Guide to hosting your own event
Consultation Kit Contents
This consultation tool kit has been designed to provide those wishing to do so with the necessary tools in order to host their own event, whether it be with constituents, colleagues, friends or students. The kit is designed to help participants engage in their own consultations and replicate the discussions that will occur during the in-person events that are being held across the country. We hope that these materials will prove useful.
The Consultations Kit is available on the Canadian Content in a Digital World consultation site at www.CanadianContentConsultations.ca . It includes:
- This reference document to guide planning and executing a successful event;
- a submission guide to provide context and highlight the key questions around the consultation process; and,
- the Consulation paper to frame the discussion and help explain why these consultations are important to all Canadians.
Considerations for Leading a Discussion
There are a number of things to be mindful of when hosting consultation events.
Remember Discussion Focus
The Canadian Content in a Digital World consultations are meant to provide Canadians with an opportunity to reflect and discuss upon issues affecting Canada’s cultural sector.
The exercise itself is meant to gather varying perspectives as they relate to Canadian Content in a Digital World in order to further inform the Department of Canadian Heritage in its policy development process.
For the Participant
- It must be an inclusive exercise - those contributing should be encouraged to provide honest feedback and be forthright in their commentary.
- Participants should feel like they can contribute as they see fit, when they see fit – they should not be compelled to necessarily contribute to all items discussed but rather to those they wish to contribute to.
For the Moderator
- Ensure the discussion is respectful and collaborative.
- Promote the importance of participant contributions to informing the overall consultation initiative.
- Welcome all opinions and give them equal weight, everyone does not need to agree.
- Ensure that participants are aware that a summary of their discussion will be sent to the Department of Canadian Heritage and posted online.
The key to conducting effective consultations is to be flexible in your approach. The need for breakout sessions for instance will largely depend on the number of participants attending. You should be mindful of time and be open and flexible to adjust your approach as the discussion progresses.
How long will it take?
A full group consultation process typically lasts two to three hours, however you can take as little or as long as you like.
How many people should this consultation be conducted with?
Anywhere between five and ten people works best but larger groups can be broken down into smaller groups.
What materials do you need?
- Consultation questions which are available in the submission guide
- Flip chart, chalk board, white board or just a plain piece of paper
- “Post it” style sticky notes
- Pens, markers, or any other writing instruments
If you cannot get a group together in one room, we invite you to organize your consultations amongst yourselves online. Sites such as Google Hangout and Facebook could be useful to work to engage in the discussion and work through the exercises as a group.
Remember that this is not the only way to contribute to the discussion. If you are looking to submit input as an individual, you can go directly to the submission portal, you can share your stories about Canadian culture and creativity and / or you can share your ideas by video, journal, blog or paper.
- Register your event on the CanadianContentConsultations.ca by submitting the dates online or by email to Consultations@ipsos.com.
- Use Twitter, Facebook and Instagram about the event using #DigiCanCon to get the word out;
- Submit a summary of the discussions via the online portal; and
- Encourage participants to visit the Consultations portal themselves to share their views at CanadianContentConsultations.ca.