Meeting Participants

Presenters at podium

Before the meeting

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

During meeting

  • 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

Interpreter etiquette

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

Etiqueta de los intérpretes

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