Updated on October 13, 2024
As short-term rental ordinances are debated in city hall, there are often several opportunities to submit public comments (also called testimonies) to decision-makers. This doesn’t mean just the City Council – the process often includes multiple committees, commissions, advisory boards, and/or task forces who each consider ordinance proposals through different lenses.
If you operate short-term rentals or rely on STR business in any way, participating in public comment opportunities with each of these groups is a must.
But we know it can be intimidating to speak up, particularly if you’re new to testimonies or dislike public speaking. You’re not alone! This guide will help you feel prepared and empowered to overcome any fears and ensure your comments are received as effectively as possible.
And remember: your council members and other decision-makers want to hear from you. They work for you.
What are public comments?
Generally speaking, public comment openings allow you to tell decision-makers your thoughts on an agenda item (short-term rental rules, in this case) and how they can best serve you and your community.
Public comment usually takes two forms: written comments or live comments. Public comment periods are associated with specific meeting agenda items. We strongly recommend that you speak in person whenever possible. Simply taking the time to show up will demonstrate how important this is to you. Council members will not be distracted, and the council will be able to see the volume of STR support when operators fill the council chamber (or Zoom room).
See more advocacy resources in the RR Network >
Public Comment Rules and Guidelines
First things first, always check the public comment procedures on the meeting agenda. Most governing bodies will have specific requirements for public comment, such as sign-in procedures, time limits, whether to include your address in your statement, and deadlines for submission. In most cities, agendas must be published on your city’s government website at least 72 hours before a meeting, and they will include instructions on signing up to speak or submitting your comment. Don’t hesitate to call your city clerk if instructions are unclear or not published on time.
Virtual Public Comments
During Covid-19, cities adapted how public comment is conducted and leaned heavily on virtual technology. Many are continuing to allow virtual or hybrid attendance, so make sure meeting access instructions are clear and you have the right tech to access to the meeting. A computer with reliable Wi-Fi or a smartphone with a strong signal will usually suffice.
You can always start preparing before the instructions are available, but once you know what they are, follow them to a T. This will show officials that you respect the process and their time. It will minimize any issues that could hinder you from making your voice heard.
Time Limits
Spoken testimonies or comments during city meetings are usually limited to three or two minutes per person, and sometimes just 60 seconds when there are a lot of speakers. Even if that feels like plenty of time, it can go by quicker than you think. To make the most of it, first and foremost make sure your message can be completed within the limit. Spoken comments average about 130 words per minute, so as you’re writing out what you’re going to say, use the following as a guide:
- 1-minute testimony = 130 words
- 2-minute testimony = 260 words
- 3-minute testimony = 390 words
What should be in a public comment?
Testimonies should cover four basic things:
- Who you are
- Why this topic matters to you
- What specific points do you not support and what you do support
- Alternative solutions you would support instead (the days of no STR regulations are behind us)
Public Comment Tips
As you craft your testimony, consider these tips regardless of how your statement will be submitted:
- Be mindful of your tone. Above all, be keenly aware of how your message will be received. Even if you are angry, being the adult in the room will help your words carry far more weight.
- Time is limited, so keep it brief.
- Be crystal clear. Keep your words and message simple to leave no room for confusion or misinterpretation.
- Be bulletproof. If you make a claim, back it up with data and reputable sources.
- Get a second (and third and even fourth) set of eyes to review your statement. Have an honest friend read or listen to your testimony to make absolutely sure your message is coming across effectively.
Read more: Using the Inverted Pyramid in Advocacy Messaging
Although city meetings will have a predetermined time allotted for each speaker, things outside your control can eat into those minutes, such as a faulty microphone, pleasantries with the officials or staff, or a last-minute shortening of everyone’s time to allow for many speakers. You can prepare for these two ways:
- Prioritize your message: Make sure your most critical point(s) is/are made in the first minute of your testimony. That way, if your time gets cut short, it gets cut off at the end after your most important point has been made.
- Be flexible: Be ready to adapt with shorter versions of your testimony if needed. If you’re comfortable doing so, you can also adjust your testimony based on the comments made before you, such as eliminating a point already covered and discussing something else in its place or correcting misinformation in previous testimony.
Practice Your Public Comment
Whether it’s your first time speaking or your 1000th, practice will help you feel cool, calm, and in control. It will also help ensure your message can be delivered within the time limit. Run through your comments with a timer, rehearse in front of a mirror, and record yourself so you can play it back and note areas for improvement.
During the meeting and before you speak, take deep breaths. Nerves, anger, or excitement can elevate your heart rate and make your comments shaky or rushed. It’s OK if your testimony isn’t perfect! No one expects you to be a professional speaker, and elected officials will appreciate your authenticity. But taking deep breaths will help you keep your voice steady and your heart rate under control so that you feel calm, confident, and strong at the podium.
Leader Seminar Replay: Data-Driven Storytelling for Effective Advocacy
Submitting Effective Written Public Comment
Submitting written comments may be easier for those testifying for the first time. As with spoken testimonies, be mindful of the limited time and attention decision-makers will have available to read your message. Keep your comments succinct accordingly – a maximum of about 600 words or about a page and a half.
Format Your Public Comment Effectively
Make it even easier for recipients to quickly absorb the information you’re sharing with some formatting practices:
- Add subheads to break up sections and visually highlight your most important statements
- Use bold or italics for emphasis, not ALL CAPS FOR EMPHASIS; otherwise, IT COMES ACROSS AS SHOUTING
- Restrict underlines to links only
Note that even though written comments are submitted online, your statement becomes a part of the public record and can, therefore, be seen by all.
Sample Public Comment Testimony:
Good evening council members,
My name is Jane Doe and I live at 1725 Slough Avenue. I appreciate the opportunity to speak on the short-term rental topic tonight. I have been a host in Townville for the past four years, renting out the guest house on my property. My guests are often families visiting students at the university, Townville Hospital patients or their families, and retirees considering moving here. Not only have I met lifelong friends through this experience, hosting has helped me pay for my daughter’s college education, maintain my property to the highest standards, and save for retirement.
But STRs don’t just benefit hosts. They benefit all of us. As the Tourism Board reported, STRs and guests like mine generate $7 million in visitor spending in Townville. I would like to emphasize that STRs disperse this money to small local businesses away from major hotel commercial areas. That money stays in our community.
I understand and empathize with the concern some residents have with potential nuisance issues at STRs in their neighborhoods – but all properties and all tenants have the potential to cause nuisances, and STRs are often unfairly scapegoated. In fact, a study by the College of Charleston found that STR guests are not louder than long term tenants. Still, I agree that nuisance issues could be better mitigated across the board. This can be easily accomplished with the enforcement of Townville’s existing nuisance ordinance, rather than stripping the rights of responsible STR operators like me.
As you consider this ordinance proposal, your decisions should be based on facts and data, not anecdotes, as well as all that STRs bring to Townville and all of the tools that already exist. Let’s not throw the baby out with the bathwater with overreaching and unnecessary restrictions that burden town resources, don’t solve anything, and hurt responsible hosts.
Instead, please consider a balanced approach that allows responsible operators to continue hosting with reasonable requirements so that our entire community may all continue to benefit.
Thank you.
Bonus Tip: Coordinate Public Comments with Others!
Wherever possible, teaming up can make a big difference. Try getting together with other STR operators in your area to coordinate who covers what in a public comment opportunity. Working together will not only help make sure all points are conveyed, but it will also demonstrate that the STR community is a united front.
Find testimony teammates through your local short-term rental alliance. These organizations are a great place to find peers, team up on advocacy efforts, answer questions, gather talking points for testimonies, and so much more. Search our directory here to find one in your area.
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