What is a deputation?
A deputation is a group of persons 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 decision makers (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.
How do I request a deputation?
Deputation requests must be submitted by email or in writing to the Clerk – contact details can be found on the agenda. In your email, please advise the following information:
- 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.
What will happen on the day?
The deputations procedure is set out in the Council's Standing Orders.
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.
The total maximum time allowed for deputations at a meeting will be limited to 60 minutes. Please note if there are a large number of deputations, the time you have to present may be reduced to accommodate all speakers in the 60 minute time limit. 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 for up to 5 years.
Information or statements contained in any deputation to the City of Edinburgh Council 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 Edinburgh Council’s website, does not constitute an endorsement by the City of Edinburgh Council 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.
Committee services
Room 4.35
City Chambers
High Street
Edinburgh
EH1 1YJ
committee.services@edinburgh.gov.uk