Organizing an event is only easy when you have everybody working on it on the same page. Collaboration is paramount for every team, organization, or company. Especially one that is planning to organize a large scale event. It’s vital to keep everybody else up to date and informed about all the details regarding the event that they are organizing. Communication is a very important element here. Especially for event organizers who want to ensure that everyone that they are working with knows everything from development to the actual event itself. You’d want it to be as perfect as it is, as it should be. So generally you’d want to avoid further confusion that will only lead to issues during the preparation and development.
There are more than several ways to establish a good communication with your team. But nothing is more effective than conducting a meeting for the event. And when a meeting is being conducted, of course there will be a minutes of the meeting. Meeting minutes are what makes team and event meetings very effective because they highlight the issues that have been covered, decisions made and discussed, motions that have been raised and proposed, items that have been voted on, and the list of tasks that need to be accomplished. It serves as a clear outline for those who have not been able to attend, and a solid reference point to keep track of the things that transpired in the meeting as well as the decisions that have been made.
It essentially covers details like decisions on the theme of the event, the venue, the proper date and time, guestlist, and the more specific details. It’s a relatively important tool to have, especially when the preparation and development of the event takes quite a while. A good reference point from the past discussions will be extremely useful. To properly get to know the document and how it works, check out these event meeting minutes samples that we have listed down below. After getting yourself acquainted, you can then use these samples as guides or even as templates for your own event meeting minutes.
10+ Event Meeting Minutes Samples
1. Event Meeting Minutes
2. Cultural Council Event Meeting Minutes
3. Event Committee Meeting Minutes
4. Event Board Meeting Minutes
5. Commerce Event Meeting Minutes
6. Student Event Meeting Minutes
7. Event Committee Council Meeting Minutes
8. Event Broadband Advisory Meeting Minutes
9. Event Planning Committee Meeting Minutes
10. Special Event Committee Meeting Minutes
11. Event Advisory Service Meeting Minutes
What Is an Event Meeting Minutes?
Event meeting minutes are simply minutes of the meeting that has its own specification. It’s a minutes of the meeting for event meetings that you or your organization might organize. These official documents contain a written record of the meeting done by the entire group, the event organizers, or the event managers. It can serve a multitude of purposes from tracking the progress of the event, provide details for future events, to serve as a reference point for the next event meeting. It also reflects a record of the decisions made, motions moved, items that everyone voted upon, and the list of all the attendees, as well as the tardy and the absent. Overall, it’s an official summary of what happened. A designated or appointed member is usually assigned to take note of the minutes of the meeting. Usually the secretary.
What Should Be Included in an Event Meeting Minutes
Once the role of the taker of the minutes of the meeting has been assigned, the appointed person needs to have a clear idea of what the assigned task is. If they have any questions, they should approach the head event organizer or manager and ask what the parameters are for the event and the meeting and what format should they use in writing. For example, there might be some voting that will take place during the meeting, the appointed person should then ask whether they’ll include the names of the voters in the tally or not. Regardless of formats or other specifics, a minutes of the meeting should include the following components below.
- Date and time of when the meeting took place, following a proper dating format.
- Take note of who were present, who were absent, and who were late. Include that in the final document.
- Motions regarding previous minutes of the meeting
- What decisions or reactions or clarifications were made about the minutes and just the overall agenda of the last meeting.
- Decisions and motions regarding the current agenda
- Tasks and jobs that need to be done
- Steps and proceedings
- Outcomes of the voting
- Motions that have been approved or denied
- Recent accomplishments and businesses
- Details for the next event meeting
Once the meeting has been adjourned, the appointed taker of the minutes need to immediately gather the resources they need to write the document. No it’s not just writing all the information down on a piece of paper. You need to summarize it and make the presentation of the information concise and comprehensible. Make sure to write the final document while most of the information are still fresh in your mind. Review the details, outline the motions made, and make clarifications if necessary.
What should be included in a minutes of the meeting?
It should cover at least the name of the group or organization, date and time of the meeting, venue, name of the appointed minutes takes, the secretary, and the main agenda.
Which is an example of an event?
An example of an event is your high school prom, or graduation. Something that takes place.
What are helpful tips for taking the minutes of the meeting?
- Preferably use a template, like the ones we’ve provided above
- Take note of the attendance as soon as people arrive
- Create introductions
- Keep track of what is happening as they happen
- Seek clarification if confused
- Make sure that the notes that you are taking is clearly and easily understandable
Minutes of the meeting are important documents because they help reinforce the communication efforts of the team. It keeps everyone on the same page to avoid disruptions and hindrances during the preparation and development of the event.
FREE 15+ Sample Meeting Minutes
FREE 14+ Event Checklist Templates
FREE 13+ Sample Event Planning Checklists
FREE 11+ Sample Meeting Summary
FREE 10+ Meeting Minutes Samples
FREE 10+ Charity Meeting Minutes Samples
FREE 10+ Committee Meeting Agenda Samples
FREE 7+ Sample Meeting Summary
FREE 5+ Event Planning Samples
FREE 4+ Sample Political Agenda
FREE 40+ Agenda Samples
FREE 34+ Agenda Samples
FREE 15+ Meeting Minute Sample
FREE 13+ Sample Project Meeting Minutes
FREE 11+ Sample Meeting Minutes