Instructions for Public Participation in Meetings Devices Roles During Meeting How To Join Webex Tips and Resources Viewing Options
Instructions for Public Participation in Meetings
Thank you for signing up to speak at the Raleigh City Council Meeting. Please note, we are asking that everyone participating in the public comment and public hearing join 30 minutes prior to meeting start (reflected in your email invitation) so we can make sure the technology is working. On this page, you’ll find further instructions and information about the meeting.
If you’re joining from a tablet or smart phone, download the free Webex app for the best experience.
If you’re joining via telephone (without a computer, tablet, or smartphone app), please use the telephone number and access code provided in the email you received after registering.
Roles During Meeting
Regardless of device you use, people who signed up for Public Comment or Public Hearing will be joining the meeting as an “attendee,” using audio only. Council members and other City staff presenting are “panelists” and will be seen on video. If you’ve sent a presentation (Powerpoint), the call Moderator will control it and you’ll be able to see it on you computer, tablet or smart phone screen as you are presenting.
How To Join Webex
See below for a step-by-step process for joining the Webex Event. These instructions are geared towards people participating in Public Comment.
Join the meeting. There are a few ways to join a meeting from your computer, tablet or smart phone. These include:
- From the email invite you received.
- Click the Join Event link.
- Directly from your calendar
- Click the link in the Outlook calendar item. You can join from the Join Meeting link.
- From the pop-up reminder on the lower right corner of your screen
- Click on the Join Meeting button when it is time.
You will not be able to enter the meeting until the start time (7 p.m.)
Enter your information. After joining the meeting, you may be prompted to enter your name and email address. Enter the first, last name and email you used to sign up to speak (and the invite was sent to) so the Moderator can identify you properly. Do not change the password that has been generated in the password box. Click Submit when finished.
Connect with audio. After entering your information, you will be presented with several options for your audio connection. For audio, select “Call Using Computer” or “Use internet for audio” on tablet or smart phone, and you may need to click the green “join” button again. You may need to give Webex access to your microphone if you haven’t already. Make sure your speaker is unmuted so you can hear the meeting. Click the green Connect Audio button and you will be entered into the meeting.
Take note of your controls. After you join the meeting, the moderator will likely have you muted, and will unmute you when it’s time for you to speak. If the moderator has unmuted you, then you’ll have the ability to mute/unmute, but otherwise muting will always be in moderator’s control. The icons below will be displayed on a computer. Some may be hidden under the (…) icon on tablet or smart phone.
- Mute/unmute your audio (when moderator isn’t controlling, which will be most of the time)
- Share content (files or screens) within the meeting – this is greyed out / not an option for attendees
- Display/hide participant list (list will appear to the right on a computer, as a pop up on tablet, smart phone under (…) icon)
- Open/close meeting chat
- You will only be able to chat host directly, e.g. if you have a technical issue
- Chat will appear on the right side for computer, or as a pop up for tablet and smart phone
- More options listed by name (…) (e.g. change audio connection)
- Leave/end the meeting
* The mute box will turn red when it is in use.
Select viewing options. Next, three viewing options will appear. Click the Grid View option. This will allow you to see all video members participating in the meeting. When someone is sharing their screen with a presentation, it may change the view.
Tips and Resources
Virtual Council Meeting Tips
- Sign in with the first and last name you used to register
- Do not change the auto-populated meeting passcode
- Keep your speakers unmuted so you can hear the meeting
- You may need to give Webex access to your microphone and speaker if you haven’t already
- Remember to see if you are muted before you start to speak (microphone icon will be red)
- To minimize background noise, use headphones and mute yourself when not speaking
The general public can view the meeting via regular channels – the City’s website, YouTube, or TV (RTN 11). Remember, the meeting will look a bit different than usual. Instead of seeing the Council Chamber, viewers will see the streaming Webex (with Council members and City staff on webcams). The meetings will take a little longer to allow for speakers to transition and other logistical aspects.