Toolkit protocol: Establishing partnerships
Beyond the core team with which you will organise and run the citizen participation process, it might be very helpful, and sometimes necessary, to work with local institutions and organisations, namely NGOs, CSOs or stakeholder associations.
Public institutions
If you want the results of the process to be taken up by a local institution (like the municipality or a housing association), it might be useful to establish a collaboration early in the process, already at the stages of conceptualisation and stock-taking.
Institutional representatives can provide you information about the legal frameworks and funding sources as well as offer realistic assessment of what can feasibly be done. They might also have a lot of knowledge about prior initiatives, the territory as well as social, political and environmental context. Institutions can also provide a lot of support with many aspects of implementation, whether with recruitment (sending out invitations through institutional channels) or logistics (e.g., securing location, equipment).
Most importantly, institutions can commit to the process through concrete follow-up promises, making sure that the results of a participatory process will be at the very least considered, and potentially also used. While it is good to involve representatives of authorities in the process in supporting role, it's important they do not influence citizens with their ideas or opinions.
Finally, knowing that an institution stands behind and supports your process can bring a lot of legitimacy to what you do. On the other hand, if the institution does not have a very good reputation or its previous processes have not been successful, the collaboration might become a liability. This last point applies to all partners and collaborations.
Cultural institutions
You may also consider collaborating with cultural or educational institutions, like an association, a botanical garden, a culture club, a library or a museum - one which does not necessarily have decision making power but is well-anchored in the local community. Such institutions can bring many opportunities to the process, and we saw several in the processes we coordinated.
One great example is the use of a museum as a location for participatory actions. If a museum hosts a relevant exhibition, this can become an excellent starting point for participants’ learning about the topic and a great trigger for conversations. Well-curated exhibitions can offer new perspectives on issues, illuminating new connections and hidden aspects.
Beyond this content-related support, cultural institutions can also support with many practical aspects. As they have often large, locally embedded networks, they can be helpful in recruitment and communication, supporting the participatory process with their reputation. Finally, they can often help with logistics and equipment.
In all such collaborations, be aware that partners have their own schedules, needs, programs and difficulties.
Rough Guide to Citizen Engagement in Public Libraries
Want to learn more about the role of cultural institutions in facilitating citizen engagement processes? Check out this guide showcasing how public libraries can act as inclusive fora and active agents that enhance the social impact within their communities and outside. It includes case studies from across Europe, interviews with innovators and suggestions on using specific engagement methods in the context of libraries.
Private organisations and ‘third spaces’
Finally, consider what role the ‘third spaces’ - including those privately owned – play in local life. A cafe can play a fundamental role in the life of a neighbourhood or a village, functioning as a meeting place and information centre. Those working in such places will likely know a lot about the local life and can become ‘reference persons’.