Organising a public meeting

What is the purpose of the public meeting?

Think about what you hope to achieve from the public meeting
so that you design the meeting to fulfil the purpose. TRA’s
need to have regular public meetings to ensure that they
represent the people living in the area. It’s also a good way
to identify what the main issues are in the area for the TRA to
then work on.

A well run, effective public meeting is also a really good way to encourage new members.

• Who do you want to attend?
• Who do you want to contribute to the meeting?

Getting people there

• Organise it so it runs smoothly – it’s a good way to showcase your group.
• Have a clear purpose.
• Select the most appropriate and interesting contributors and inform them clearly of what you wish them to do at the meeting.
• Choose a convenient and pleasant meeting place.
• Put on tea/coffee if required or easy to do so – can be
  welcoming.
• Advertise it well. Consider local newspaper (though often a cost), supermarkets, post office, community notice board and or on social media.
• Consider preparing and distributing a leaflet / poster / letter.
• Date and time (choose the most convenient time) - think about who you are trying to attract to the meeting.
• Length of meeting (usually two hours is long enough for a public meeting).
• Meeting place (make sure it has suitable access).
• Is a crèche required?
• Is an induction loop required? Preparation for the meeting.
• Make up an agenda for the meeting. Put the most important thing first to capture people’s attention. Allow for questions and answers and the chairperson should summarise what has been decided.
• The TRA secretary should take notes of the meeting so that you have a full record of the meeting and any decisions taken.
• Ask people to sign an attendance sheet as this can be used in the future as a contact list.
• Make sure everyone has their say and do not allow the most talkative and confident people to take over the
  meeting.
• Some people at the meeting may try to raise individual complaints or personal points, explain politely but firmly that the meeting is to discuss issues that people have in
  common with one another and that individual complaints
  can be dealt with at the end of the meeting.

Venue arrangements

Book a suitable venue taking into consideration

• Location
• Ease of access for everyone
• Size of hall
• Chairs/tables/layout of meeting
• Is public address (P.A) equipment or a microphone needed?
• Is catering required?

Below is a sample Public Meeting agenda.

Sample agenda for a Public Meeting

Name of Group
Public Meeting
Date of Meeting

1. Welcome and introductions
2. Apologies
3. Minutes of Previous Meeting
4. Matters Arising
5. Guest Speaker 1
6. Guest Speaker 2
7. Guest Speaker 3
8. AOCB
9. Date of next meeting