Federal Advisory Committee communications are not just announcements. They are a structured set of public-facing actions required by FACA and its implementing regulations at 41 CFR Part 102-3. The goal is to support transparency, participation, and accountability while enabling effective advisory work. Practically, that means:

• Timely meeting notices: Publish a Federal Register notice at least 15 calendar days before each meeting, with the committee name, purpose, date/time, in-person or virtual access details, agenda summary, comment instructions, accommodation information, and the Designated Federal Officer (DFO) contact. Exceptional circumstances must be explained if less than 15 days. Agencies should also post on public websites and social channels. [41 CFR 102-3.150]
• Open meetings when practicable: Meetings are open to the public except where closure is justified under Government in the Sunshine Act exemptions. Provide equitable public access, including disability and language access. [41 CFR 102-3.160]
• Accessible artifacts: Make the charter, membership roster, agendas, materials, minutes, reports, and Federal Register notices available on a public-facing, accessible website. [41 CFR 102-3.120]
• Accurate, timely minutes: Maintain detailed minutes for every meeting (including closed portions), certify them, and post after certification. [41 CFR 102-3.165]
• Records availability: Provide contemporaneous access to committee records under FACA section 10(b). Do not require the public to file FOIA when records must be available under FACA, though FOIA exemptions may apply to withhold specific content. [41 CFR 102-3.170]
• DFO stewardship: The DFO approves or calls meetings, sets agendas, attends all meetings, ensures compliance, maintains public information, and can adjourn meetings in the public interest. [41 CFR 102-3.120]

The throughline is simple: clear, timely, and accessible communication enables trust and informed participation without compromising statutory limits on disclosure.

Buyers and practitioners need a workable plan that reduces friction and avoids last-minute scrambles. This lifecycle view keeps teams aligned and compliant:

• 1) Chartering and setup: Stand up an accessible committee webpage with the charter, mission, authority, DFO contact, anticipated schedule, and how the public can engage. Publish establishment or renewal notices as required. Align accessibility, language access, and records practices from day one. [41 CFR 102-3.120; 102-3.70/3.90]
• 2) Pre-meeting communications: Draft the Federal Register notice with all required elements. Confirm physical or virtual logistics, security, registration, accommodations, and commenting processes. Prepare agenda summaries and pre-reads for public posting. Coordinate social and web updates to coincide with Federal Register publication.
• 3) During the meeting: Ensure the DFO is present, manage time to allow public comment if invited, and capture attendance, materials received, matters discussed, and resolutions for minutes. Provide equitable access to remote attendees and accommodations.
• 4) Post-meeting follow-through: Certify minutes within the regulatory timeframe and post promptly. Publish slides, reports, and recommendations, noting any withheld material with the applicable legal basis. Close the loop to commenters and registrants with a summary and next steps.
• 5) Annual reporting and renewal: Maintain up-to-date membership, cost reporting, and activity summaries on the public site. Prepare renewal or termination communications with enough lead time to avoid lapses in authority or continuity gaps.

Teams that template these steps, set internal SLAs, and maintain a public-facing calendar rarely miss deadlines and consistently improve stakeholder trust.

Strong governance reduces risk and simplifies audits:

• Role clarity: The DFO is the communications quarterback for compliance. Establish written responsibilities for the DFO, chair, committee manager, public affairs, and legal. Ensure member training covers communications boundaries and records handling. [41 CFR 102-3.120]
• Records and posting rules: Define what gets posted publicly, when, and where. Keep a posting log that ties each artifact to its meeting and Federal Register citation. Track certifications and any redactions with legal bases.
• Accessibility by design: Bake in Section 508 conformance, plain language, and language access for web pages, notices, and materials. Provide clear instructions for requesting accommodations in every public notice.
• Closing or partially closing meetings: When closure is necessary, cite the specific Sunshine Act exemption and explain the basis in the Federal Register notice. Maintain minutes for closed portions and handle records under applicable exemptions. [41 CFR 102-3.150; 102-3.160; 5 U.S.C. 552b(c)]
• Quality control: Use pre-publication checklists for Federal Register notices and pre/post meeting packages. Schedule legal review for closures, member balance statements, and sensitive materials. Conduct periodic self-assessments against 41 CFR Part 102-3 requirements.

Good governance translates into fewer corrections, smoother meetings, and clear evidence of compliance when questions arise.