Guidance

Guidance for Local Planning Authorities and others hosting virtual events for the Planning Inspectorate

Updated 21 December 2022

Applies to England

1. Introduction

The purpose of this document is to support Local Planning Authorities (LPAs), Order Making Authorities (OMAs) and anyone else hosting virtual events. It will help ensure events run effectively and with openness, fairness, and transparency.

LPAs/OMAs/other should also consider our general guidance on Public inquiries; Hearings and Examinations - venue and facilities requirements

2. Event Formats

Events may be held face to face, virtually or, in exceptional circumstances, blended (i.e., a combination of both face to face and virtual). The preference will be for a face-to-face event with a virtual meeting set up as a backup, or a full virtual event. The format will be decided by the Inspector. However, where there is a strong preference for a particular event format, the Case Officer should be alerted as soon as possible with a short explanation.

3. Technology Requirements

The Inspector will be experienced in the use of Microsoft Teams, and over time Zoom. Should the LPA/OMA/other propose an alternative e.g., Webex, Google Meet etc., then the Inspector may request a familiarisation event to satisfy them of the suitability of the product. The product must meet the requirements set out in the next section.

4. Arranging and Running a Virtual Event

4.1 Privacy of the Inspector’s Email Address

The privacy settings in the product you use must protect the email address of the Inspector (i.e., participants are unable to see the Inspector’s email address) and you must confirm this to the Case Officer when sending them the link. If this is not done, the Inspector will not be able to attend the event. It is also recommended to use blind copy (Bcc) more generally when sending out invitations to events.

4.2 Pre-registration

Inspectors should not be expected to pre-register for an event without assurances about the privacy of their email address.

4.3 Sending the meeting invitation link

A link for the meeting should be sent to either the Planning Inspectorate Team Mailbox (or where one is not available, directly to the Case Officer) and all other parties taking part before the opening day of the event. The Inspector will receive the link via the Planning Inspectorate case officer only.

4.4 Virtual Option

For face-to-face events, it would be highly beneficial to provide a virtual backup option to cater for illness or other incidents affecting key attendees who would otherwise be unable to attend. The details set out below provide various examples that could be used for this purpose for little or no expense (depending on what is already available), although LPAs/OMAs may have other, more suitable options. Additionally, where the event will be held face-to-face, or face-to-face with virtual elements, LPAs/OMAs/other will need to consider the Planning Inspectorate’s standard guidance on venue requirements.

Example 1 – revert to virtual

In some cases, it has been found that the simplest way to provide a virtual backup is for all attendees to use virtual access, if everyone has the required technical equipment. In this case, it would not be necessary for people to stay in the room. However, if they did, they would have to be mindful to mute microphones when not speaking or to use headsets to avoid echo.

Example 2 – use a laptop or PC in the room

Some events with a small number of attendees have successfully used a standard laptop or PC in the room to allow virtual attendees to take part. This works particularly well when all attendees are seated around a single table. The PC is logged into the meeting and allows the people in the room to see and hear the virtual attendee(s) and vice versa.

Example 3 – improvements on example 2

There are several ways to improve on example 2 such as:

• use of an external video screen or projector to allow people in the room to better see the virtual attendee(s)
• use of an external microphone which can be positioned so that sound quality and volume for the virtual attendee(s) is of a better quality. It is also possible to use a series of microphones that can be placed along the table
• use of an external speaker to amplify the virtual attendee(s). You may experience some echo with this option. However, this can be eliminated by muting the microphones and speakers on laptops and PCs.
• if a conference room spider phone is already available, this can be dialled into the meeting which will supply excellent sound for all attendees both in the room and for virtual attendee(s). To avoid echo, all microphones in the room other than the spider phone would need to be muted
• use of an external camera would also be beneficial. There are a many on the market that provide additional features. For example, some will change position to focus on those speaking. Some include a built-in microphone
• it would be sensible to seek advice from IT support within the LPA/OMA/other to see which of these options can be deployed

Appendix A summarises the equipment that can be deployed for a virtual backup. Many of these should already be available. It will be the responsibility of LPAs to ensure that a virtual backup option is available.

4.5 Audio & Video

It is preferable that anyone wishing to speak can do so both with audio and video. It helps both the Inspector and the parties to understand the evidence given. Nevertheless, a person may take part in the event by audio only if they can be heard clearly by the Inspector and the other parties.

4.6 Allowing time for attendees to enter the meeting

At least 30 minutes should be allowed before the event starts to enable attendees to enter the meeting. This is to avoid delaying the start of the meeting.

