Building a Cross-Jurisdictional Cultural Master Plan with Inclusive Engagement

Challenge

In 2024, Orange County, Florida, in partnership with the City of Orlando, embarked on an ambitious and unique cultural planning process - a county-wide Cultural Master Plan. With two separate governing bodies involved, the process had to reflect the needs and priorities of both the Orange County Commission and the Orlando City Council. Managing input across jurisdictions, departments, sectors, and communities required a comprehensive and adaptive engagement strategy.

The client emphasized inclusive outreach and sector-specific stakeholder feedback, conducting over 65 in-person meetings. As the project entered its final phases, the remaining budget was limited and the team was pressed for time. They needed a way to share the draft plan efficiently with hundreds of stakeholders and community members who had already participated without scheduling additional in-person events.

Solution

The consulting team turned to Konveio to support the final phase of the planning process - digital review of the draft Cultural Master Plan. With Konveio, the team uploaded the full draft document and emailed a single link to all prior participants, city and county staff, and other community members. The platform enabled stakeholders to comment directly on specific sections of the document and provided visibility into feedback in real-time.

Notably, Konveio’s back-end tools allowed the team to:

• Track who was commenting and align comments with prior meetings
  
  
• Summarize input using built-in AI features
  
  
• Export comments for analysis and delivery to the client
  
  
• Avoid costly and time-intensive in-person review sessions
  
  

Results

• 131 public comments submitted on the draft plan
  
  
• 23 active participants, including staff and stakeholders from both jurisdictions
  
  
• Hundreds of additional visitors who viewed the draft without commenting
  
  
• Plan received unanimous approval from the City of Orlando and formal adoption by Orange County
  
  

Using Konveio helped the team bridge the gap between the robust, in-person engagement that had taken place over nine months and a final review phase that needed to be fast, inclusive, and well-documented. The platform allowed them to reach more participants while staying on budget and on deadline.

Impact

✅ Cross-Jurisdictional Collaboration
Konveio enabled the team to deliver the same draft experience across agencies, departments, and the public - reinforcing transparency and shared ownership.

✅ Efficient, Scalable Review Process
Rather than coordinating dozens of new meetings, staff saved time by using Konveio to host and analyze community feedback in one centralized location.

✅ Improved Feedback Quality
The ability to trace comments back to associated meetings provided deeper context. In one case, the team used this feature to identify a concern raised during an earlier workshop and verify its relevance to the draft.

✅ Cost Savings
With engagement efforts already over budget, Konveio offered a timely and affordable way to complete the public review without sacrificing participation.

Lessons & Looking Forward

While Konveio was originally used only in the final draft review, the project team recognized its potential for earlier engagement stages - particularly to replicate or supplement in-person workshops. They plan to integrate more of Konveio’s tools, like AI-supported transcription and digital sticky note capture, into future engagements to ensure earlier online access and reduce manual effort.