Neighborhood Communication

1. Research the event neighborhood: If your organization is based outside the neighborhood, it is important to learn more about the community you are entering:
   1. Neighborhood Snapshots: https://www.seattle.gov/neighborhoods/about-seattle/neighborhoods-and-council-districts/neighborhood-snapshots
      • Consider translating communication materials based on languages spoken in the neighborhood where the event is taking place.
   2. Explore the patterns of people in Seattle and King County: https://www.seattle.gov/opcd/population-and-demographics
   3. Look up whether your event is in an Equity Area. See more information on Equity Areas and steps to view a map of them in the Equity Areas Drop down below.
2. Review options for Neighborhood Communication and select the best methods for the size, scale, and location of your event:
   1. Select from the following communications strategies: Printed communications, digital/electronic communication, and direct engagement. Review a full description of neigborhood communication methods in the drop down below.
   2. Consider reaching out to community organizations prior to submitting an application to ask for feedback on the event to help inform your communication plan. The Community Engagement Coordinator can help suggest contacts for community organizations the area around your event.
      • Be clear about what community feedback can influence.
   3. Consult Seattle Department of Neighborhoods staff as needed. They can advise on which communication methods work best for your event type and location and can review draft communication materials.
      • Community Engagement Coordinator email address: don_cec@seattle.gov
      • Visit the Community Engagement Coordinator webpage for additional contact information: https://www.seattle.gov/neighborhoods/community-connections/community-engagement-coordinators
3. Fill out Special Event Permit application:
   1. Include a communication plan with the specific notification methods you will use in the application. Link to application here.
4. Once a neighborhood communication plan is approved, conduct the communication:
   1. We require event organizers to conduct a first round of neighborhood communication at least 45 days in advance of the event.
      • First round of communication: 45-60 days in advance of the event
      • Second round of communication: 14-30 days in advance of the event
   2. Provide space for feedback from businesses and neighbors about the event in the form of surveys, etc. Incorporate that feedback into future events in the neighborhood.
   3. If parts of your event plan change from the initial information provided (streets being closed, timing of event, etc.), provide updated information to everyone you did initial outreach to.
   4. Keep track of the locations you go to (addresses or building/business names) to send to the Seattle Department of Neighborhoods & Special Events Office.
5. Send all materials related to your neighborhood communication to the City of Seattle:
6. 1. Include lists of all locations you conducted communication
   2. Send to don_cec@seattle.gov and specialeventsoffice@seattle.gov.
      

Event organizers shall choose a minimum of three communication methods and describe them in the Special Event Permit application under the attachment “Neighborhood Communication Plan”. Neighborhood communication methods will be dependent on the size, scale, and location of the event. Event organizers are responsible for conducting neighborhood communication.

Printed Communication

1. Door-to-door letter, flyer, mailing (see section d. below), or doorhanger distributed to residences and businesses within approximately two-block radius of the event footprint. See additional guidance on how to conduct door-to-door communication in the “Resources” section below.
   1. This option is required for all events with street closures.

• • • If the event organizer has valid email addresses for businesses or residences along street closures, they can send information by email instead of door-to-door.
    • Please note: Event organizers are not required to gather acknowledgement signatures as of January 2024.

1. 2. You can find the information that needs to be included in your letter below along with a letter template.
   3. Keep track of the locations you go to (addresses or building/business names) to send to the Seattle Department of Neighborhoods & Special Events Office.
   4. Seattle Department of Neighborhood’s Early Community Outreach for Design Review created a helpful document of translation and interpretation tips. You can find it on their webpage here.
   5. Please note: United States Postal Service regulations restrict the use of mailboxes or letter slots to official mail with postage attached. Please do not place printed communications without postage in any mailboxes or letter slots.
2. Posters with information on impacts hung in a minimum of 20-40 local businesses, community centers, or other publicly accessible venues, located within approximately a half mile of the event footprint. All posters/flyers must be visible from the sidewalk.
3. Sidewalk signs with event impact information on streets in and around footprint of the event
   1. Keep paths accessible. Avoid blocking wheelchair ramps, bike lanes, car door zones, etc.
4. Direct mailings to residences and businesses within approximately two-block radius of the event footprint.
   1. You can find the information that needs to be included in your letter below along with a letter template.
   2. Consider including a stamped return envelope for feedback, link to online survey, etc.
   3. Tips on How to Create a Mailing List can be found here.
5. Ad or article in local print or online media
   1. Ethnic Media resources: https://www.seattle.gov/iandraffairs/EMP
6. Any additional methods discussed with and approved by the Seattle Department of Neighborhoods.

