Speak at a Council or Committee Meeting
We welcome members of the public to share their views with Waikato Regional Council. There are three main ways you can do this: Public Forums, Deputations, and Petitions.
The option that is right for you depends on what you would like to achieve.
Public forum
A public forum is an opportunity for members of the public to raise an issue, idea, concern, or topic directly with elected members.
You can speak about a matter that is not on the meeting agenda, provided it falls within the responsibilities of the Council or committee.
Public forums are only available at selected meetings. Currently, only the Regional Transport Committee, RTC Public Transport Subcommittee and WRC Transport Committee provide for public forums.
Key points:
- Up to five minutes speaking time per speaker.
- Requests should be made at least ten clear working days before the meeting.
The Chair may approve late requests. - Councillors may ask questions for clarification after you speak.
- The meeting cannot debate or make a decision on matters raised during the public forum unless the matter is already included on the agenda.
A public forum may be suitable if you want to:
- Raise a community concern.
- Bring an issue to councillors' attention.
- Share your views on a topic that is not already on the agenda.
Deputation
A deputation is a presentation to Council or a committee about a matter that falls within that meeting's responsibilities (in other words it is an item that is on the agenda for that meeting).
Unlike a public forum, a deputation is generally used when you want to speak about a specific issue that relates directly to the work of the Council or committee, or about a matter already being considered by the meeting.
Key points:
- Approval is required from the Chair (or delegated officer).
Requests should be made at least ten clear working days before the meeting. - The Chair may approve late requests.
Speakers can speak for up to five minutes, although the Chair may allow more time. - Organisations may have up to two speakers.
Councillors may ask questions for clarification after the presentation. - Any discussion or decision on the matter must occur when the relevant agenda item is considered.
A deputation may be suitable if you want to:
- Present information, evidence, or recommendations to elected members.
- Speak about a matter that is already before the committee or Council.
- Represent an organisation, community group, or interest group.
Petition
A petition is a formal way to demonstrate support for a particular issue or request.
A petition allows a group of people to present a shared concern or proposal to Council or a committee.
Key points:
- The petition must contain at least 20 signatures.
- The petition text must be fewer than 150 words (excluding signatures).
- Petitions must be submitted at least five working days before the meeting.
- The Chair may waive this requirement.
- The person presenting the petition may speak for up to five minutes.
- A petition can also be presented as part of a public forum or deputation.
A petition may be suitable if you want to:
- Show community support for a proposal or concern.
- Ask Council to consider a particular action.
- Demonstrate that an issue affects a wider group of people.
Which option should I choose?
| If you want to... | Best option |
| Raise an issue or share your views with elected members | Public Forum (where available) |
| Present information or speak about a matter the committee or Council is considering | Deputation |
| Gather community support and formally request action | Petition |
Before you apply
- Please note that requests may be declined if:
- The matter is before the courts or subject to legal proceedings.
The matter is currently the subject of a hearing or submissions process. - The presentation is offensive, disrespectful, or repetitive.
- The speaker has recently presented on the same issue.
Request to speak
To request a public forum, deputation, or petition presentation, please complete the form below.