locations due to underground utilities; in others, poor soil quality may only allow a limited range of species. Or if the city’s strategic goal is to build municipal housing near metro stations, leaving those areas as a park is simply not feasible.

Roundtables are also a great tool for coordinating the plans of various investor organizations in the area. For instance, if a street revitalization is being planned, invite representatives from the water and sewer company, the road authority, the environmental department, etc. This allows them to share planned interventions with each other and align their timelines.

Ultimately, the purpose of the roundtables is to secure consensus on the participation process. Once the limits are established, you will have a clear list of topics for discussion with the public. In Step 4, you will identify the target groups to involve, and in Step 5, you will develop a participatory process plan based on this information. This draft plan can then be presented to the round table(s) for feedback. In fact, one of the first tangible outcomes of stakeholder meetings may be a preliminary version of this process plan.

2.2 Responsible person(s)

Participation Coordinator / Participatory Planning Specialist

2.3 Who to consult

City district Mayor’s Office
Prague Institute of Planning and Development (IPR Prague) – offices and individuals relevant to the project
IPR Participation Office – support for project planning
Departments of Prague City Hall – offices and individuals relevant to the project
City of Prague organizations – offices and individuals relevant to the project
- IMPORTANT: the head of the relevant city hall department or city organization should be present at the round table meeting
Custodians (city district, Prague City Hall)
Property owners
Key local institutions
Other relevant parties (developers, state organizations, etc.)

2.4 Activities for success

A. Meeting with the mayor of the city district and securing a venue

Inform the mayor about the planned roundtable and agree on a date that allows for their attendance. The mayor’s patronage and presence will lend the meeting authority and signal the support of the city district. Select a suitable venue – ideally in the city district’s office building or at a site directly connected to the project. Ensure the space is representative, has sufficient capacity (at least 15 participants), is easily accessible, and is equipped with the necessary technical equipment (Wi-Fi, projector, etc.).

B. Preparation of invitations and materials

Send invitations to key stakeholders well in advance, at least 2 – 3 weeks before the roundtable. Prepare materials to present the project (powerpoint, maps) along with a draft process plan (see Step 5 for details). The more specific and concrete the materials, the more likely the discussion will remain focused and factual, reducing the need to explain basic concepts (such as the meaning of participation).

C. Roundtable

The symbolism of the roundtable is that all participants are equal, with the same opportunity to express their views. Effective facilitation of the meeting is the key to success. The facilitator sets expectations for the roundtable meeting, keeps the discussion on track, and ensures that every participant has sufficient space to share their input.

D. Preparation of outputs

Outputs of the roundtable should include meeting minutes with clearly formulated follow-up tasks, an updated map of the project area (if relevant), and a draft of the entire participatory process, including the process plan.

2.5 Outputs

Outputs may vary depending on the type of project. Recommended:

Output 2A: Meeting minutes + attendance sheet

Output 2B: Site map, if relevant (preferably pdf. or jpg. format)
Output 2C: Draft of the participatory process and process plan (template)

2.6 Timeframe

4 weeks: preparation of documents and sending invitations (1 week), production and execution of the event (2-3 weeks), processing of outputs (1 week)

2.7 Keep in mind

If it is not possible to meet all stakeholders at once, consider organizing 2 – 3 smaller roundtables according to their availability. Alternatively, a meeting can be held at the premises of one of the key stakeholders, particularly the most influential ones.

2.8 Communication

At this stage, focus only on key stakeholders. Communication with the public will come in later steps.

2.9 Parallel steps

While roundtables are in progress, you can proceed with preparing background analyses (Step 3). Some of these may be costly and require a formal procurement process.