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Best Practices for Naming Your Public Meeting

This quick guide outlines practical dos and don’ts for naming public meetings that are easy to locate, share, and attend.

McKenzie avatar
Written by McKenzie
Updated over 2 weeks ago

A clear meeting name does more than provide information. It helps the right people find it, understand its purpose, and feel confident participating. This quick guide outlines practical dos and don’ts for naming public meetings that are easy to locate, share, and attend.

Avoid including personal information, emojis, or symbols in your meeting name.

The meeting name is publicly visible and will be read aloud when participants join by phone, so it should remain clear, professional, and accessible.

Be clear and specific

Avoid vague titles. Be as descriptive as possible about the topic, location, and purpose.

Good:

  • Downtown Raleigh Transportation Plan Public Meeting

  • Wake County School Rezoning: Parent Input Session

  • Eastside Greenway Expansion Virtual Workshop

Avoid:

  • Community Meeting

  • Public Forum

Include contextual clues

If the meeting is part of a larger effort, series, or phase, include that in the name.

Examples:

  • Phase 2 – I-440 Corridor Improvements: Design Feedback Session

  • Comprehensive Plan Update: Housing Focus Group (Virtual)

Indicate meeting type (if virtual, hybrid, etc.)

Help people know what to expect.

Examples:

  • Public Input Session (Virtual via Zoom)

  • In-Person Community Listening Session – City Hall Room 210

  • Hybrid Town Hall – Climate Action Strategy

Use geographic anchors when relevant

Especially helpful when the meeting concerns a specific area.

Examples:

  • North Hills Traffic Calming Project: Community Workshop

  • District 3 Stormwater Management Update – Online Info Session

Tailor language to your audience

Avoid jargon. Use approachable terms that reflect what people care about or need to do.

Instead of:

  • TAC Subcommittee Q2 Review

Try:

  • Transportation Advisory Committee: Spring Meeting

Use title case and avoid all caps

It looks more professional and is easier to read.

Best: East Raleigh Land Use Planning Meeting
Not Ideal: EAST RALEIGH LAND USE PLANNING MEETING

Keep it short—but not too short

Aim for 6–10 words max. Enough for clarity, but not so much that it’s hard to scan on a website or email subject line.

💡 Optional additions:

  • Add the date if you expect multiple meetings on the same topic.

  • Add the host name or agency if multiple groups are involved.

See also:

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