Making a presentation virtually at a meeting

Upon receipt of your request to speak at the meeting, you will be provided a Teams meeting invite.

Please note that neither a computer, nor a video sharing device, is required to participate in the meeting. You may also opt to call in from a cell or landline. A call-in number will be provided in the email invite for this purpose.

The following information is provided for your consideration and guidance during remote participation in the meeting:

• Screen-sharing will not be enabled for participants during this meeting. Those who wish to provide a visual presentation (PowerPoint or other) must email it to clerks@greatersudbury.ca. Clerk Services staff will share your presentation from their screen as you speak. To allow sufficient time for setup and testing in advance of the meeting start time, those who wish to provide visual presentations are required to register to speak and provide those materials to Clerk’s Services prior to 4 p.m. one business day prior to the meeting date.
• When you join the meeting, either by phone or online, you will be admitted in as an attendee. You will not be greeted upon joining the call. You will be able to hear the meeting and see the active speaker (if you have video capability), but your mic will be muted until it is your turn to speak. 
• You may also follow along on livestream until you are called upon to speak (a separate device is best if you are calling on a cell), but you must mute that feed when you are called on to speak in order to prevent feedback. Please note there may be a 5 to 30 second delay between the live meeting and what you see on livestream.
• If you join the Teams meeting through your phone, please do not put the phone on hold at any time, as this will result in broadcasting “hold music” online once your mic function is unmuted.
• To optimize call quality when using a laptop, a headset with microphone is best if available to you; otherwise, whether using your laptop microphone or cellphone, please speak directly into the receiver and do not use speaker phone.
• If you are having technical difficulties on the date of the meeting with respect to gaining access to Teams, you may contact the Clerk’s Office at clerks@greatersudbury.ca or 705-674-4455, ext. 4209. Please be advised that the City has limited resources available and is not able to diagnose or address technical issues with your hardware or internet connection.
• Please be reminded that the meeting will be streamed live and archived to the livestream. If you enable your camera, you will appear to meeting participants and on the livestream.
• Please do not share the Teams meeting details with anyone or post through social media. These details are restricted to members of Committee and Council, specifically designated staff, applicants or their representatives and persons that have made a request to speak. All others will be able to watch and listen to the meeting on the City of Greater Sudbury’s livestream.
• Public delegations will be provided five minutes to make their comments once called upon to speak by the Committee Chair. Questioning of / debate with the members (or staff) is not permitted. If you have questions, you may state them during your five minutes. Your comments must be directly related to the content of the report(s) to which you are speaking. The committee members may choose to ask you followup questions following your remarks, comment, or ask staff to respond to what you have said.
• You are encouraged to send written comments for the Committee’s consideration in addition to your oral presentation. Submit comments in writing to the City of Greater Sudbury, City Clerk, Box 5000, Station A, Sudbury, Ontario, P3A 5P3, prior to this meeting or by email to clerks@greatersudbury.ca. Comments received prior to 4 p.m. one business day prior to the date of the meeting will be provided to members of the Planning Committee and Council prior to the meeting.