Prepare and present at a Governing Board meeting

Before you begin

• Confirm your agenda item, your approximate presentation time, and whether you will participate in person, remotely through Zoom, or both.
• Prepare slides, video, or other digital materials in standard formats that can be opened and tested in advance. Common video formats include MP4, MOV, AVI, and MPEG. MP4 is the most widely compatible option.
• Notify the Superintendent/President’s Office as early as possible if your presentation has special requirements, such as embedded audio, video playback, internet access, adapters, or a live demonstration.

Follow these steps

Submit your materials

1. Finalize your materials. Complete the version you intend to present.
2. Send the final version through the meeting support request sent by Technology Services and Support.
3. Submit no later than 4:30 p.m. on the day of the meeting, which is two hours before the 6:30 p.m. start, so Technology Services and Support can load and test the materials in advance.
4. Describe anything that needs special handling, such as video with sound, animation, links, or use of a presenter clicker.
5. Avoid presenting from a personal laptop or USB device unless that has been coordinated in advance, because it can cause delays or playback issues.

Arrange remote participation through Zoom

1. Submit the Zoom request no later than 2:30 p.m. on the day of the meeting, which is four hours before the 6:30 p.m. start.
2. Provide the remote presenter details through the Superintendent/President’s Office, which supplies the presenter’s name, email address, and telephone number so meeting access details can be sent.
3. Join before open session begins, ideally by 6:15 p.m., to confirm audio, video, and display connectivity.

Present during the meeting

1. Wait for confirmation that your materials and microphone are ready when your agenda item is called.
2. Request support as needed. Technology Services and Support assists with presentation display, microphones, Zoom support, and live streaming.
3. Remember that the meeting is recorded. Any presentation or remarks delivered during the meeting may be included in the live stream and the archived recording.

Confirm it worked

• Technology Services and Support confirms that your materials are loaded and tested before the meeting begins.
• If you are joining remotely, your audio, video, and shared display are verified before open session starts.

Get help

• For agenda items, remote presenter details, and special presentation requirements, contact the Superintendent/President’s Office.
• For presentation files, meeting audio and video, Zoom, or live streaming support, contact Technology Services and Support at helpdesk@solano.edu.