Virtual Meeting Set Up
Contact for questions on process: Hannah Mohelnitzky, City of Madison Engineering Division Public Information Officer, hmohelnitzky@cityofmadison.com
Step 1: PIM Scheduling
Because Hannah Mohelnitzky sets up/helps host the PIM with you, find your dates, and double check in Hannah's calendar that the dates you want are open. Hannah Mohelnitzky's calendar is the master for scheduling since she works with multiple sections on PIMs. Once you have a date, send a HOLD request in Hannah's Outlook Calender to hold the space so no one else takes it. If the time shows booked, you’ll have to find a different day. Once Hannah sees this calendar hold—Hannah creates the link for the Zoom PIM. Once approved and confirmed, send Hannah an additional email confirming when she can post the link live on the project page, and post publicly for promotion on all platforms. When requesting the calender hold, please indicate official meeting start time, and a half hour pre-login for project staff time to get situated.
Example: LOG IN TIME: 5:30 p.m. START TIME: 6 p.m.
Also, email Hannah your list of panelists with first name, last names, agency, email.
2023 Prohibited City Meeting Scheduling Dates
Step 2: PIM postcard invite
All PIMs should be promoted via postcard invite to the agreed upon boundary mailing area. Please use the Engineering Division templates.
Postcard Front PIM Invite Blank Template
Postcard Front PIM Invite Sample Example
Postcard Front PIM Start Work Notice Template
Plug in your info—It’s supposed to be simple, clean and informative. Please include a map of your project location. We promote the project page link for registration. Not the actual zoom link for web security reasons. If your project page link is too long, send a URL Shorten request to Hannah.
For example:
Your project page link is this: https://www.cityofmadison.com/engineering/projects/east-isthmus-and-yahara-river-watershed-study
But you want it shortened to this: https://www.cityofmadison.com/EastIsthmusYaharaWatershed
Just send Hannah an email with what link you want.
Step 3: Presentation
All presentations should be built in the Engineering Division branded PowerPoint presentation templates.
PowerPoint Template: Without Virtual How-To Slides
PowerPoint Template: With Virtual How-To Slides
PowerPoint Template: With Virtual + Breakout Room Example
Presentation Content Extra Details:
- Please use as many photos from the project area as possible for visuals
- Any links need to be hyperlinked in your presentation for accessibility reasons when we convert to PDF version for web
- Email Hannah your PowerPoint Presentation as a PDF to post to project page when you have a final version done the day of or week of your meeting.
- These slides may change if you have a “meeting” or “webinar” version. Please confirm with Hannah on which one you want.
- Google Earth is a great tool to show and tell when answering during your Q and A portion of your meeting.
Step 4: Practice PIM
If you haven’t done a virtual PIM before, feel free to send a half hour Outlook Calender Invite to Hannah prior to the meeting to meet via Zoom informally to work out little logistics. This is optional.
Example Virtual Public Information Meeting Recording
Step 5: Day of Notification
Please send me a note the day of to make sure we’re all set for the PIM that night. Day of—a half hour before, Hannah will open the meeting for you and any panelists you’d like (typically city staff who will help answer during Q and A) – Hannah will intro—explain the housekeeping items in the introduction slides-how to use the window/disclaimer/how Q and A will run- then toss to you. You’ll present. At the end for the Q and A—Hannah will help facilitate. Hannah will read your questions—you answer or punt to other city staff. After the Q and A—Hannah will wrap it up. Recording stops.
Sample Host Script for Meeting
Post Meeting
Hannah will post your meeting recording on the project page! Need registration list of people who attended or registered? Please email Hannah to generate your registration report. These can only be done within a year of the PIM. After a year out, Zoom does not allow us to access the data.
If requesting to record a virtual meeting that is for the public or internal/not a Public Information Meeting, please fill out this IT form:
https://www.cityofmadison.com/employeenet/information-technology/policies-apms/recording-virtual-meetings-events
If you need help, reach out to Hannah Mohelnitzky, hmohelnitzky@cityofmadison.com