Speaking at council meetings

The start of council and some committee meetings have defined sections at the start of the meeting for public to speak about issues, ideas or concerns. These sections are public forums and deputations. Both are designed for brief verbal presentations by individuals or on behalf of a group or organisation.

  • Public forums can be on any matter or updates on a group or organisation’s activities.
  • Deputations are on matters within the meeting’s terms of reference and can relate to an item of business on a meeting agenda.

Note that as part of public section of the meeting, presentations will be recorded on the livestream. Names, organisation, topic raised, and any material provided will be included in the meeting record and minutes.

How much time do I have to present?

The length of time for speaking depends on the time available in the meeting and if the presentation is from an individual or on behalf of a group.

  • Individuals can speak for up to 5 minutes.
  • A group or organisation will have 10 minutes.  A maximum of two speakers can speak on behalf of an organisation.

Following the presentation, the Chair may open to Councillors for questions of clarifications or further information. This is not a time to ask questions of councillors or council. No debate or decisions can be made. Issues can be referred to officers to consider options for addressing the matter raised.

Applying to speak at a meeting

Apply to speak at a council meeting by completing the online request form below. Required details are name, name of organisation if applicable, contact details, and a summary of the topic. All applications must receive approval

Applications for public forums must be received 2 working days before the meeting.

Applications for deputations must be received 5 working days before the meeting.

Early applications are encouraged as this provides time to clarify the topic and receive approval from the Chief Executive and Chair of the meeting.

If your application is approved

If a request to speak is approved, Democracy will advise of the meeting and clarify meeting process.

We recommend preparing to be at the meeting at least 15 minutes before the meeting starts and for the first hour of the meeting.

If your application is declined

A request to speak may be declined for one of the following reasons. Some issues will have an alternative option suggested for raising the issue.

  • The application was received too late.
  • The time allocated for public participation is full.
  • The topic is repeating views presented by another speaker.
  • The topic has already been presented at the same or another meeting.
  • For a deputation, the topic is not within the scope of the meeting terms of reference.
  • The public participation relates to a hearing, including the hearing of submissions in a quasi-judicial capacity.

Is there a public speaking time at all meetings?

Public forums and deputations are not part of every meeting:

Yes – Have Public Speaking time

Council Meetings
Operations & Performance Committee
Strategy & Policy Committee
Whanganui Rural Community Board (rural topics only)

No Public Speaking time

Risk & Assurance Committee
Council Controlled Organisations & Economic Growth Committee

View more ways to engage with your councillors

Fill out the form below if you would like to present a matter at a council or committee meeting.

Please provide the name of the organisation or group you wish to speak on behalf of
Please provide us with a brief summary of the topic that you wish to speak about
Please provide us with details of any notes, photographs or other documentation that will be used during your address or presentation (copies will be required for Council’s records)
Upload any supporting documentation - up to 5MB max per file
Type the characters you see in the image below * (Required)

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