 Electronic/Digital Communication

1. Email to distribution list that includes community organizations identified by Seattle Department of Neighborhoods
2. Post on local blog or in digital newsletter that includes information on how to submit comments directly to event organizer
3. Add event details to neighborhood websites with public calendars with a “submit an event” feature
4. Event website with public comment function
   1. Online survey - includes a portion where people can say they object to event and why

• • • SurveyMonkey
    • Quick Response (QR) code for survey on flyers/letters

1. Any additional methods discussed with and approved by the Seattle Department of Neighborhoods

Direct Engagement

1. Community meeting to inform community about the event and ask for feedback 
   1. Send community meeting materials to representatives of community and business organizations identified by Seattle Department of Neighborhoods which may include Business Improvement Areas, community based organizations, chambers of commerce, merchants associations, etc.
   2. Sometimes community and business organizations may not have time to attend meetings like this. You will need to see what works best in the neighborhood your event is in.
   3. Do not rely on community based organizations to do your Neighborhood Communication at no cost. Be sure to build in budget for translation, printing materials, etc.
2. Presentation at an established community organization’s meeting
3. Any additional methods discussed with and approved by the Seattle Department of Neighborhoods

Please note: The Community Engagement Coordinators at the Seattle Department of Neighborhoods can advise on your neighborhood communication plan based on the neighborhood the event is taking place in. If you would like to discuss your communication plan, please contact the Community Engagement Coordinators at least two weeks in advance of submitting an application. Contact the Community Engagement Coordinators at don_cec@seattle.gov.

The role of Seattle Department of Neighborhoods staff is to share information, provide feedback and guidance in developing culturally sensitive communication plans, and confirm completion of neighborhood communication requirements. Seattle Department of Neighborhoods staff will not conduct any of the notification activities.

• All residential and business neighbors within a minimum of a two-block radius of your event. If broader notification is required, you'll be informed by the Seattle Department of Neighborhoods.
• Neighborhood business and residential associations, chambers, and community organizations
• Media, if applicable, especially if you are planning to close larger streets.
  • Neighborhood blogs can be a great partner to get information out to a more local community. Many neighborhood blogs in Seattle are independently run and rates may vary. Search online to see if the neighborhood your event is in has any neighborhood blogs.
  • Ethnic Media: We define "ethnic media" as any communications outlet that intentionally produces journalistic news stories and other informational and/or entertainment content for a particular cultural or linguistic group or ethnic community residing in the U.S. Find out more and view the City of Seattle Ethnic Media Directory on this website: https://www.seattle.gov/iandraffairs/EMP

Your neighborhood communication must follow the timeline below. With enough notice, potential impacts from events can be mitigated. We require event organizers to conduct a first round of neighborhood communication at least 45 days in advance of the event.

• First round of communication: 45-60 days in advance of the event
• Second round of communication: 14-30 days in advance of the event

Applicants for Special Event Permits located in neighborhoods in Equity Areas shall work with Seattle Department of Neighborhoods Community Engagement Coordinators to customize their plan to the needs of historically underrepresented communities (translated communications materials, etc.).

Equity Areas are identified based on local demographic and socioeconomic characteristics from the US Census Bureau. Equity Areas are census tracts having a census-tract average greater than the city-as-a-whole average for at least two of the following characteristics:

1. Limited English proficiency, identified as percentage of households that are linguistically isolated households.
2. People of Color, identified as percentage of the population that is not non-Hispanic white; and
3. Income, identified as percentage of population with income below 200% of poverty level.

You can view a map of Equity Areas in Seattle by going to this Seattle Department of Construction & Inspections link here. Click on the “Design Review Equity Areas” in the layer list and the Equity Areas should show up in light green on the map. If you are unsure if your event is taking place in an Equity Area or the map is not working for you, contact don_cec@seattle.gov.

Neighborhoods in Equity Areas may require specific notification methods and/or translations. For example, for events hosted in the Chinatown International District neighborhood, event organizers should post event information on the Chinatown Community Bulletin Board at 511 7th Ave S. The Department of Neighborhoods will suggest languages to translate materials into.

You are encouraged to use ADDENDUM J Sample Letter. Personalize it with information about your event. Translations of written materials may be encouraged depending on the event neighborhood. If you create your own letter and collateral, the following information must be included:

• Date, time, and location of the event and load-in/load-out times
• Clearly list who or what organization is hosting the event
• Details about parking, traffic impacts, and street closures. Include hours, exact locations, etc.
• Details of amplified sound, highlighting any off-hours amplified sound and location of speakers
• Map of the event footprint, be as detailed as possible
• Name, email, and cell number for day-of contact person
• A way to provide feedback on the event (ex: contact person’s information, survey link, QR code for feedback survey)

The more detail, the better! Here are some details that help neighbors/businesses understand how your event will impact them:

• Traffic and Pedestrian Impacts
  • Use of "No Parking" barricades Timing of street closures and traffic revisions
  • Plans and timing for any work done in advance of and after the event that impacts traffic and pedestrian access
  • Impacts to transit service, including temporary relocation of bus zones
  • Sidewalk or pedestrian impacts in and around the event (it is assumed sidewalks will be open to pedestrians unless specifically stated otherwise)
• Noise, Litter, and Sanitation Issues
  • Location of outdoor use of freezer compressors, generators, and other devices generating mechanical noise before and during the event
  • Your plan to manage waster during and after the event
  • Location of sanitation spaces and/or any other accommodations

All special event permit applicants will include a timeline of neighborhood communication in your application materials.

