Materials

• Idea Collection Assembly Planning Template - use to plan your idea collection assembly with the PB Manager

Services 

• Reserve room — reserve a community facility as soon as possible, at least a month in advance. Make sure to schedule a room with an hour to set up before the event and 30 minutes to tear down after the event.

  • To reserve a community center room, contact the building manager or manager of the location you would like to reserve. Most City locations have a different process for reserving rooms:

    • Ecology Center: fill out a room rental form (~$400)

    • Fleetwood: call (~$500)

    • Gibbs Morrison: call

    • Noyes: call

    • Robert Crown: fill out a room rental form (~$400)

  • Northwestern locations can be reserved through the partner’s departmental reservation system

  • Restaurants & bars often have private spaces that can be reserved events (like Koi)

• Arrange interpretation

  • Use the LARC interpreter request form to request interpreters as early as possible. Must make a request 2 business days in advance of the event. As soon as you receive one request for interpretation, submit a request for that language. LARC bills monthly.

  • EC2C has headsets for simultaneous interpretation.

• Arrange childcare — request childcare as soon as possible after RSVP request and a minimum of 2 business days in advance. Email Open Studios Project to request child care. If any are younger than 3, we will need extra support. If Open Studio’s project is unavailable, or there are children younger than 3, you may be able to recruit childcare providers from the daycare at Robert Crown.

• Arrange transportation voucher — Create a Lyft pass using the Lyft Business platform. Set restrictions around time, and location of the event. Then filter the RSVP sheet to see who requested transportation vouchers. There are several ways to send a Lyft pass; email, phone number, QR code, link. Send Lyft pass to participants using emails 1-2 days before the event.

• Order food — Order food once time & place of event is set. Ask the event host what food they would like to have at their event. Then call restaurants and place the order. Right now we are having the food be 50-60% vegan/vegetarian and 40-50% meat-based. In certain events, we have a higher proportion of vegan/vegetarian. See the list of local DefaultVeg caterers, and please follow a Default Veg catering policy.

• Order t shirts — Order T-Shirts a month in advance. Local vendor Anchorfish does 50 t-shirts with 1 color costs for about $530. Probably want to make sure you have about 20 shirts in multiple sizes for each event depending on how many volunteers already have shirts.

• Print yard signs and posters to give out and distribute.

Equipment

• Video projectors to show the PB slides & video — ask for facility to provide

• Lectern or laptop stand — ask for facility to provide

• Microphone & speaker — may not be available at facility

• Laptop

• Video projector adaptor

• Video camera (iPhone) & microphone for interviewing & taking pictures

• Easels - 5+, 1 for each table unless posters can be hung on walls

• (optional) GoPro cameras for recording table discussions

• Backpack for supplies

• Plastic storage bin for t-shirts - organize by size

Supplies

• Lanyards — 20+, to hold role cards — fit card size 4.5’’ x 3.15’’

• 3-ring binders - 10, 1 for the Volunteer Manager materials & 1 for the Data Manager materials & 1 for each table to hold the Room Manager materials

• Clear sheet protectors - 100, to hold printed materials

• Large 3-ring pencil pouch - 16, for each table packet, 1 pouch for holding pens, pencils, dot stickers, and 1 pouch for role cards

• Masking tape for flip chart paper

• Clear tape for posters

• Name tags - 50-100, enough for each participant

• Scissors or paper guillotine to cut role cards (and dot stickers if necessary)

Organize the following into packets for each table:

• Flip chart paper - 20+ sheets, 2 for each table

• Sharpies - 10+, 1 for each table and 2 for sign-in table

• Pens - 50-100, 1 for each participant for brainstorming; also for greeter, sign-in, volunteer lead

• Dot stickers — 200, 3 for each participant, about 24 for each table

Printing

Create a binder with the following for the Event Planner:

• Role cards (updated Feb 2, 2023) — 1 set (some cards require multiple copies), print and put into lanyards

• RSVP list template — create list of people who have RSVP’d for event who are already in NationBuilder. Download names from RSVP and add to template, marking who has volunteered to help.

• Participant sign up sheet (updated Dec 8, 2022) — 4+, enough for signing in participants who didn’t RSVP and (optionally) for canvassing passersby

• Volunteer & Participant Assignment sheet — 1 for each event

• Posters — 5-10, to hang up around the event and direct people to the room

• (optional) Handbills — 20-40, to canvas passersby

• Moderator & scribe guide - 1 per table

Create 8 binders with the following materials for the Room manager, organized into a packet for each table:

• Table checklist (updated Jan 16, 2023) - 1 per folder

• Table # tents - 1 per folder

• Facilitation Guide - print out the procedure below for moderator if desired - 1 per folder

• Idea brainstorming sheet (updated Dec 15) – 8+ per folder, 1 for each participant at the table

• Idea collection event survey (updated Dec 9) – 4+ per folder, 1 for each participant at the table who doesn’t have cell phone 

• Delegate sign up sheet (updated Jan 16, 2023) – 2+ per folder

• City map – 1 per folder

• How to digitize ideas (updated Dec 15) - 2+ per folder

• Pen pouch with: 9 pens, 1 sharpie, dot stickers

• Pen pouch with role cards placed in lanyards for: moderator, scribe, time keeper, survey collector

Media

• Slides pdf / keynote (Updated Jan 26, 2023)

• Video explaining PB

  • Real Money, Real Power: Participatory Budgeting

  • Real Money, Real Power: Participatory Budgeting (Spanish subtitles)

  • Real Money, Real Power: Participatory Budgeting (Portuguese subtitles)

  • Real Money, Real Power: Participatory Budgeting (French subtitles)

  • Real Money, Real Power: Participatory Budgeting (Chinese subtitles)

  • Real Money, Real Power: Participatory Budgeting (Extended Version)

• Icebreakers - choose an icebreaker for facilitators to use

Email Templates

• Email templates: Recruiting - use to invite participants and volunteers to the idea collection event

• Email templates: RSVP confirmation - use when participants and volunteers RSVP to the idea collection event

• Email templates: Reminder - use to remind participants and volunteers to attend the idea collection event

• Email templates: Thank you - use to thank volunteers for attending the idea collection event