Practical Set-up

Preparation and Set-up

The Den Bosch Burgerberaad was designed not just as a “talk shop,” but as a structured, facilitated journey that allowed citizens to have authentic influence on policy. Preparation started just a few weeks ahead of the meeting, showing the process can be agile as well as inclusive.

• Participant Diversity: People from different backgrounds, neighborhoods, ages, and levels of civic activity were invited. Special attention was paid to language needs, accessibility, and reaching those not usually present in public debate.

• Setting Clear Goals: Upfront, the main purpose was established: to probe what real participation (“meepraten en meebeslissen”) could and should look like in Den Bosch. Meeting objectives (learning, exchange, and dreaming) were circulated in plain language.

Event Structure: The Day in Detail

• Plenary Kick-off: The session began with a large group welcome, expert introductions, and clear explanations of the assembly’s purpose and rules of engagement.

• Break-out Sessions:

• Rotating Participation: In later rounds, some participants were able to switch tables, bringing insights from one theme to another—encouraging cross-pollination.

How Dembrane Was Used

• Nonintrusive High-Fidelity Recording: Dembrane’s platform recorded all break-out discussions and plenaries using the phones of the moderators —no special technical knowledge required from participants or hosts.

• Seamless Multilingual Support: Where discussions involved non-native speakers or switched between languages, Dembrane’s technology captured and transcribed all input, accommodating linguistically diverse groups.

• Efficient Transcription: Dembrane turned over 30+ hours of audio into textual transcripts, capturing context, emotion, and nuance.

• Break-out Mapping & Tagging: Each conversation was digitally linked to its topic and participant mix. This allowed dynamic, theme-by-theme analysis—making sure no crucial input was missed.

• Immediate Feedback and Insights Extraction: Shortly after the assembly, the organizer team, using Dembrane’s dashboard, reviewed summaries and key participant quotes. This enabled delivery of a digestible, action-oriented insights package within one week—orders of magnitude faster than traditional qualitative reporting.

“Dembrane made it possible for us to focus on the conversation, knowing everything would be captured—even if we switched topics or languages. The fact that we quickly saw our actual words in the draft report increased trust.

The Physical and Social Experience

• Flexible Physical Space: Tables or rooms were arranged to support focused, theme-based exchanges. Visual aids (such as flipcharts and whiteboards) were used to support the verbal conversation—while Dembrane captured the rest.

• Atmosphere: A blend of casual hospitality (coffee, open seating, good lighting) with clear ground rules and structure to ensure everyone felt safe to speak.

• Participation for All: Special assistance (sign language interpreters, help with digital registration, printed agendas) was available for those who needed it.

The Case Itself

Background Story

As Den Bosch faces new social and urban challenges, meaningful citizen input is more critical than ever. Like many cities, Den Bosch recognized that building better policy requires not only reaching out to its population but genuinely listening and making their voices visible in the outcomes. However, large-scale participatory processes can be slow, costly, and burdensome for both organizers and residents. To counteract this, the city took a pragmatic approach, using digital recording and streamlined transcript analysis to ensure that every participant’s story could help inform policy — without getting lost in the noise.

"Participation in Den Bosch has no fixed recipe. Every spatial project requires its own approach. The need for clear, practical frameworks remains unmet."

Designing the Process

With objectives of learning, dialogue, and vision in mind, the Burgerberaad invited subject-matter experts and a wide range of residents with direct experience. The event agenda was designed for both accessibility and impact, blending expert input with breakout groups where personal experience, opinions, and ideas could be shared freely and safely.

Goals for the session:

1. Learning from Experts: Generate a shared understanding of participation, both conceptually and practically.

2. Forming Opinions and Navigating Dilemmas: Enable open discussion of barriers, conflicting ideals, and trade-offs in real city decisions.

3. Dreaming About the Future: Encourage creative imagining of a city where participation truly works for everyone.

"Visibility of results is essential. Residents want to see what has been done with their input and ask critical questions about adhering to agreements." — Rapport Burgerberaad)

Inclusive Participation – What Worked

• Hybrid Engagement (Digital & In-Person): To reach both digitally savvy residents and those that don’t wander around on the internet , the city used both online platforms and physical neighbourhood meetings.

• Accessible Language: Materials were adapted into multiple languages and plain wording wherever possible.

• Active Outreach: The city recognized the usual bias toward “the usual suspects.” Organizers intentionally targeted the “silent middle” and underrepresented groups, using everything from WhatsApp to neighborhood walks.

• Fast Feedback Loops: Instead of lengthy, opaque follow-ups, quick summaries and visual reporting brought insights back to participants and stakeholders within days.

Key Insights

• Trust Requires Tailored Communication and Clear Follow-Up:

"I would keep participating, as long as I know they do something with my input, even if they don't do exactly what I say."

Participation Beyond Volunteering:

Both citizens and officials identified the need for more than “token volunteering.” They called for real influence, not just being consulted as a formality.

"Only ask for opinions if you’re truly willing to hear and consider them."

• Barriers are Practical and Cultural:

• Deliberate Focus on Dilemmas:

"There is recognition that not everyone can always be happy with choices, but participants grew uneasy at the idea that a small, active group often dominates debate, while silent residents remain out of reach."

Impact & Outcomes

• Rapid Integration of Insights:Within a week, a consolidated report synthesized community perspectives for policymakers. Direct quotes and key findings formed the basis for concrete advice about city participation and communication strategy.

• New Communication Pilots:Based on suggestions, the city is testing physical “idea buses,” upgraded neighborhood noticeboards, and digital “one-stop” participation platforms.

• Broader Buy-In:The use of direct quotes in summary reports gave residents confidence that their words were genuinely considered, not just filtered out or paraphrased.

Lessons and Path Forward

This process confirmed that dynamic, inclusive governance is possible—even at city scale and on short timelines—when the right tools and attitudes are used:

• Transparent follow-up is non-negotiable.

• Multiplicity in communication forms extends reach and equity.

• Effective participation requires both flexibility and respect for residents’ time.

Most importantly, the Den Bosch case demonstrates the ongoing need to learn, adapt, and adjust the process iteratively. As one participant put it:

"The challenge isn’t a lack of ideas, but having trust that these ideas actually make a difference."

If you were in the room, you’d have felt a buzz of conversation. Some discussing digital inclusion, others debating ‘who decides what.’ Dembrane quietly turned this collective energy into a lasting dataset, ready for analysis and immediate practical use.

Dembrane offers a way to make large, complex participatory gatherings both manageable and meaningful—no matter the number of breakouts, languages, or last-minute agenda pivots.

Curious how Dembrane could assist your citizen/stakeholder participation moment? Schedule a call via https://www.cal.com/julesdebruin.