Participatory engagement checklist
This checklist will help applicants and planning officers to understand the depth and breadth of engagement that is required by the relevant policy and guidance.
1. Project setup
The project team should appoint an inclusive design champion to advocate for an inclusive design approach.
For ‘large major schemes’*, the project team is encouraged to engage the services of a participatory design specialist.
The project team should demonstrate how they are diverse and representative of under-represented groups, including within senior management roles.
* Proposals for 21+ dwellings or any other use with floorspace increase or change of use greater than 2000 m2. This definition will be used as a guide; however, a case-by-case judgement will also be needed based on the particulars of proposals.
2. Engagement plan process
An engagement plan should be produced at an early stage to outline the engagement activities that will take place and evolve throughout the project.
The engagement plan should be created as early as possible in the project (for design projects, RIBA Stage 0-1) and should evolve to address increasing complexity and project-specific contexts at later stages.
The engagement plan should be presented to the planning officer for agreement and feedback as part of the planning process, at an early stage, particularly pre-application discussions.
3. Engagement plan content
The engagement plan should outline who will be engaged and how the fairness of the recruitment process and engagement activities will be ensured.
The plan should identify key groups (stakeholder mapping) to engage with based on the project's context, impact, and purpose, ensuring diversity and representation of local demographics and future users/occupants.
The plan should identify key local established groups and community leaders who could help reach under-represented people locally. This includes identifying regular and one-off local events in the calendar that the project team can ‘piggy-back’ on.
The plan should allow for and outline how under-represented groups will be involved in planning the content, format, and type of engagement methods tailored to the needs of specific identified stakeholders.
The plan should allow for and outline how under-represented groups will co-design the project. For instance, it should detail how they will define design priorities, steer design, or be involved in decision-making.
The plan should allow for and outline how under-represented groups will benefit from empowerment, capacity building, employability opportunities, strengthening community cohesion, and making connections for local people.
The plan should consider that peoples’ perception of spaces can notably differ between day and night due to factors such as safety concerns, lighting, and social dynamics. Engagement should be planned to be conducted both during daylight hours and after dark.
The plan should include safety audits, particularly for children, women, and girls, and include night mapping.
The plan should ensure an understanding of how the site is currently used, functions, and connects beyond the red line boundary. Observation, surveys, site visits, and interviews with different users should be undertaken. Reference the ‘Community asset mapping’ section of this document.
The plan should outline how a variety of digital and in-person methods will be used and tailored to key people, considering digital exclusion. Reference the ‘Methods’ section of this document.
The plan should outline how information will be recorded and communicated to the client and project team, including collecting data disaggregated by protected characteristic.
The plan should outline how progress and learnings will be documented throughout the project to improve practice in the future.
The plan should provide guidance on appropriate conduct during meetings to ensure under-represented groups are respected, recognised, and encouraged to contribute.
The plan should consider how local people, particularly under-represented groups, can be involved in making, constructing, and maintaining the built environment.
The plan should identify the barriers to participation of under-represented groups in the engagement process and outline how these barriers will be overcome. This could include:
- Financially rewarding participants to recognise their time and expertise and to reduce financial barriers to participation.
- Being aware of power dynamics by holding workshops with specific groups to help amplify under-represented voices or employing community researchers.
- Providing awareness and support around potentially sensitive topics, engaging with certain groups through organisations, charities, or community groups that regularly work with or support them, and explicitly identifying where there may be tensions between the needs of different groups.
- Identifying an appropriate engagement team to create a comfortable and inclusive environment, acknowledging that some under-represented groups may feel uncomfortable or hold back without proper support.
- Ensuring engagement sessions are held at various times, dates, and venues that enable participation (e.g., around work schedules and caring responsibilities). Multiple sessions may be necessary to meet different needs.
- Considering the need to provide refreshments during sessions.
- Considering mobility needs and offering suitable solutions.
4. Recruitment of participants
Best practice advises that participants be financially rewarded. This can directly enable under-represented groups to participate, especially those who might otherwise face barriers due to associated expenses or time constraints. This should be clearly communicated in the invitation.
Group size can vary depending on the type of engagement activity and the project's scope. For example, the optimal number for an experience walk would be between 5-12 participants. However, when engagement is aimed at informing wider strategic plans, a much larger group should be engaged using methods like interviews employing community researchers, focus groups, and similar. The diversity and composition of the group are more important than the number of participants.
It should be demonstrated that the group is representative of the area's demographic.
An invitation should be written using plain language, outlining the purpose of the engagement and how the outcomes will help shape the design proposals. The importance of under-represented groups' participation in the process and their potential to impact change should also be emphasised. This can be a strong incentive for potential participants to engage in the process. Translation into different languages, sign language interpreters and the use of Braille, etc.
After selecting participants, ensure they are given a consent form to sign before the engagement session takes place.
5. Pre-engagement meeting
It is recommended that a pre-engagement session is organised to:
Explain the project, highlighting how potential participants can influence the proposal while also outlining all limitations in an open and honest way (e.g., acknowledging that some aspects are beyond the design team's control, even when striving for improvement).
Familiarise participants with the concept of inclusive urban design and planning.
Recognise the value of under-represented groups' contributions in improving the quality and inclusiveness of design.
Encourage under-represented groups to prioritise themselves during the engagement and challenge 'normalised' design and experiences. They may need support to engage advocating for their own point of view, as they might not perceive themselves as valid stakeholders or may respond from a 'neutral' viewpoint to be conditioned not to think about their needs.
Maintain the focus on under-represented groups, ensuring the discussion stays on topic.
Maintain a programme and record of what meetings occurred and when and advise the local authority of this record.
6. Inclusive Design Statement
Following participatory engagement, an Inclusive Design Statement should be prepared to outline the findings of the engagement and provide a set of design and strategic recommendations to respond to the feedback received. This should be submitted to the local authority for feedback and as part of the planning process. Inclusive Design Statements are a requirement for submission on the Lambeth Local List for certain applications.
The Inclusive Design Statement should:
- Detail outcomes of inclusive site analysis to demonstrate an understanding of the site and its surroundings and how the space accommodates under-represented groups.
- Provide details of how the participatory engagement has been conducted, provide evidence of who was engaged, and what methodology of engagement and data collection and analysis was used.
- The project team should demonstrate that a long-term relationship of trust has been built with participants by encouraging their future involvement and keeping them informed throughout the process.
- Include results of the participatory engagement, where relevant, including a log of issues found beyond the site boundary, and potential mitigation measures. This should include summary of issues and aspirations voiced by local under-represented groups engaged in the process.
- Present analysis of other public consultation responses categorised by demographic and inclusive data of the respondents.
- Present an overall strategy detailing how the development/project will directly address these issues through design and planning obligations.
- Ensure engagement results are integrated throughout the development of proposals, so under-represented groups know their contributions will be respected and acted upon, setting realistic expectations. A ‘you said/we did’ exercise could be a valuable tool to achieve this.
The statement needs to explain how these findings will inform the following:
- Design and Access Statement
- Landscape Strategy
- Lighting
- Strategy
- Wayfinding and Signage
- Management and Maintenance
- Ground Floor and Commercial Strategy
- Security Needs Assessment and the relevant documents.