Audio/Visual Presentations by the Public

This policy establishes guidelines for members of the public making a presentation to the City Council and Commissions using audio/visual equipment during a public meeting. Members of the public are responsible for submitting their audio/visual presentations at least one (1) business day prior to the meeting. The audio/visual presentation and related comments are limited to three (3) minutes and may be less if the Mayor or Chair deems it necessary to place time constraints on public comment.

1. Members of the public may present audio/visual (AV) materials at City Council and Commission meetings by utilizing the City’s audio/visual equipment, provided that presentation materials are submitted to the Communications Department by 12:00 p.m. one (1) business day prior to the meeting. Advance submittal of a presentation will allow the Communications Department to plan for the use of the appropriate audio/visual equipment.
2. AV materials may be submitted online through the City’s website or in person at the front desk of City Hall clearly marked ATTENTION COMMUNICATIONS DEPARTMENT. All audio/visual materials submitted must have a label noting the name or group, contact person, daytime telephone number, email address, description/title of the presentation and agenda item title and number. Acceptable formats for electronic submission are .pdf, .ppt, .pptx, .pps, .ppsx, .wmv, .avi and .mov.. (Note that .pdf is the preferred format for Power Point presentations.) DVDs may also be submitted. AV Presentations will be kept private and not shown to anyone prior to the meeting.
3. Members of the public who have submitted presentations will have the opportunity to show up the hour prior to the start of a meeting to double check their presentation. Members of the public will meet with a member of the Communications Department in the Council Chambers.
4. All audio/visual presentations must comply with established time limits for oral presentations. No serial presentations will be allowed. Presenters should assume they will have a maximum of three minutes for their presentation and possibly less if the Mayor or Chair of the meeting determines that time restraints are necessary. The time limit includes the time necessary for verbal remarks as well as presentation of any prescreened visual materials. If there are technical issues, the presenter should be prepared to give their comments verbally. There is no guarantee the presentation will be shown. Any technical troubleshooting will be counted against the speaker’s time. The Speaker must be physically present at the meeting to have the presentation shown.
5. A speaker card must be filled out for the item on which the presentation will be made. During the meeting when the speaker is called during public comment, they should announce their name, city of residency and say “I have a presentation”.
6. Media staff will bring the projector and dais monitor feeds up and the presenter will then run the presentation from a wireless USB remote control from the public podium. Members of the public will not be permitted to sit at the staff or City Clerk’s table.
7. In the event that the electronic format of the presentation is submitted on a timely basis, but does not run upon receipt, Communications Department staff will email or telephone the speaker/presenter to inform them that they will need to resend or re-deliver the presentation by 12:00 p.m. one (1) business day prior to the scheduled meeting. Otherwise, the material will not be presented at the meeting.
8. Once the materials have been submitted, they cannot be changed prior to the meeting.
9. Speakers are only allowed to make presentations on agendized items – not on general public comment.
10. Presenters will be required to provide hard copies of presentations to members of the Council and/or Commissions

Please include your name, meeting name, date, and the item number in the body of your email.

Click here to email your presentation.

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