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DESIGN WORKSHOP/CHARRETTE PREPARATION CHECKLIST o Designate Community Project Contact: establish representative/contact person within community agency to facilitate coordination with the charrette planner. 6-8 weeks in advance. o Meeting/Charrette Schedule: establish meeting and charrette schedule with community agency and time line for charrette. Identify invitees (see attached list). Important to identify project issues and community concerns to identify and prioritize meetings. o Invitations, Press Releases, and Media Coverage: charrette planner will assist community agency with sample invitations, press release, and suggested media coverage. Set minimum mailing schedule of: 3-4 weeks for public officials and staff and 2-3 weeks for general public. o Site Tour and Project Overview: schedule site tour and project overview for design team upon arrival the host city/town. Include community agency and local consultant team if established. o Charrette Paper: As part of the Design Team's services, the Knight Program will help fund the development and printing of a pre- and post-charrette newsletter as an educational and public participation element of the initiative. The Design Team will provide writing and editorial talent, and the Knight Program will contract with The Town Paper to print these papers (the community will be expected to contribute towards publication costs if they desire larger numbers of the newsletters). The community contacts will provide the Design Team with background information for the newsletter and members of the local community will be invited to contribute pieces. o Studio Location: community agency will identify location near site for studio, meetings, and presentations. Meetings should be held in studio whenever possible and one location for all events is preferred. For a team of 10-15, look for approximately 1500 - 1700 square feet depending on meeting sizes. o Studio Requirements: studio room should include: 1-2 phone lines, 1 fax line, 1 Internet connection, multiple electrical outlets, coffee service, refrigerator or ice chest for snacks, and if possible tables and chairs. Tables and chairs may also be rented (see Equipment and Supplies below). o Accommodations: assist charrette planner with locate hotel/accommodations near site and/or studio. Charrette planner will reserve block of 15 rooms for group rate negotiation (downsize later if necessary). Hotel should serve breakfast, thus reducing catering requirements o Base Materials: provide base materials of project site no less than 2 weeks prior to charrette. Charrette planner will assist in coordination efforts whenever possible. Base materials should include, aerials, survey, topography, plan with existing property lines and building footprints, map indicating any wetlands or environmental constraints, existing zoning maps and codes, floodplain information, and land-use map. 5