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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
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Lynette Peterson
City ClerkPhone: 507-645-3001
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Sara Hoffman
Deputy City Clerk / Executive Administrative AssistantPhone: 507-645-3060