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40 Aircraft Noise: A Toolkit for Managing Community Expectations Newsletters 4-17 Newspaper Advertisement 4-18 Public Service Announcements 4-19 Road Signs 4-20 Selecting Your Tools 4-21 Survey 4-22 The State Highway Administration (SHA) of Maryland's DOT (MDOT) created a Commu- nication Plan Template for SHA Projects (24) This checklist is intended for use by project managers for communications plan preparation. It is designed to assist the manager in considering the various components of a transportation project and how they may interrelate with one another. 4-23 Checklists For Meeting Preparation and Meeting Announcements Description. A well-designed and well-distributed announcement of a public participation opportunity will contribute substantially to the program's effectiveness in drawing public input. Likewise, positive media relations are helpful to establish credibility, reliability, and make a con- nection with the community. Announcements come in numerous formats, including electronic mailing lists and e-mail, hotlines, newspaper inserts or advertisements, direct mail letters, tele- vision, or the internet. The type of meeting announcement used depends on the size of the audi- ence intended to be reached, as well as the needs of the community. Lessons for Airport Managers. Meeting Announcements/Notices Public notices are an efficient, simple means of alerting the public to important events. However, public notices should never substitute for other activities that involve direct communication with the public if active and comprehensive public participation is the desired goal. Public notices can be more effective, and provide more of a feedback loop, when they are combined with a means of gathering information from the public. Every notice should contain a contact person so that the public can direct comments or questions to the agency, the facility, or other stakeholder groups. Target the appropriate audience while reaching out to as many people as possible. Utilize various methods of media to announce upcoming meetings, in order to include all citizens and encourage meeting attendance. Example Best Practices. The following announcements were chosen as best practice examples: KCI Studies Postcard (25) 4-24 Announcements for the Kansas City International Airport Master Plan, Noise Compatibility Plan, and Area Plan Public Open Houses were sent in the form of a postcard. The postcard is colorful, attention getting, and concise, but provides all necessary meeting information. Tysons Corner Development Announcement (26) 4-25 A general invitation to participate in the community dialogue on the future of Tysons Corner development is eye catching and vibrant. It describes the project and gives opportunities to pro- vide input for those who are unable to attend the meeting.