Meetings viewed on movies or television are always organized and brief. You’d wish it were the same with real meetings. A full house meeting is very rare in the corporate world, especially if it’s a meeting for higher management. They rarely have any free time or schedule for another meeting, and so bringing them together seems impossible. But as they say, “the show must go on,” so you still need to make a list of meeting attendees. It’s not a very difficult task, but you can make the entire process more convenient through a meeting attendance list template.
What Is a Meeting Attendee List?
People who are called for a meeting will usually call or email to confirm if they are coming or not. If you receive such a call or email, then you will need to update the meeting attendee list. A meeting attendee list is a comprehensive attendance list that contains the names, designation, and contact details of the attendees of a meeting. The use of a meeting attendee list is not limited to company meetings. It can be used for intercompany meetings, international conferences, summits, etc. These lists are more detailed, which includes the organization or country where an attendee belongs to and their address. In big conferences, a sample list with the meeting agenda is published in their respective publications to invite interested individuals to join the gathering.
A meeting attendee list needs to include the meeting agenda in the details so that you’ll know what the list is for. If the list is for a board meeting, then the board meeting agenda should be provided on the meeting attendee list. It’s basically the same reason why you write the words to-do-list on top of a list of tasks or chores. To learn more about meeting attendee lists, you can check out free list samples online.
What’s in a List?
There is nothing much in a meeting attendee list, except for the names of the people who will be participating in it. True, the list may not b much, but it’s a handy tool if you know why it’s needed and how it’s used. The need for a meeting attendee list is pretty obvious and that is to provide a complete list of the people who are required to attend the meeting. Invited individuals will have to confirm their participation through a phone call or email. Their name on the list will be marked accordingly. Most lists include the address and contact details so that they can be easily reached for any changes to the scheduled meeting. If you’re giving certificates after the meeting or seminar, then it will be easy for you to determine the number of certificates to print along with the names of the actual participants. And if you think that a meeting attendee list is disposable, then you’ve got it all wrong. The list is recorded on a different medium and kept for documentation where it becomes part of history. That’s what’s in a meeting attendee list.
10+ Meeting Attendee List Samples in PDF | DOC
1. Winter Meeting Attendee List Sample
2. Spring Meeting Attendee List Template
3. Annual Meeting Attendee List Sample
4. Stakeholders Meeting Attendee List Sample
5. Meeting Attendee List Example
6. Technical Meeting Attendee List Template
How to Make an Effective Meeting Attendee List
A meeting attendee list is not really a very difficult document to make, and things will be easier if you know exactly what to do and what to include on your list.
Step #1: Determine the meeting agenda
This is the best way for you to figure out who you should invite to the meeting. You can’t just randomly invite anybody in your company to attend a meeting they don’t know anything about. The questions who, what, where, and when will give you useful answers to help you identify the participants for the meeting. Using a meeting checklist will help you make the necessary preparations.
Step #2: Choose a favorable schedule
With the use of your potential meeting attendees list, set a schedule where all or more than half of the people on the list can attend. You want many participants to attend as much as possible, and nothing beats a well-planned and strategically selected meeting schedule.
Step #3: Send an invitation to the involved entities
Before sending the invitation, make sure that the details of your letter or email is complete. It must include the agenda of the meeting, the date and time of the meeting, who called for the meeting, the meeting venue, and who to contact to confirm attendance. You can easily make a list of meeting attendees using a printable list template and attach it to your letter or email.
Step #4: Make your list open for updates
There will always be last minute changes which is pretty normal, especially if it’s a board meeting or a coporate meeting. It’s actually difficult to bring these people together because of their busy schedule so you need to be prepared for last minute calls or notifications. You’ll have to think and act fast in handling last minute changes.
7. Group Meeting Attendee List Sample
8. Fall Meeting Attendee List Sample
9. Annual Meeting Attendee List Agreement
10. Meeting Attendee List in PDF
11. Meeting Attendee List in DOC
What type of meeting attendee list are you trying to make? If you need help, you can browse through the different list samples above for reference. Reagrdless of what type of list you are making, it’s important to make one that is relevant and complete. Lists may be easy and simple, but if it lacks the essential details then it will not be in any way useful.
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