Part 1.

Preparing for public participation

Once it has been determined that public participation is appropriate for a screening, start to plan how you will
provide meaningful opportunities for the public to participate in the screening process.
Framework for the public participation process
The flow chart below depicts a framework for a public participation process. This chapter covers the planning step,
while chapters 5 and 6 cover implementation and evaluation.
Although the diagram presents the tasks in a series of linear steps, activities in the process can occur concurrently
or can be adapted as new information becomes available or circumstances change.


1. Prepare a Public Participation Plan
o Establish Objectives
o Develop a Strategy
o Prepare Detailed Plans
o Plan to Adapt and Evaluate
2. Implement the Plan
3. Evaluate the Process
Why do you need to develop a plan?
A public participation plan sets a roadmap of what will be done, when, with whom, by whom and where. A
thoughtfully constructed, dynamic planning document can serve as an implementation guide and as a historic
document of the process once it is completed.
A written plan will be a reference of the steps, activities and resources needed to implement your public
participation process and ensure that it is effective and meaningful. Planning will help to ensure transparency
and create a common understanding of the objectives and the process so everyone involved has similar
expectations.

Taking time to prepare a plan can help you to:
set strategic objectives that are clear, feasible and measurable;
establish a team and identify decision makers;
identify resource requirements and set a budget;
identify likely participants, their needs and expectations;
anticipate potential challenges and identify possible solutions;
identify your organization's approach and expectations;
develop suitable time lines;
identify areas for coordination within your organization and others;
establish criteria for evaluation;
identify methods to document contacts, issues discussed and key dates; and
share information about the public participation with key stakeholders and interested parties.
When do you need to develop the plan?

To be effective and meaningful, the public participation plan should be an integral part of the tourism assessment
planning process. It should not be an add-on that is put in place after the public voices concerns about the
decisions being made. It should be planned at the very beginning of the process, just like any other technical
consideration.
Development of a plan is particularly beneficial before you provide opportunities for public participation during the
early phases of the screening (e.g., during scoping, analysis and drafting of the screening report) rather than simply
at the final report stage, because you will have a better sense of the resources and time required to complete the
activities effectively.
Who should develop the plan?
In most circumstances, it takes many people to undertake the preparation and implementation of a public
participation plan. Rarely does any one person have all the information needed to develop a plan; therefore, you
may have to rely on the knowledge and expertise of others, such as technical experts, communications officers,
the proponent and senior management.
Input of other decision makers
The preparation of the public participation plan may include internal parties, external decision makers and other
interested parties.

Input of participants
Since no single public participation plan applies to all interested parties or all projects, it is important that each
process be planned on a case-by-case basis and that the appropriate peoples are involved in the design and
implementation of the process.
Involving key stakeholders in the development of the plan can help to build trust, increase awareness and highlight
issues and concerns early in the process. In fact, for a meaningful and successful process, it is essential that the
plan is developed in partnership with interested parties.
What should be in the plan?
clear scope, objectives and rationale for the public participation process;
plain language project description;
responsible authority and proponent contact information;
description of any other parallel consultation processes and coordination requirements;
potential issues and challenges, and how they may be addressed;
key interested parties to involve;
level of public participation for each objective and phase of the EA;
detailed plans for implementing each public participation activity, including logistics, information and
communication requirements;
time lines for participation activities, including significant milestones;
financial and human resource requirements;
procedures for documentation;
procedures for providing feedback to participants;
indicators and procedures for evaluating the process; and
any other information necessary to ensure adequacy of the public participation process.