IPR Praha: Activity 08 - Design Concept Proposal Consultation (2nd phase of participatory planning)

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Consultation of the design concept proposal offers a chance to present the preliminary draft of the design concept (or various variants) to both (a) the public and (b) stakeholders. The objective is to collect their feedback, understand their perspectives, involve them in a comprehensive discussion, and identify any potential gaps or shortcomings in the presented proposal. Feedback from the broader public serves as a check to ensure that the design expert, investor or local government has integrated, addressed, and understood the initial input from residents and the findings from the analysis of needs.

8.1 Description and objective of the activity

Similar to preceding phases, carefully selecting a combination of participatory tools and methods is essential to engage citizens in discussions, clarify specific arguments, and simultaneously enhance public awareness of the planned project. This step provides an opportunity to address public concerns by offering information clarification.

Potential tools for participation include:

Open day
Participation container/stand
Online survey
Online platform or connection to an existing platform
Roundtable
Newspaper insert
Public consultation
Presenting the proposal individually for feedback - suitable for consultation with key stakeholders

8.2 Responsible persons

Planning Coordinator of the City District
Public authority commissioning the project
Participation contractor

8.3 Who to contact

City District Mayor's Office
IPR (relevant office/section) - for review of individual proposals (consultation)
IPR Participation Office - for support in planning participation activities (consultation)

8.4 Individual steps (recommended)

The steps in this activity will vary depending on the selected tools and the target group. It's important to note that different participation methods will be employed for local residents compared to stakeholders. Nevertheless, there are a few fundamental steps that apply universally.

A. Select participation tools and methods

Once the purpose and objectives of the participatory process are identified, you can begin deciding on the specific tools to use. Utilizing the following matrix is recommended.

B. Secure a participation contractor (if relevant)

C. Consult with stakeholders

Submit the proposal to stakeholders for feedback. Public consultation is recommended only after receiving feedback from stakeholders to allow for potential adjustments to participation limits and modifications to the public consultation process.

D. Consult the public

Implement various participatory tools, communicate with the participation contractor and stakeholders.

8.5 Outputs of this activity (recommended)

Examples of outputs for inspiration; not all are mandatory:

Output 8A: Final report documenting the consultation process, comments, and residents' responses

8.6 Budget

If external contractors are involved, the planning coordinator's budget can be utilized. This activity is expected to be financially demanding, with a substantial portion of the tasks being outsourced from the coordinators' budget or obtained from other sources (city district's budget, partner organizations, or even private investors).

8.7 Timeframe (indicative)

4 - 8 weeks.

8.8 Note of caution

It is crucial to conduct a consultation of the design concept proposal with the public before it is approved by the public authority/city district, allowing sufficient time for discussing and processing comments.
Consider all input received, regardless of the wording or expertise of the proponent.
At the outset, it is necessary to agree with the participation contractor and the design expert on how comments will be documented (establish a system). The most effective combination involves detailed documentation during the event/activity (photos, audio recordings, questionnaires, etc.) followed by structuring the information in an applicable form (table, minutes, qualitative evaluation, etc.).
During the proposal presentation, it is essential to explain the design concept in detail and clearly to the public (and stakeholders) and be prepared with arguments (e.g., on parking, traffic, greenery, and other common topics). Additionally, having established links to other planned, processed or implemented projects in the area is beneficial.
Therefore, it is important to involve the design expert as much as possible during the design concept consultation and ensure their presence at consultation meetings. This requirement should be reflected in the contract with the public authority commissioning the project during the call for tenders/selection process.

8.9 Communication guidelines (indicative)

8.10 Parallel activities

Activity 8 should be done independently but may overlap with Activity 9. In other words, you and the design expert can gradually integrate and address comments from the public and stakeholders.