Meeting Participants

Presenters at podium

Send presentation slides to city staff no later than 24 hours before the meeting start time.

Upon reaching the podium, select your presentation file.
Select presentation mode for PowerPoint, or take your file full screen.
When transitioning from slide to slide, provide enough time for viewers to read everything onscreen.
Unmute your microphone by pressing the button at its base; a green light should come on when the microphone is active.
Adjust microphone height to be the same height as your chin.
Your mouth must be within six inches of the microphone; do not lean back or step away from the podium when presenting.
Speak directly into the microphone; do not speak into the side of the microphone.
Speak clearly; project your voice evenly; talk at a steady, slow pace.
Do not bend your head forward to read notes, with your chin to your chest. Keep your head up and facing the council for optimal clarity.
When you are done presenting, mute your microphone by pressing the button at its base; a green light should turn off when the microphone is deactivated.
Exit out of presentation before leaving podium

To be read before each meeting.

Introduce yourself: state your name and last name
Speak slowly, clearly and loudly
Use simple vocabulary to express your meaning
Explain jargon and technical terms when necessary
Speak in short simple sentences, pausing to permit the interpretation
If speaking directly to the limited-English proficient (LEP) or deaf/hard of hearing person, speak directly to the person not the interpreter
Ask one question at a time
Allow the interpreter to stop you and seek clarification when necessary
- Interpreter will motion the “Time-Out” sign to indicate you to stop or pause
Expect the interpreter to take notes if things get complicated
Be prepared to repeat yourself in different words if your message is not understood
If you suspect that, your message is not fully understood by the interpreter, double check to see if they understand your message
If you suspect that your message is not fully understood by the LEP, deaf or hard of hearing individual, double check to see if they understand your message; e.g. “Tell me what you understand”
Avoid acronyms and abbreviations unless they are well known or defined during the meeting

Se leerá antes de cada reunión.

Preséntese: diga su nombre y apellido
Hable despacio, con claridad y en voz alta
Utilice un vocabulario sencillo para expresar su significado
Explique la jerga y los términos técnicos cuando sea necesario
Hable con frases cortas y sencillas, haciendo pausas para permitir la interpretación
Si se dirige directamente a la persona, hable directamente con esa persona, y no con el/la intérprete
Haga una pregunta a la vez
Permita que el/la intérprete le detenga y pida aclaraciones cuando sea necesario
- El/la intérprete hará la señal de “Tiempo de espera” para indicarle que se detenga o haga una pausa
Espere que el/la intérprete tome notas si las cosas se complican
Prepárese para repetirse con otras palabras si no se entiende su mensaje
Si sospecha que el/la intérprete no entiende bien su mensaje, vuelva a comprobar si ha entendido su mensaje
Si sospecha que su mensaje no es totalmente comprendido por la persona, vuelva a comprobar si ha entendido su mensaje; por ejemplo, “Dígame lo que entendió”
Evite los acrónimos y las abreviaturas a menos que sean bien conocidos o se hayan definido durante la reunión