4.7 Raise Hand

The system should ideally include a raise hand function. Inspectors may ask that parties use the raise hand function when they wish to speak. This makes the event easier to manage for the Inspector and helps the smooth running of the event.

4.8 Managing Participants

The organiser should be able to turn off cameras and remove participants if the Inspector considers it necessary. If possible, the Inspector should be able to do this too.

4.9 Giving Evidence under Oath or Affirmation

When giving evidence, witnesses should not communicate with each other and, unless otherwise agreed by the Inspector, should be alone in the room. Guidance on giving evidence under oath or affirmation can be found at section 7.2 of the ‘Guide to participating in a Planning Inspectorate virtual event’.

4.10 Connectivity Issues

At the opening of the event the Inspector will invite the LPA/OMA/other to explain the procedure if a participant loses audio or video or drops out of the event.

5. Health & Safety and Attendance Sheet

It remains the responsibility of the local planning authority to ensure there are adequate safety measures in place as per government guidance.

As with an in-person event, the LPA/OMA/Other can continue to produce an attendance sheet and send it to the Planning Inspectorate Case Officer although there is no longer a requirement to do so. If used, the LPA/OMA/Other will have responsibility for all data related issues and must have considered and met all necessary GDPR requirements for processing personal data. However, for National Infrastructure appeals, an attendance sheet must still be produced and forwarded to the Planning Inspectorate to assist with setting up the event. A privacy notice should be made readily available for participants to view. 

6. Sharing and Publishing Documents

The LPA/OMA/other should have a process in place so that any documents or evidence can be shared amongst the parties, including the Inspector, on the day of the event.

The ability to share the screen should only be given to participants at the request of the Inspector, where they consider it necessary.

Ideally any chat function should be disabled to prevent participants from communicating separately from the audio/visual communication of the meeting. Where that isn’t possible, attendees will be reminded not to use the chat function.

7. Recording and Live Streaming the Event

The LPA/OMA/other may record or live stream the event if it wishes although this is not generally required by the Planning Inspectorate. The Planning Inspectorate Case Officer should be told in advance if the LPA/OMA/other plan on recording or live streaming the event. The Inspector will agree the retention period for the recording, after which, it must be removed or taken down. Recordings must not remain any longer than absolutely necessary. The LPA/OMA/other must confirm to the case manager when the recording has been removed or taken down.

LPA/OMA/other need to carefully consider the requirement to either live stream or record an event. This is very likely to involve the processing of personal data and there will need to be due regard for Data Protection. LPA/OMA/other’s need to be clear for each individual event why either live-streaming or recording is necessary and proportionate and be able to justify their decision.

For further guidance or advice, the LPA/OMA/Other may wish to refer to the PAS guidance on Data Protection and Planning (PDF, 481 KB) or for more general guidance go to the ICO website.

8. Ending the Event

The Inspector will inform parties during the event that they will leave the meeting first to avoid being left online with only one party. The LPA/OMA/Other will then end the event.

9. Appendix A

9.1 Equipment Lists for Virtual and Hybrid Meetings

These are for meetings in rooms that don’t already have equipment or must be set up and taken down after use. This shows the minimum required to run an event although you may have to scale up if there are more people.

Minimum Ideal Requirements

1. Laptop/s with webcam/s
2. Microsoft Teams/Zoom desktop client
3. Microphone (basic)
4. Stable Wi-Fi (the best you can get)
5. Natural light/Room lights
6. Surge protected extension cable

Step Up 1

1. Laptop/s
2. Microsoft Teams/Zoom desktop client
3. Projector/TV Screen/Teams Screen
4. Microphone array (around the room) or spider phone
5. KVM Switch (optional)*
6. Soft box lighting/Studio lights (Optional)
7. Surge protected extension cable

Step Up 2

1. Laptop/s
2. Microsoft Teams/Zoom desktop client
3. Pan Zoom Tilt Camera/Meeting camera
4. Projector/TV Screen/Teams Screen
5. KVM switch (optional)*
6. Soft box lighting/Studio lights (Optional)
7. Surge protected extension cable

Nice to haves to enhance event

• Standalone Web Cam or Video Camera/Pan Zoom Tilt Conference Camera or Multiple cameras
• Tripod or wall mounted camera stand
• Microphone arrays or clip on microphones
• External Speakers

*A KVM switch is a hardware device that allows you to control several computers through one keyboard, mouse, and screen. You connect your mouse, keyboard, and screen to the KVM box, and you run cables from the box to each computer. You then switch between computers by pressing a physical button on the box.