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Virtual meetings

Instructions for joining a virtual meeting

For the best experience you should join the meeting via tablet, computer or smartphone by selecting the "online" option. For help on how to do this you can view our guide.

To join by telephone you will need to first dial: 020 3321 5208 and then enter the "Conference ID" for the relevant meeting that you are trying to join.

The dialing in details will be available on the website on the day of the meeting.

Joining and listening to a virtual meeting

  • On the day of the meeting, the member of the public must click on the link /enter the dial-in details at least 10 min before the meeting and wait until they are allowed into the meeting. They will be able to listen to the proceedings but their microphone will be muted and must remain muted for the duration of the proceedings.
  • In case of disruptive behaviour, the Chair would be entitled to ask the Clerk or another support officer to mute or remove a participant from the meeting.

Participating in a virtual meeting

  • Any member of the public wishing to participate in a meeting (e.g as an objector at a Planning Committee meeting) shall do so by prior arrangement in line with the Council protocol for public speaking by accessing the video conferencing or other facilities provided by the Council. If joining via an audio link, the member of the public must inform the Clerk of the number they will be calling from in advance of the meeting in order to be identified.
  • If it is not possible for the member of the public to participate in a virtual meeting, then they should be given the option to submit a written copy of their statement to the Clerk in advance of the meeting. The statement would be read out by the committee Clerk or Chair on behalf of that individual at the meeting.
  • Should deputations/requests to speak be agreed, Members of the public will be invited by the Clerk to join the meeting remotely for the purpose of delivering their statement.  
  • On the day of the meeting, the member of the public must click on the link /enter the dial-in details at least 10 min before the meeting and wait until it is their turn to speak. They will be able to listen to the proceedings but their microphone will be muted until it is their turn to speak.
  • The usual rules about the permissible duration of speaking will apply. The member of the public will be informed from the outset of the time allowed and the Clerk/Chair will keep track of time, advising the speaker when their time is almost up (usually when 30 seconds or less remaining
  • Having spoken for the allocated time they will be informed by the Chair that their time has expired and thereafter muted and will be removed as a participant from the meeting.
  • In case of disruptive behaviour, the Chair would be entitled to ask the Clerk or another support officer to mute or remove a participant from the meeting.