Audio/Visual Presentations by the Public
This policy establishes guidelines for members of
the public making a presentation to the City Council and Commissions using
audio/visual equipment during a public meeting. Members of the public are
responsible for submitting their audio/visual presentations at least one (1)
business day prior to the meeting. The audio/visual presentation and related
comments are limited to three (3) minutes and may be less if the Mayor or Chair
deems it necessary to place time constraints on public comment.
Members of the
public may present audio/visual (AV) materials at City Council
and Commission meetings by utilizing the City’s audio/visual
equipment, provided that presentation materials are submitted to
the Media, Library and Information Services Department by 12:00 p.m. one (1) business
day prior to the meeting. Advance submittal of a presentation
will allow the Media, Library and Information Services Department to plan for the use
of the appropriate audio/visual equipment.
AV materials may
be submitted online through the City’s website at
www.cityofcalabasas.com/AVpresentations or in person at the
front desk of City Hall clearly marked ATTENTION MEDIA
OPERATIONS DEPARTMENT. All audio/visual materials submitted must
have a label noting the name or group, contact person, daytime
telephone number, email address, description/title of the
presentation and agenda item title and number. Acceptable
formats for electronic submission are .pdf, .ppt, .pptx, .pps, .ppsx,
.wmv, .avi and .mov.. (Note that .pdf is the preferred format
for Power Point presentations.) DVDs may also be submitted. AV
Presentations will be kept private and not shown to anyone prior
to the meeting.
Members of the
public who have submitted presentations will have the
opportunity to show up the hour prior to the start of a meeting
to double check their presentation. Members of the public will
meet with a member of the Media, Library and Information
Services Department in the
presentations must comply with established time limits for oral
presentations. No serial presentations will be allowed.
Presenters should assume they will have a maximum of three
minutes for their presentation and possibly less if the Mayor or
Chair of the meeting determines that time restraints are
necessary. The time limit includes the time necessary for verbal
remarks as well as presentation of any prescreened visual
materials. If there are technical issues, the presenter should
be prepared to give their comments verbally. There is no
guarantee the presentation will be shown. Any technical
troubleshooting will be counted against the speaker’s time. The
Speaker must be physically present at the meeting to have the
A speaker card
must be filled out for the item on which the presentation will
be made. During the meeting when the speaker is called during
public comment, they should announce their name, city of
residency and say “I have a presentation”.
Media staff will
bring the projector and dais monitor feeds up and the presenter
will then run the presentation from a wireless USB remote
control from the public podium. Members of the public will not
be permitted to sit at the staff or City Clerk’s table.
In the event that
the electronic format of the presentation is submitted on a
timely basis, but does not run upon receipt, Media, Library and
Department staff will email or telephone the speaker/presenter
to inform them that they will need to resend or re-deliver the
presentation by 12:00 p.m. one (1) business day prior to the
scheduled meeting. Otherwise, the material will not be presented
at the meeting.
Once the materials
have been submitted, they cannot be changed prior to the
Speakers are only
allowed to make presentations on agendized items – not on
general public comment.
Presenters will be
required to provide hard copies of presentations to members of
the Council and/or Commissions.
Please include your name, meeting name, date, and the item number in
the body of your email.
Click here to email your presentation.