The highest level(s) of influence this method typically matches with on the IAP2 public participation spectrum is…

INFORM
Inform

To provide the public with balanced and objective information.

CONSULT
Consult

To obtain public feedback on analysis, alternatives and/or decisions.

INVOLVE
Involve

To work directly with the public throughout the process.

COLLABORATE
Collaborate

To partner with the public in each aspect of the decision.

EMPOWER
Empower

To place final decision making in the hands of the public.

Purpose
Share information, Gain Feedback and Ideas
Time
Small (2hrs-1 day)
Resources
Highly Staffed
Budget
Moderate cost (10k - 25k)
Participants
Large scale (75+)

Town Hall Meetings are public forums where community members gather to hear from decision-makers, ask questions, and provide feedback on policies, projects, or local issues. Traditionally held in large halls or community spaces, they have evolved to include hybrid and virtual formats. They often feature brief presentations followed by open Q&A sessions or breakout conversations.

Town halls are useful for transparency, information sharing, and engaging a broad audience in a shared setting. When well-facilitated, they offer a democratic space for listening and discussion. However, without good moderation and structure, they can become dominated by a few voices.

To maximise inclusivity and value, town hall meetings should include multiple ways to participate (written, verbal, anonymous), set clear ground rules, and provide follow-up on how input was used.

What you'll need

Virtual Delivery (not typically used for voting, but for engagement)

• Webinar platform (Zoom Webinar, MS Teams Live)
• Registration and Q&A tool (Slido, Google Forms)
• Panel or speakers with facilitation script
• Live stream or recording option
• Online moderation guidelines

In-person Delivery

  • Community hall, auditorium, or school gym
  • Audio-visual setup (mic, PA, projector)
  • Emcee, greeter, and question queue manager
  • Accessibility options (hearing loop, Auslan)
  • Seating, handouts etc
  • Catering (meals/refreshments as appropriate)

How to guide

A Town Hall Meeting is a large, public forum where community members gather to hear information, ask questions, and provide input on policies, projects, or issues affecting them.

Steps to Implement:

    1. Define the purpose and objectives

      • Clarify the topics to be discussed and what you want participants to take away or contribute.

      • Decide whether the meeting is informational, consultative, or deliberative.

    2. Plan logistics

      • In-person: choose an accessible venue, arrange seating, sound systems, and visual aids.

      • Virtual: select a platform that allows live streaming, Q&A, chat, and moderation.

      • Determine the date, time, and duration, considering participant availability.

    3. Prepare materials and agenda

      • Develop a clear agenda with key presentations, Q&A sessions, and discussion periods.

      • Provide briefing materials or background documents in advance.

    4. Promote the event

      • Use social media, newsletters, local media, and partner networks to reach the community.

      • Encourage registration to manage attendance and facilitate follow-up.

    5. Facilitate the meeting

      • Have a skilled facilitator or moderator to guide proceedings, manage time, and handle questions.

      • Encourage respectful dialogue and ensure all voices can be heard.

    6. Collect and document input

      • Record questions, feedback, and discussion points accurately.

      • Use live polls or surveys to gather input during the session.

    7. Follow up

      • Share outcomes, decisions, and next steps with participants.

      • Thank attendees and provide channels for ongoing engagement.

Tips

  • Be clear and transparent – set expectations about what can and cannot be influenced.

  • Encourage participation – use Q&A, live polls, or breakout groups to engage attendees.

  • Ensure accessibility – consider mobility, hearing, vision, and digital access needs.

  • Use skilled facilitation – manage dominant voices and keep discussion on track.

  • Document feedback – capture input for reporting and decision-making purposes.

  • Follow up promptly – communicate outcomes to build trust and credibility.

  • Promote widely – effective promotion ensures diverse and representative participation.