Conversation Co was approached by RPS group to assist in designing and delivering 16 pop-up events in towns and neighbourhoods across Victoria. RPS was engaged by the Victorian Department of Transport and Planning to deliver an extensive community engagement program to support the development of a Plan for Victoria. RPS sought assistance to support the in-person delivery of face-to-face events, to allow their staff to complete other aspects of the engagement project. 

These events aimed to engage the community and gather feedback to support the development of the Plan for Victoria, led by the Department of Transport and Planning. Our business provided the necessary staffing and expertise to effectively organise and facilitate these events, allowing RPS Group to focus on their core competencies without the need to hire additional permanent staff. Having the expertise in pop-up event design and a reliable pool of experienced conversation facilitators, we were able to take on this component of the project so that RPS were able to offer invaluable face to face conversations with community members across the state.

• Provide trained casual staff to support the team in 16 locations across Victoria.

• Conduct face-to-face engagement with community members, to give feedback on the Plan as they go about their daily business. 

• Engage with communities that are often less engaged or hard to reach. Provide opportunities for regional communities to take part in the process.  

• Collect community feedback on the four planning pillars: housing, jobs, liveability and sustainability, on behalf of the State Government and RPS. 

• Inform community members about the development of a Plan for Victoria and what this might mean for their local area in the future. Support and educate communities to understand the role of State Government and how they can continue their involvement in the project. 

• Provide raw data, summary and reflection of the process and debrief to RPS to assist their analysis and build capacity in face to face engagement.

• Expertise in events organisation: Our team's extensive experience in project management and event facilitation enabled us to navigate the complexities of organising an extensive roadshow across the state. We know that event preparation and admin are lengthy tasks and ensured that every aspect, from venue selection to logistics, was handled efficiently, freeing up RPS to focus on their core work.

• Flexibility and scalability: By offering short-term staffing solutions, we provided RPS Group with the flexibility to scale up their resources according to project demands. This approach allowed them to meet the tight timelines associated with community engagement without the overhead costs of permanent hires.

• Community engagement strategy: We developed a community engagement strategy that resonated with local communities. By employing staff who understand how to provide accessible communications, we fostered meaningful conversations with everyday, local residents, who may not engage with State government through their usual methods. 

• Collaborative approach: Our partnership with RPS Group was rooted in open communication and collaboration. We worked closely with their team to ensure alignment with their objectives, making real-time adjustments as needed to enhance the effectiveness of each event.

• Successful engagement: The pop-up events attracted a total of 1,261 participants from a diverse range of backgrounds and interests. Feedback collected allowed for a well-rounded perspective on community needs and priorities for the Plan for Victoria.

• Streamlined processes: Our ability to handle logistics and event coordination minimised delays and streamlined the execution of the project. This efficiency resulted in a smooth operation that allowed RPS Group to focus on analysing the feedback and incorporating it into their planning processes.

• Cost-effectiveness: By leveraging our short-term staffing solutions, RPS Group avoided the costs associated with hiring and training permanent staff. This approach proved to be a budget-friendly option while still achieving the project’s goals.

• Strengthened partnerships: Our involvement in this project not only benefited RPS Group but also fostered stronger relationships with local communities and stakeholders, enhancing the overall impact of the Plan for Victoria.

Our ability to step in and provide specialised support for the in-person pop-up events exemplifies how businesses can efficiently provide people on the street without the burden of permanent staffing. In this project we were able to enhance community engagement and deliver successful outcomes through collaborative partnerships.