For example:

Neighborhood Communication for an event with 2,000+ attendees and multiple street closures:

60 Days in Advance of the Event

1. Submit copies of communication and media materials, notification area, methods of delivery, and plan to don_cec@seattle.gov for review
   1. Notify affected neighbors and businesses in writing (See ADDENDUM J Sample Letter) Direct mailings with survey to residences and businesses within approximately two-block radius of the event footprint
2. Hang poster in a minimum of 20-45 local businesses, community centers, or other publicly accessible venues, located within approximately a half mile of the event footprint.
3. Send out online survey
4. Host or present at a community meeting

30 Days in Advance of the Event

1. Finish responding to any concerns and questions about event impacts
2. Complete second round of printed neighbor notification
   1. Distribute door-to-door letter or flyer to residences and businesses within approximately two-block radius of the event footprint
   2. Ad or article in local print newsletter
3. Follow up with don_cec@seattle.gov when neighborhood communication is complete with details on who you notified and how

Neighborhood Communication for a smaller event with max 500 attendees with one street closure:

45 Days in Advance of the Event

1. Submit copies of communication and media materials, notification area, methods of delivery, and plan to don_cec@seattle.gov for review
2. Notify affected neighbors and businesses in writing (See ADDENDUM J Sample Letter)
   1. Door-to-door letter or flyer distributed to residences and businesses within approximately two block radius of the event footprint
3. Email to distribution list that includes community organizations identified by Seattle Department of Neighborhoods

15 Days in Advance of the Event

1. Finish responding to any concerns and questions about event impacts
2. Complete second round of written neighbor and business communication
   1. Door-to-door letter or flyer distributed to residences and businesses within approximately two block radius of the event footprint
3. Post on local blog or in digital newsletter that includes information on how to submit comments directly to event organizer
4. Follow up with don_cec@seattle.gov when neighborhood communication is complete with details on who you notified and how

Neighborhood Communication for a Constitutionally protected free speech event with application submitted less than one month in advance of the event:

When event location, timing, and parking/traffic details are finalized:

1. Email don_cec@seattle.gov details on your communication plan
2. Call/email businesses and residences adjacent to event footprint
3. Door-to-door letter or flyer distributed to residences and businesses within approximately two block radius of the event footprint
4. Follow up with don_cec@seattle.gov when neighborhood communication is complete with details on who you notified and how

• Addendum J Sample Notification Letter.
• Example communication plan and materials
• Neighborhood Snapshots
• Additional helpful Outreach and Engagement Tips & Resources: link
• Advice for communication to larger organizations/companies (for example: a hospital or tech complex):
  • Drop off Neighborhood Communication materials at the main office. This will help get the event information to people who can disseminate it to a larger group of employees.
• Apartment/Condo Event Notification Communication Best Practices:
  • For apartment and condo buildings, you should provide letter copies to the management office.
    • If no management office is available on-site, provide the letter electronically to the management company.
    • If electronic communication is not available, post the letter on the front door of the building. If you can enter the building, the copies of the letter should be left inside the building in a shared space (mail room or lobby).
• Most community meetings are held once a month or newsletters are sent out monthly. If you have all of your event information finalized, consider reaching out as far in advance of the event as possible.
• Consider setting up an event customer service hotline (information & voicemail)
• Special Events Permit Application
• Special Events Handbook

The purpose of neighborhood communication requirements is to ensure that Special Event Permit applicants provide:

1. Early notification to affected neighbors and businesses to help identify any conflicts and allow time for those conflicts to be addressed (example: garbage pick-up times that overlap with street closures)
2. An opportunity for affected neighbors and businesses to engage in a dialogue with the event organizers
3. Updates and/or finalized event details closer to the event date

Neighborhood communication is critical to identifying and addressing potential impacts to affected communities. Please ensure your communication methods not only notify, but also provide spaces to gather information from affected parties that you may not otherwise be aware of.

The goal of neighborhood communication is to increase awareness of special events and allow for a diversity of neighborhood perspectives to be heard in the planning process. Event organizers will increase inclusivity by selecting a complementary set of strategies in their communication plan that reflects the needs of the neighborhood and provides an opportunity for dialogue with impacted parties.