IPR Praha: Step 08 – Consultation of the Design Proposal (2nd phase of participatory planning)

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Consulting the proposal is the second phase of the participation process, during which you and the author present the draft of the project design concept – or several variants – to the public and key stakeholders. Your goal is to gather feedback, understand their opinions, and identify potential gaps or shortcomings in the proposal. Feedback from the broader public serves as a check to ensure that the author, the investor, or the local administration have correctly understood and incorporated the original input collected during the analysis of needs (Step 6).

8.1 Description and objective

As in the first participation phase (Step 6), it is essential to select a combination of participatory methods that allow people to actively engage while clearly understanding the project. This phase is an opportunity to clarify details, answer questions, and address concerns.

Selection of participatory methods may include:

Open day
Participation stand or container
Online survey
Online platform or integration with an existing platform
Roundtable
Newspaper insert
Public hearing
Individual presentation of the proposal to key stakeholders

8.2 Responsible persons

Participation Coordinator / Participatory Planning Specialist
Public authority commissioning the project (= investor)
Author of the design concept
External participation contractor (if applicable)

8.3 Consultation (as needed)

City district Mayor’s office
IPR (relevant office/section) – review of individual proposals
IPR Participation Office – support in planning individual activities

8.4 Activities for success

The approach to consulting the proposal may vary depending on the chosen methods and target groups (e.g., round table for key stakeholders, participatory container or urban walk for the public). However, several core activities are common to all projects:

A. Select suitable participation methods

Select appropriate methods according to the target groups with whom you will consult the project proposal. The following matrix can help guide your choice.

B. Secure a participation contractor (if needed)

If your team lacks capacity or expertise, consider hiring an external provider. Evaluate potential providers based on both quality and experience – not price alone.

C. Consult with stakeholders

Share the proposal with key stakeholders for comments. Incorporate their feedback before engaging the broader public, as it defines the scope and limits of participation.

D. Consult the public

After incorporating stakeholder feedback, consult the draft with the public using the selected participation methods. Ideally, the author should attend these sessions to present the proposal and respond to technical questions.

E. Final output

Prepare a report summarizing the second phase of participation, including how the process was conducted, participant feedback, and how their suggestions and comments were recorded and addressed.

8.5 Outputs

Outputs may vary depending on the project. Recommended:

Output 8: Final report from the second phase of participation

Documenting the consultation process, comments, and residents' responses

8.6 Timeframe

4 – 8 weeks

8.7 Keep in mind

Public consultation on the proposal must take place well in advance of the deadline for approving the final project version by the investor, to allow sufficient time to incorporate feedback. All comments should be considered, regardless of their source or how they are expressed – whether from experts or residents.

From the outset, establish a system with the author (and, if applicable, the participation contractor) for documenting comments. The best approach combines on-site documentation (photos, audio recordings, questionnaires, etc.) with structured follow-up records (tables, meeting minutes, qualitative evaluations, etc.).

When presenting the proposal to the public and stakeholders, ensure the project is explained clearly and understandably. Prepare answers to common questions regarding parking, transport, green spaces, and other frequently asked topics. Be aware of related projects in the surrounding area that are planned or underway. The author should attend all consultations in person – this requirement should be included in the tender and contract.

8.8 Communication

Communication objective:

Informing about the consultation of the design concept proposal (2nd phase of participatory planning).

Communicate:

→ Send out invitations to individual meetings and events. Specify how, where, and until when it is possible to familiarize oneself with the proposal and provide feedback.

→ Explain the schedule of each event. Illustrate where you are in the process, using visualizations (before and after) or other engaging methods for media coverage.

→ If possible (depending on the participatory method used), publish the processing of individual comments from the consultation process and inform those who participated.

Communication tools:

Utilize all communication channels of the city district: website, social media, city district newsletter, Prague media, flyers, posters, etc. Engage local stakeholders, especially local “ambassadors”, to utilize their communication channels as well.

8.9 Parallel steps

Step 8 should be carried out independently, but the author can continuously incorporate and address feedback from the public and key stakeholders (Step 9).