Prepare to speak at a meeting or hearing

What you need to know before you speak

After you request to speak at a meeting or hearing, you will receive:

• A confirmation that you’re on the speaker’s list
• Detailed instructions on how to participate (by phone or in-person)

Note We continue to encourage your participation by phone as this is the most efficient way to speak to Council.

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  What to expect if you speak by phone or in-person 

  If you have a presentation, it will be made visible on the livestream, and you will need to say “next” to instruct the moderator to advance to the next slide. Note  Presentations must be received by 5pm the day before the meeting to be accepted. 

  Speak by phone

  1. When it's time for the item you signed up for, join by phone using the phone number you provided in your request form.
  2. At the end of your turn, you may hang up and continue watching the meeting live online.

  Note Your line could be disconnected to accommodate the next speakers on the line.

  What you need to know if speaking by phone

  • A moderator will assist you during the session. You will have 3 minutes at Council and standing committee meetings and 5 minutes at a public hearing to speak. When it's your turn, the moderator will unmute your microphone.
  • At a public hearing only: You will be informed at the end of your time if Council has questions for you and to remain on the line.
  • You can listen to the meeting while waiting on the phone or on the web livestream. Note Mute the livestream when it is your turn to speak.
  • If your call is dropped or disconnected, staff will advise the Chair, who will give you the opportunity to call back to resume your talk.

  Speak in-person

  Attendance in person is available; however, please respect the personal space of others.

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  Speaker process

  Follow the meeting or hearing to know when to speak

  • Watch the livestream
  • Follow @VanCityClerk on Twitter External website, opens in new tab

  When it's your time to speak

  State your:

  • Name
  • Organization (if applicable)
  • Position on the recommendation (for or against)
  • Rationale

  After you finish speaking

  At public hearings only: Any member of Council may ask you questions.

  Note Council will hear all registered speakers. If many people signed up, you may have to attend more than 1 meeting before it's your turn.

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  When you will know its your turn to speak

  • We assign you with a speaker number that shows your position to speak about an agenda item.
  • Numbers are assigned in the order we received requests to speak.

  Track agenda items and speaker numbers

  Note The order of agenda items may change during the meeting. 

  Follow our:

  • @VanCityClerk Twitter account External website, opens in new tab 
  • Watch the meeting live online

  Note Accessibility: If a speaker who requires assistance to present to Council and is present at the meeting, they may have another person read a statement they have prepared or be accommodated at the discretion of the Chair.

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  How long you can speak 

  Note After staff and consultants make their presentations, the chair of the meeting will call upon speakers in the order they signed up.

  • You will have 3 minutes to speak as an individual or on behalf of an organization.
  • Only 1 individual speaker or representative speaker from each organization is permitted.
  • For public hearings only: You have 5 minutes if you speak as an individual or 8 minutes on behalf of other persons or groups (representing 4 or more people, including the speaker). Each person or group representative needs to be present at the public hearing and must not be speakers themselves.
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  How to prepare and submit presentations and written material

  Note We will not accept presentations and written material after 5pm the day before the meeting

  How to submit presentations

  • Email your presentation to speaker.request@vancouver.ca by 5pm the day before the meeting is scheduled to begin.
  • You should receive an acknowledgement email the morning of the meeting. If you have not received an acknowledgement email within this timeframe, email speaker.request@vancouver.ca.

  Where presentations and audio are seen

  Video and presentations are broadcast on the:

  • Screen on the east wall of the Council Chamber behind the meeting chair
  • Computers that councillors use during meetings
  • Screen on the third floor foyer and media centre on the first floor (lobby) of Vancouver City Hall
  • Live webcast

  Audio is broadcast on the:

  • Speakers in the Council Chamber and third floor foyer
  • Live webcast

  How to submit written material

  • Council, special Council, and standing committee meetings:
    • Email the material to speaker.request@vancouver.ca
  • Public hearings:
    • Send your presentation using the public hearing comment form

What to expect when arriving at City Hall and Council Chambers

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  How to access City Hall, main floor, and 3rd floor

  Entering City Hall

  Use the south doors (facing West 12th Ave) to enter and exit the building for all Council events (public hearings, standing committee meetings, Council meetings, and more).

  Note The north brass doors and north stairs are closed. 

  Arriving at the main floor of City Hall

  When arriving for a Council event, you will be greeted by a security officer who will:

  • Give instructions
  • Direct you to the security screening area beside the elevators on the main floor of City Hall
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  Registration and security screening at City Hall

  Not registered for a public hearing? 

  If you haven't registered as a speaker for a public hearing in advance, check in with security on the main floor of City Hall. 

  Security screening requirements

  To access the 3rd floor of City Hall, you will need to pass through a security screening process, which includes a metal detector and bag search. You will then be escorted by elevator to the 3rd floor, where you can access the Council Chamber Foyer and Council Chambers.

  Prohibited items

  If you have prohibited items:

  • Store them in unsupervised designated bins temporarily (at your own risk)
  • Leave City Hall to store the items elsewhere

  Learn more about other prohibited items PDF file (160 KB)

  When you don't want to be screened

  If you don't want to be screened, you can:

  • View the proceedings in the public viewing area on the main floor of City Hall
  • Address Council electronically from a private room set up on the main floor

  After security screening

  When you have completed security screening, the security officer will grant you access to the:

  • Council Chamber Foyer
  • Council Chamber on the third floor
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  Attending the Council Chambers and 3rd floor

  Seating at Council Chambers

  If you have mobility challenges, you will be seated on the main floor of the Council Chamber. All other visitors will be seated on the 2nd floor balcony of the Council Chamber. 

  Waiting in the 3rd floor foyer 

  You may wait in the 3rd floor foyer before entering the Council Chamber. Speak quietly to avoid disrupting Council proceedings. 

  When there may not be access to the Council Chambers

  In certain situations, access to the Council Chamber may be managed through:

  Limited capacity

  If there is not enough room in the Council Chamber because of high number of visitors, you may be asked to watch the meeting from the ground floor viewing area. Priority will be given to registered speakers to enter the Council Chamber. 

  Note As a speaker at a Council event, you may have up to 2 companions in the Council Chamber. 

  Security or disruption concerns 

  If there are security or other concerns about potential disruption to Council business, only registered speakers and their companions can enter the Council Chamber. 

  Note A speaker companion is an individual who attends a Council event together with a speaker for moral and emotional support. A speaker companion is not allowed to address Council.