Public open house guidelines for developers

Get review & sign-off

Do not set or advertise a date for an open house until:

• The District Planner and Ward Councillor have reviewed the project details
• Presentation boards/materials are ready and approved to share

Then confirm event details

Provide the District Planner and Ward Councillor with:

• Date
• Time
• Location

Avoid these dates/times

• Statutory holidays and long weekends
• Fridays
• Saturday or Sunday evenings
• Federal, provincial, or municipal election days
• City Council, Standing Policy Committee, or Community Committee meeting days

Pick times that work for more people

Offer times that help people with different schedules attend. Preferred options include:

• Weekday early evenings (e.g. 3 p.m. to 8 p.m.)
• Weekend afternoons (e.g. 2 p.m. to 5 p.m.)

Sessions should be at least two to three hours long to allow people to come and go.

Use a neutral, accessible space

Choose a third-party location in the neighbourhood that is easy to access, such as:

• School
• Community Club
• Arena
• Church
• Hotel
• Auditorium
• Similar community spaces

Make it easy to find

On the day of the event:

• Post clear signs at the main entrance
• Post additional signs inside the building to direct people to the room

The Accessibility for Manitobans Act and the Accessible Customer Service Standard Regulation outline what organizations must do to provide accessible services.

Developers must include an active offer for accessible format in all publications by including this text:

• "Alternative formats are available, upon request. Please contact [phone number] or [email address]."

Developers must also incorporate accessibility considerations into the open house design, materials, and delivery. To do this, developers can

Choose an accessible location

• Pick a place that is step-free or has ramps/elevators.
• Make sure there is an accessible washroom.
• Confirm there is accessible parking nearby and a clear drop-off area, if possible.
• Choose a space close to public transit.
• Use a room with good lighting and low background noise.

Set up the room for easy movement

• Keep aisles wide enough for wheelchairs, scooters, and strollers.
• Provide seating for people who can't stand for long periods.
• Place boards and handouts at a height that is easy. 

Share information in clear ways

• Use plain language and avoid jargon where possible.
• Use large, easy-to-read text and high colour contrast on boards and posters.
• Include captions for videos.

Support different communication needs

• Provide a clear way for people to ask questions in person and in writing.
• Be patient and allow extra time for questions.
• If requested, consider options like American Sign Language interpretation or other communication support (based on needs of attendees and what you can arrange).

Note: This list is not comprehensive and does not recognize the many accommodations and considerations required for event planning.

The Province of Manitoba's Accessibility Office offers resources for accessible meetings and events:

• Accessible Meetings & Event Planning Checklist
• Fact Sheet: Accessible Customer Service Standard Regulation
• Communications Checklist

We also list ways to reduce barriers to participation and accommodate alternative formats.

What to show

Provide large boards or displays that clearly explain the proposal. Include what applies to your project, such as:

• Project descriptions (what is being proposed)
• Site plan
• Building elevations (what it will look like)
• Parking plan
• Landscaping plan
• Garbage/recycling container location
• Shadow studies (if available/required)
• Traffic studies (if available/required)
• Balcony locations (if available/required)
• Outdoor lighting (if available/required)

Set up the room for drop-in viewing

• Allow people to walk around freely and review the materials at their own pace
• Consider offering light refreshments (optional)

Who to notify

Notify nearby residents and other interested people or stakeholders.

How to notify

Use a mix of different methods, such as:

• Deliver notices to nearby homes (within 300 ft. walking distance of proposed development)
• Local newspaper ads

When to notify

Give at least one week's notice before the open house.

Have the right people there

Ensure staff who attend can answer questions about the proposal, and are prepared to:

• Listen respectfully
• Consider alternatives and concerns

Track attendance

Use an attendance sheet to record:

• Names of participants
• General home location (street name is enough)

Collect feedback

Offer an exit survey so people can share:

• What they support
• What they are concerned about
• Suggestions or alternatives

After the open house, submit a written report to the City, including:

• Date, time, and location of the open house event
• Attendance total (number of people)
• General location of attendees (by area/street names, not full addresses)
• Exit survey results, including:
  • Number of people in support and against
  • Summary of main comments (positive and negative)