Prepare to speak at a meeting or hearing

What you need to know before you speak

When you sign up: 

• You’ll be assigned a speaker number based on when your request was received. This determines your place on the speakers list for that item. 
• You’ll receive a confirmation email with details about how to participate and what to expect; including guidance on how to frame your comments  
• You can change your participation method (phone or in person) by replying to that email. 
• Speaking by phone lets you participate from anywhere, making it the most convenient option for many. 

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

  Speaking by phone

  • Phone in when your item comes up using the number you were given. 
  • A moderator will guide you and unmute your line when it’s your turn. 

  Speaker time limits

  Council and Standing Committee meetings

  • 3 minutes for each speaker
  • 5 minutes for each speaker if you’re representing a group of 3 or more people (excluding yourself)
    • Everyone in the group must be present, either in-person or online, and not speak separately. 

  Public hearings

  • 5 minutes for each speaker 
  • 8  minutes for each speaker if you’re representing a group of 3 or more people (excluding yourself)
    • Everyone in the group must be present, either in-person or online, and not speak separately. 

  Tips for speakers 

  • Mute the livestream while speaking to avoid feedback. 
  • If your call drops, you’ll be given a chance to call back and continue. 
  • If you're using slides, say “next” to move through them. 

  Note Deadline for slides: 5pm the day before the meeting. Late submissions, including for reconvened meetings, will not be accepted.

  If you arrive at City Hall

  • Arrive at Vancouver City Hall at least 15 minutes before your item. Identify yourself to security. You may wait in a designated area until it’s your turn. 
  • A staff member will escort you to the Council Chamber when it’s time to speak. 
  • You’ll go through a security screening (metal detector and bag check). 

  Accessibility at City Hall

  • City Hall:
    • Is wheelchair accessible
    • Has elevators
    • Has ramps
    • Has gender-inclusive washrooms
  • Staff can adjust the microphone height to fit your needs. 
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  Speaker process

  • You’ll be called based on your speaker number.
  • A reminder email will be sent approximately 15 to 30 minutes before your turn.

  If you miss your turn to speak

  Council and Standing Committee meetings

  If you are registered to speak and miss your turn, you will be offered another chance to speak after all other registered speakers have finished.

  Public hearings

  If you miss your turn, you can speak at the end of the meeting when the Chair calls 3 times for any more speakers.

  Track meeting progress

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

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

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  How to prepare and submit presentations and written material

  Submitting slides or written comments

  All materials are due by 5pm the day before the meeting.

  How to submit slides

  Email to speaker.request@vancouver.ca

  How to submit written comments

  • Submit comments for Council or Standing Committee meetings
  • Submit comments for a public hearing

  Need support to participate?

  If you need help participating, you may:

  • Have someone read a prepared statement on your behalf
  • Make other accommodation requests during the Council meeting, which will be provided at the Chair’s discretion