Deputation
A deputation is a group of people acting on behalf of an organisation or group to make representations to the Council or one of its committees on a specific issue under consideration at a meeting.
The purpose of a deputation is to inform Councillors before they take a decision, to influence the decision they will take and to provide context or a narrative that may not be known to Councillors.
It is helpful for elected members if deputations make clear what action they wish the committee or Council to take on the issue or the outcome they are seeking.
Who can make a deputation
An office bearer of an organisation or group can make a deputation to the Council or one of its committees. A maximum of four people can attend from each group making a deputation. The deputation must relate to an item of business on the agenda for that meeting.
Deputations must not be from individual commercial entities and cannot be made in respect of items which will make decisions on contract awards and property transactions, including disposals, acquisitions and leases.
Deputations are not permitted at the Licensing Sub-Committee, the Development Management Sub-Committee, the City of Edinburgh Planning Local Review Body, the Traffic Regulation Orders Sub-Committee, or to any other quasi-judicial items considered by the Council or its committees.
Request a deputation
Deputation requests must be submit by email or in writing to the Clerk – contact details can be found on the agenda. In your email, please advise
- the meeting you wish to request a deputation to
- the item of business your deputation relates to
- the name of the group or organisation you represent
- your role within your organisation
- the names of any speakers if presenting a verbal deputation
- the roles of any speakers within your organisation
- whether you wish to submit a written or verbal deputation.
Where those requesting to make the deputation are unable to attend the meeting, either in person or virtually, written submissions will be permitted. All written submissions will be published on our website alongside the agenda for the meeting and circulated to members in advance of the meeting.
Written deputations must be delivered to the Clerk no later than 12 noon, two working days before the meeting concerned. Applications for verbal only deputations must be delivered to the Clerk no later than 12 noon, one working day before the meeting.
Committee services will confirm, usually by email, the date, time and venue of the relevant meeting and provide the Microsoft Teams link to join the meeting if the deputation is attending virtually.
There will be a maximum of six verbal deputations at each meeting, on a ‘first received, first served’ basis. The Clerk will confirm whether your deputation can be accepted after you make your request. If there are already more than six deputation requests, you may be able to make a written deputation instead but please ensure you contact us early enough to submit a written deputation before the deadline if required.
Elected members who make decisions at meetings must submit their proposed positions on each item by 12 noon the day before the meeting. This means that written deputations are the most effective way for members to take your deputation into account. Written deputations are sent to members before the submission deadline for their positions, so they can incorporate points made by deputations if they wish.
What happens on the day
The deputations procedure is set out in the Council's .
Council meetings and committees are held in hybrid format. Deputations will be invited to attend either in person or virtually via Microsoft Teams. Deputations will usually be the first substantive item on a council or committee agenda and elected members must agree to hear them under Order of Business. A list of the deputations for a given meeting will be published alongside the papers on the working day before the meeting. Any deputations will usually be heard in the order provided on that list.
Deputations have five minutes to present their case – speakers should consider their speaking speed when preparing their statements (this varies for every person, but might average 100-150 words per minute). This will usually be timed by the clerk and the Lord Provost / Convener will ask you to bring your deputation to a close after the time has elapsed. If the meeting decides to hear more than one deputation on the same subject, they will be heard together. The Lord Provost or Convener will decide how much time to allow. There will a maximum of six verbal deputations heard at each meeting to ensure there is enough time for everyone to speak and answer any questions.
The total maximum time allowed for deputations at a meeting will be limited to 60 minutes. One member per political group (and each independent member) can put a question to the deputation that is relevant to the subject. The total time allowed for such questions will not be more than ten minutes for each deputation. Deputations are not permitted to ask questions of councillors or officers in the meeting or contribute during the councillors discussion of the item.
Most committee meetings are now webcast and any information presented to such a committee, in a deputation or otherwise, in addition to forming part of a webcast will be also be held as a historical record.
Information or statements contained in any deputation to the City of Βι¶ΉΣ³» represent the views and opinions of those submitting the deputation. The reference to, or publication of, any information or statements included within a deputation, including on the City of Βι¶ΉΣ³»’s website, does not constitute an endorsement by the City of Βι¶ΉΣ³» of any such information or statement and should not be construed as representing the views or position of the Council. The Council accepts no responsibility for comments or views expressed by individuals or groups as part of their deputations.
Submit a deputation
For further information or to submit a deputation request, please contact Committee Services using the below details.
Room 4.35City Chambers
High Street
Edinburgh
EH1 1YJ