and Recruit a Core Charrette Planning Team
is ultimately responsible for the entire event and does most of
the lead and follow-up work. The planning team should be small (5
- 7 members) and comprised of representatives from community organizations,
agencies, and professional societies. If possible, include key project
proponent(s). The planning team will share the workload by organizing
sub-committees and recruiting additional volunteers. Sub-committees
and ad hoc volunteers can work on a variety of tasks such as: food
committee; transportation and housing (for people coming in from
out of town); promotion and fundraising (e.g., raffle, door prizes,
etc.); set-up and clean up; newsletters and publicity; research
and preparation of background materials for charrette participants;
and contact database list maintenance (names, addresses, etc.).
a 'Vision and Desired Outcomes' Statement
This is the
planning teamís first job. Using a consensus process will help the
team understand the products and outcomes the group wants to get
from the charrette. The statement will drive all decision making
related to planning the charrette.
3. Plan the
Charrette Structure and Schedule
Prepare an hourly
schedule for how the actual charrette will occur from beginning
to end. This will require the planning team to clearly think about
the structure of the event (i.e., number of teams and their individual
or collective assignments) and to think through the details about
the sequence of events and steps participants will go through.
a Timeline and Task List
Choose a date
for the charrette (approximately 3 - 5 months ahead) and then prepare
a timeline targeting dates to accomplish key tasks.
Prepare a budget
showing various partner contributions, projected expenses, fundraising
Location and Facility
best facilities include a large meeting space, smaller breakout
rooms, and a kitchen or food service area. The space should be secure
and should be available for extended hours (early in the morning
until late at night).
Charrette Participants and Begin Recruiting
Prepare a list
of the desired skills for the participants. Examples include: landscape
architects; planners; transportation engineers; park and recreation
managers; natural and cultural resource experts; local government
officials; business and industry leaders; schoolteachers; students;
and nonprofit organizations. Decide on the optimal number and begin
to identify actual people to match each category. Then start inviting
them to participate in the charrette. Seek diversity in your selection
process (i.e., women, men, youth, seniors, ethnic groups, etc.).
a Publicity and Community Outreach Strategy
Prior to the
event, consider preparing press releases, surveys, newsletters,
displays, and mass mailings. When the charrette actually occurs,
plan for two public meetings: when the charrette participants are
first convened and when charrette participants present their completed
work. In order to increase attendance at the final meeting, consider
giving out door prizes or holding a raffle. Also consider planning
and organizing parallel and supporting activities to occur simultaneously
with the charrette, like bike rodeos, tree plantings, or clean-ups.
Orientation Packets for Charrette Participants
A couple of
weeks prior to the event, organize and mail an orientation packet
to each charrette participant. Included in the orientation packets
should be the following: cover letter; background information on
the project and goals; information on natural and cultural resources
in the area, recreation opportunities, and issues participants should
be aware of; historical photos; museum/archive references; aerial
photographs; local and regional maps; summary and results of community
survey; program information and brochures; agenda and schedule;
complimentary raffle ticket and/or other trinket; participant list
(with address, phone and email); and copies of advance publicity
(newsletters, articles, etc.).
Prepare a list
of needed supplies and make assignments for collection. Label loaned
materials with owners name to assure they get returned. Solicit
donations from local businesses for goods, services, and funds.
the Closing Public Presentation
instructions, supplies and materials to the charrette teams regarding
how to prepare for the closing public presentation. Build in opportunities
for public comment and feedback on the design ideas/presentations,
acknowledge and thank sponsors and volunteers, celebrate afterwards
with food (cake, coffee, etc.).
Lots of Pictures
the responsibility of official photographer for the event including
good close-up photos of the final display boards and panels.
Fun and Enjoy the Creative Energy!