Hello Scenario Navigators!

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Image: illustration shows diverse people interacting in a neighbourhood setting- an elderly person in an electric scooter, youth in trees and on scooters, a young mother and her child, and a couple walking in the distance.

This website was made for you to help you along in your scenario engagement role.

In the tabs below, you'll find ways to stay up to date:

  • News Feed: See posted updates shared by staff
  • Guidelines: Review guidance provided by the City to help with engagement
  • Ideas: Post ideas and collaborate with other navigators

To the right, you'll find program details and documents. You can also book time with me for a meeting using the link provided - or you can just e-mail me at jason.hsieh@vancouver.ca with a couple times that work for you.

This website was made for you to help you along in your scenario engagement role.

In the tabs below, you'll find ways to stay up to date:

  • News Feed: See posted updates shared by staff
  • Guidelines: Review guidance provided by the City to help with engagement
  • Ideas: Post ideas and collaborate with other navigators

To the right, you'll find program details and documents. You can also book time with me for a meeting using the link provided - or you can just e-mail me at jason.hsieh@vancouver.ca with a couple times that work for you.

Discussions: All (5) Open (5)
  • Promotional Materials

    over 4 years ago
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    It is important to distinguish Navigator-hosted events from those hosted by the City. Your community may have very different expectations if they believe City staff are hosting or in attendance. There are several strategies to make this clear:

    1. Posters and other promotional materials (including surveys and emails) should make it clear that the Community Organization is hosting the conversation/engagement, not the City of Vancouver. You may place the Organization prominently at the top. You may also phrase the invitation appropriately, like: “The *Name of Organization* is hosting a conversation with members of the ___ community to help inform the Vancouver Plan.”
    2. The City may be listed as a partner, with text such as: “In partnership with the City of Vancouver” and include the logo at the footer (very bottom) of the poster. Try to limit the use of graphics from the City website – we want to avoid any confusion that this is a City-led event. Please contact me if you would like to use the City logo and I can share it with you.

    If you are creating posters, surveys, and online materials to build awareness about upcoming engagement, you can provide additional guidance here.

  • Engagement Supports

    over 4 years ago
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    A range of supports may be provided to lower participation barriers for community members. Supports should be considered along with facilitation and engagement formats (eg. in-depth dialogue-based engagements, virtual meetings, and online surveys). Some examples of engagement supports include:

    • Provision of food and refreshments at the event, either through catering arranged by partner organization, through an arrangement with a catering service, or if engaging online, through a meal delivery service (eg. Skip The Dishes, Uber Eats, Doordash).
    • Offer of two-way transit tickets for any participants who travelled to the engagement by public transit. Single-trip tickets may be purchased in bulk from TransLink, which can be distributed at events.
    • Provision of services needed at the event to support participation, including outreach, facilitation, language interpretation and translation, ASL (sign language) interpreters, and/or childminding.
    • Coverage of room rental costs that may be incurred, small administrative fees required to deliver engagement (eg. processing honoraria), or any costs incurred by an organization related to waiving program fees for participants (eg. youth day-camp.)
    • Supply costs related to facilitation and activities.
    • Reimbursement to participants for child- or elder-care services that allow participants to attend an event.
    • Reimbursement to participants for costs including but not limited to special transportation (eg. Gas for trip of Elder and/or Knowledge Keeper to and from event, taxi expenses as needed).
    • Provision of honoraria for their participation. More guidance provided in the honoraria section
  • Honoraria

    over 4 years ago
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    Many people in our communities are unable to participate without monetary supports. An honorarium is a payment expressing gratitude or thanks in recognition for services rendered. Below are examples of when you may consider offering honoraria:

    • For participants of in-depth dialogue-based engagements on the basis of self-identified need
    • When a community member is providing services such as outreach, presentation, facilitation, interpretation, translation, note-taking, peer support, or Elder support
    • When Indigenous Elders or Knowledge Keepers are providing support for an engagement
    • When there is a need to address equity in participation (eg. when a participant is attending on unpaid time, while other staff or professionals who are also taking part are being paid for their time).  
    • When opportunities for participation conflict with other income generating activities.
    Honorariums are not:
    • Reimbursements for out-of-pocket expenses (eg. transportation costs, childcare, accommodation, or food). Amounts provided through honoraria are taxable and reimbursements would not be appropriate forms of reimbursement.
    • Provided through food, refreshments, or recognition gifts for volunteers. These may be claimed separately as expenses for events, but should not be considered honoraria that recognizes their contribution of time and knowledge.

    Be aware that honoraria is considered Taxable Income by Canada Revenue Agency, and may be used to calculate their taxable income. When the City is providing honoraria, we are required to request for (but not necessarily obtain) personal information upon providing payment, including Name, Address, Social Insurance Number. CRA requirements may severely impact those receiving social assistance. It is important that recipients are made aware of these conditions before providing their personal information. Please reach out to Jason for more information.

  • Online surveys and questionnaires

    over 4 years ago
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    Navigators must be careful with handling personal information provided by community, especially if you are collecting this information electronically through online surveys and questionnaires. 

    Contact information (eg. telephone numbers, e-mail addresses) that are collected alongside personal (eg. name) and demographic information can compromise a person's identity if there is a data breach. 

    It is recommended:

    1. Wherever possible, use a survey platform which has servers in Canada for Canadian customers. Avoid Google Forms in favour of platforms such as Alchemer/SurveyGizmo. 
    2. If Google is your only viable option, do not collect personal data together with demographic data. Conduct two separate questionnaires with personal info (name, email) on one, and demographic information on the other, so the information is disassociated.
    3. When providing the City with information collected from your surveys, please remove any personally-identifiable information (including names, e-mails, etc.) beforehand. All information must be anonymous unless otherwise requested.
    4. Clearly articulate to participants who is collecting the information (eg. the Navigator and Organization) and how it will be used (eg. contact information to keep participants informed on progress; anonymous demographic information to be shared with the City).

    The Province requires the City to comply with "Freedom of Information and Protection of Privacy Act" (FIPPA). While Neighbourhood Houses are not required to do so, we are working in partnership and must do our best to follow this guidance.






  • Accessible Events and Meetings

    over 4 years ago
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    The City has developed a checklist to assist in planning of public events so they may be accessible and inclusive to our diverse communities. You will find the PDF here, or you can locate it in the 'Program Documents' on the right hand side. 

    This resource was created several years ago (pre-pandemic) and is oriented towards 'in-person events'. Unfortunately, it does not have any significant direction on hosting digital meetings. I have flagged this need to staff and hope to share something soon.

Page last updated: 01 Aug 2025, 06:27 PM