Workshop Overview

Local and federal agencies are increasingly using AI to improve public services, supporting decisions in urban planning, security, infrastructure, and essential resource distribution. As the closest tier to citizens, local governments must uphold democratic values and trust, especially in AI-driven smart city initiatives. Yet traditional participatory methods struggle to meet the higher standards required for public sector AI. This workshop will examine emerging practices in participatory algorithm design, focusing on community engagement and responsible adoption.

Workshop Agenda

    Welcome/Introduction, 8:30 AM - 9:00 AM JST 7:30 – 8:00 PM ET

    Panel with Q&A, 9:00 AM - 10:30 AM 8:00 - 9:30 PM ET

    • Panelists: Chelsea Palacio, Meg Young, Sarah Fox

    Coffee break, 10:15 - 10: 30 AM

    Participant Presentations, 10: 30 - Noon 9:30 - 11:00 PM ET

    • Participants give short, 5 minute lightning talks

    Lunch break, Noon- 1:30 PM 11:00 PM - 12:30 AM ET

    Group Activity 1: Breakout Groups, 1:30 - 2:30 PM 12:30 - 1:30 AM ET

    • Breakout groups – methods, measures, participation requirements
    • Participants will identify and discuss case studies, participatory design strategies, and constraints

    Share back session, 2:30 - 3:00 PM 1:30 - 2:00 AM ET

    • Each group shares key insights

    Coffee break, 3:00 - 3: 30 PM 2:00 - 2:30 AM ET

    Group Activity 2: Design Sprint, 3:30 - 4:30 PM 2:30 - 3:30 AM ET

    • Organizers present a design brief for a hypothetical AI initiative
    • Breakout groups will then focus on PD methods needed for 1) effective community engagement, 2) identify measures to capture, 3) assess PD requirements for vendor contracts

    Closing Remarks, 4:30 - 5:00 PM 3:30 - 4:00 AM ET

Workshop Themes

    Our workshop focuses on three objectives alongside case studies showcasing participatory AI in public innovation. First, we will examine methods used in public initiatives, assessing strengths and weaknesses for community engagement. Next, we’ll discuss frameworks to enhance involvement and measure outcomes. Finally, we’ll address procurement challenges and the importance of participatory requirements in contracts.

    Theme #1: Evaluating Participatory Methods: Strengths, Weaknesses, and Impact on Community Engagement

    We will evaluate participatory methodologies currently used in public sector AI initiatives to assess how effectively these methods facilitate community engagement. This involves examining approaches such as citizen panels, co-design workshops, and public consultations. We will identify the strengths that enable successful collaboration, such as transparent communication and inclusive representation, and weaknesses, like lack of follow-up or insufficient diversity in stakeholder input, that may limit the impact and trustworthiness of these processes.

    Theme #2: Defining Key Elements and Outcomes for Meaningful Public Involvement in Public Sector AI

    Next, we will focus on conceptualizing essential elements that can foster deeper community involvement in public AI initiatives as well as determining clear, measurable outcomes to assess the success of public engagement efforts. We will explore key factors that make participatory processes meaningful and impactful, such as building trust, ensuring transparency, fostering inclusivity, and creating opportunities for genuine influence on decision-making.

    Theme #3: Tackling Procurement: Embedding Participation Requirements in AI Vendor Contracts

    Finally, we will explore how public agencies can integrate participation requirements into contracts, especially considering that most agencies do not have the capacity to build AI systems in-house and often procure AI solutions from private vendors. It is essential that these vendors follow principles of community engagement, transparency, and accountability. We will discuss how specific participation guidelines in procurement contracts can be embedded that clearly outline expectations for vendors to involve communities in the design, testing, and evaluation of AI systems. This can include contractual clauses mandating public consultations or co-design sessions, such as requiring vendors to hold community workshops to gather citizen input and ensure diverse stakeholder representation in decision-making.

Contact: participatoryaidesign@gmail.com

Cover image: PACIFICO Yokohama