Running Successful Outdoor Engagement Sessions: Tips and Insights
Outdoor engagement sessions are a favourite of Elkplan for their ability to connect participants with nature and local surroundings, making them perfect for urban planning projects. Being in the space you’re discussing helps everyone visualize it in real time. However, outdoor events present unique challenges, requiring different planning and setup compared to indoor sessions.
When working with a graphic recorder a lot of what they need is also what your participants need to feel comfortable and be able to do their best work. Whether you're working in a park, at a festival, leading a site tour or within a community garden, here are some tips to ensure your outdoor engagement sessions with graphic recording are successful, impactful, and enjoyable for all participants.
1. Prepping for the Weather
Weather can be unpredictable, especially in Canada. In colder or rainy months, participants may need shelter to warm up, and hot weather may require cooling options. When possible, choose a moderate season and keep event duration reasonable for everyone involved, including your team and graphic recorder.
Always have a weather contingency plan in place:
Check forecasts before your session and prepare for any changes.
Bring tarps, tents, or umbrellas for shelter in case of rain or excessive sun. Choose locations with built in rain/sun cover like awnings, canopies, or gazebos.
Bring sandbags or weights to secure display boards, tents,and materials in case of strong winds.
Send a courtesy note to participants reminding them to bring weather-appropriate gear (i.e., sunglasses, hats, jackets, water).
Have a backup plan for extreme weather—either reschedule or move the session to an indoor space nearby if necessary.
When planning your outdoor engagement, it’s crucial to provide your graphic recorder with details about the location, event duration, and time of year. This information helps us prepare for weather conditions and ensure we have the right tools (e.g., weatherproof materials, shelter options) to accommodate any forecasted changes.
2. Choose the Right Materials
Another thing to consider is what kind of materials we want to use when we’re outdoors. Outdoor environments often present challenges when it comes to materials. The wrong choice can result in faded, ruined, or unusable tools. Consider the following:
Use weather-resistant markers, pencils, chalks, and pens - materials that dry quickly and won’t smudge easily, or are weather resistant such as pencil or permanent marker.
For sharing information, opt for portable, weather-proof formats like foldable easels, flipcharts, clipboards, or notebooks. A graphic recorder may use flipchart paper - it’s light and easy to hold up/carry, and the cardboard backing provides a stable surface for drawing.
Attach any key reference documents or worksheets for participants to a notebook or clipboard. Elkplan can help design handouts with larger fonts, high contrast, or smart page layouts to reduce the need to flip back and forth between pages to find key information.
Weather-proof paper or laminated boards work great for outdoor murals or group brainstorming activities as they hold up to the elements and still work with a variety of different writing and drawing supplies.
Let us know the location and structure of your session in advance. This allows us to bring the right materials for the job and ensures a smoother process for effective documentation.
3. Set Up and Space Considerations
Outdoor spaces offer plenty of room for creativity, but you also need to ensure proper space management for a smooth and organized event:
Consider noise levels – Ensure your location is quiet enough to allow for clear communication (i.e., avoid busy roads or construction sites). Consider using a microphone or a more enclosed space (e.g., pavilions, areas enclosed by trees) for large groups.
Set up a designated welcome area for check-in, materials, and to answer any questions from passersby.
Create a clear, accessible working space on flat ground with seating options, tables, and signage, including space for the graphic recorder to set up their materials.
Make sure there’s enough space for interaction without crowding, especially if accommodating different group sizes.
Communicating your setup needs beforehand - such as available space, furniture, and layout - helps us determine the best place for the graphic recorder to work. We’ll also make sure there’s adequate room for all materials, and seating or standing options for participants, creating a comfortable and engaging environment for everyone.
4. Engaging Your Participants
When working in an outdoor setting, it’s important to engage participants in a way that makes them feel connected to the space:
Draw inspiration from the environment - encourage people to interact with nature, the urban environment or incorporate it into your activities (for instance, site tours, or photography)
Make your setup inviting and interactive, offering multiple ways for participants to engage with the process - whether it's through drawing, writing, conversation, translators, or supporting by creating visual representations of their ideas. This helps to invite participation from a range of learning styles, preferences, ages, and be responsive to accessibility needs.
Letting us know your engagement approach allows us to tailor our graphic recording to best support your needs. Understanding your goals helps us design a visual that complements your desired interaction and flow.
5. Have Contingency Plans
Outdoor engagements require flexibility—always have a contingency plan.
Backup materials in case something gets damaged or lost.
Have alternative locations identified if the weather or unforeseen issues arise.
Be ready to adapt your schedule or approach based on participant engagement and shift focus as needed.
It’s important to keep us in the loop on contingency plans, such as potential location changes or weather disruptions. This enables us to adjust quickly, ensuring we bring backup materials, adapt the schedule as needed, and maintain smooth progress throughout the session.
6. Comfort and Accessibility
Ensure participants' comfort and accessibility throughout the event by considering these logistics:
Washrooms: Provide accessible washroom locations or directions.
Sustenance: Offer or remind participants to bring snacks and water to stay energized.
Seating: Provide varied seating options to suit all needs.
Weather-Proofing: Set up shaded or sheltered areas for comfort in extreme weather.
Accessibility: Accommodate specific needs (wheelchair access, hearing/visual aids) in advance.
Be sure to share essential logistics in advance, such as access to washrooms, snacks, and any specific accessibility needs for participants. Additionally, providing the schedule and breaks helps us prepare for efficient workflow, ensuring that the graphic recorder stays energized and focused during the event.
Quick Checklist for Successful Outdoor Engagement:
Check weather forecasts & prepare for unexpected changes
Set up clear, comfortable spaces for participants
Ensure accessibility and flexibility for all
Have backup materials and a contingency location
Communicate changes quickly to the community
Planning ahead with your graphic recorder to ensure a seamless, successful outdoor engagement!
Running an outdoor engagement session can be an incredibly rewarding experience for both you and your participants. By staying prepared and flexible, you’ll be able to turn any outdoor space into a successful session for creativity and collaboration!
