The Health Canada Policy Toolkit for Public Involvement in Decision Making

Level 1 Technique:
Information Kits (see also Info Fair, Mailouts, Fact Sheets)

What Is It?

Information kits are prepared for significant or new announcements or initiatives. They often contain press releases, fact sheets, articles or pamphlets, a detailed report, ministerial cover letter and other communication materials to provide knowledge on a subject to stakeholders and other interested parties.

How It Works

Information kits are often used at media events such as press conferences, info fairs and technical briefings, as well as trade shows and other special events. They can also be distributed by mail and are increasingly being provided over the Internet. The appropriate approvals must be obtained, which depend on the content/subject of the kit.

When Is It Most Useful?

Information kits are used for communication, education and promotional purposes. The information provided will be more comprehensive, and contain more detail and context than a single press release or fact sheet. Information kits may provide technical and statistical data, policy developments and updates, program details and promotional materials. They may be targeted to the general public or to a specific group or issue. Kits may be used by stakeholders for planning, generating ideas and for decision making.

Logistics and Limits

The usefulness of the information kits will depend on the quality of the information provided and thus revisions may be necessary. In addition, information kits delivered over the Internet are limited to citizens who have the appropriate access.

Cost Implications

• Costing will be influenced in part by the writing, production, amount and quality of materials provided.
• Distribution costs can be high.
• Costs will increase if the kits have to be updated and provided on an ongoing basis.

Expectation for Feedback or Follow-up

• Make sure that the information kit contains all relevant documents.
• Be prepared to handle additional requests for information.
• Follow-up kits may be needed to provide new information and developments.

Timelines

• Kits are most effective when they are positioned as part of a larger strategy, and their timing must be planned accordingly.
• Information kits may be offered on a one-time basis or continually to address and promote an issue, policy or program.

Potential Pitfalls

• Relevant materials are missing for inclusion in the kit.
• There is a lack of coordinating information with other groups, departments.
• Outdated or inaccurate information is provided.