This page offers guidance on different types of association meetings and events. It explains basic preparation, common meeting types, agendas, minutes, remote and hybrid meetings, voting, and practical tools for organising events.
Table of contents
How are meetings prepared?
Good preparation helps meetings run smoothly and makes decision-making clearer.
Before organising a meeting, check:
- what type of meeting it is,
- what the association’s rules say about the meeting,
- who must be invited,
- when and how the invitation must be sent,
- what documents are needed,
- whether decisions or voting will take place,
- who will chair the meeting,
- who will write the minutes,
- whether interpretation, accessibility arrangements, or online participation are needed.
A clear agenda helps participants understand what will be discussed and what decisions need to be made. The agenda should follow the association’s rules and include the matters that need to be handled in that meeting.
Also minutes are important. They show what was discussed, what was decided, and who is responsible for the next steps. They help the association follow up on decisions and may also be needed for financial administration, operation inspection, audits, grant reporting, banks, or legal reasons.
Practical tools
To help associations organise board meetings, you can use the agenda and minutes templates below. The templates are designed for board meetings, but they can also be adapted for other types of meetings when appropriate.
What types of meetings can an association have?
Associations can organise different types of meetings. Some meetings are required by the association’s rules, while others are organised when needed for planning, decision-making, or activities.
The association’s rules should always be checked first. They explain when official meetings must be organised, how members must be invited, and what matters must be decided.
What is a founding meeting?
A founding meeting is the meeting where a new association is created. In this meeting, the founding members usually approve the association’s rules, sign the founding document, and choose the first board.
After the founding meeting, the association can apply for registration with the Finnish Register of Associations.
What is a general assembly?
The general assembly is one of the most important meetings of an association. It is where members use their decision-making power on important matters related to the association.
The association’s rules define how many statutory meetings the association must hold each year. In practice, associations usually hold at least one general assembly each year.
The general assembly may decide on matters such as:
Area | Examples of matters decided |
| Plans and finances | action plan, budget, membership fees |
| Previous year’s activities | annual report, financial statements, discharge from liability for the previous board |
| People and roles | election of the chairperson, board members, operation inspectors or auditors |
| Major decisions | changes to the association’s rules, closing down the association |
If the association has one annual general assembly, many of these matters are handled in the same meeting.
If the association has two statutory meetings, the matters are often divided between a spring meeting and an autumn meeting. For example, the spring meeting often focuses on the previous year’s annual report and financial statements. The autumn meeting often focuses on the next year’s action plan, budget, membership fees, and board elections.
After the general assembly, the minutes should be checked, signed, and stored carefully. The board is responsible for carrying out the decisions made by the general assembly. If the meeting decided on changes to the rules, chairperson, or official signatories, the association may also need to notify the Finnish Register of Associations.
What is an extraordinary general assembly?
An extraordinary general assembly is organised when the association needs to make an important decision outside the normal annual meeting schedule.
This may be needed, for example, if the association must elect a new board member, change its rules, or decide on another important matter before the next annual general assembly.
The association’s rules explain when an extraordinary general assembly can or must be organised, who can request it, and how members must be invited.
What is a board meeting?
A board meeting is a meeting where the board manages the association’s ongoing work. The board discusses current matters, makes decisions, follows the finances, prepares matters for the general assembly, and makes sure that previous decisions are carried out.
Board meetings are different from general assemblies. In a general assembly, members make the most important decisions. In a board meeting, the board takes care of the association’s work between general assemblies.
You can read more about board roles, responsibilities, and board meetings in our article: 🔗What does the board of an association do? (COMING SOON)
What are working group or committee meetings?
Some associations have working groups or committees. These groups may focus on specific tasks, such as events, communications, advocacy, fundraising, or member activities. For example, an association may have an election committee that prepares board elections, or an event committee that helps organise activities.
Working groups and committees usually prepare matters or carry out agreed tasks. They do not normally have the same decision-making power as the board or the general assembly, unless the association’s rules or board decisions clearly give them that role.
What is an event planning meeting?
An event planning meeting is a practical meeting used to organise an activity, training, workshop, campaign, or community event.
In this type of meeting, the group may agree on the event date, programme, speakers, registration, communication, accessibility, budget, roles and responsibilities, and follow-up after the event.
Event planning meetings do not replace official association meetings, but they help the association organise its activities well.
Want to learn more about different types of meeting?
How can associations organise remote or hybrid meetings?
Associations may organise some meetings remotely or in a hybrid format, depending on the type of meeting, the association’s rules, and the current legal requirements.
- A remote meeting means that all participants join online.
- A hybrid meeting means that some participants are in the meeting room and others join online.
Remote and hybrid meetings can make participation easier, especially when members live in different cities or have difficulties joining in person. However, they require careful preparation.
Before organising a remote or hybrid meeting, check:
- whether the association’s rules allow remote participation,
- how participants will receive the link and instructions,
- how participants’ identity and voting rights will be checked,
- how questions, comments, and voting will be handled,
- who will support participants if technical problems happen,
- how the minutes will record participation and decisions.
Remote and hybrid meetings should be organised so that all members with participation rights can follow the discussion, ask questions, and take part in decision-making.
Practical resources
Webinars on remote and hybrid annual meetings (Sivis, in Finnish)
These webinars discuss how associations can organise successful annual meetings remotely or in a hybrid format. Topics include preparation, practical arrangements, voting procedures, and participant feedback. The webinars also cover legal aspects and offer guidance on how associations can handle legal questions related to remote and hybrid meetings.
Take control of remote meetings with a free video series (Osana.fi, in Finnish)
Take control of remote meetings with a free video series (Osana.fi, in Finnish)
Remote annual meetings can be a challenge for many associations and members, especially for less experienced remote users. Clear videos will guide you through the use of remote participation software such as Microsoft Teams, Zoom and Google Meet. The series includes ten videos in Finnish.
Archived resource: Meetings of the association in an emergency
Archived resource: Meetings of the association in an emergency
Older webinar materials may include information from a specific legal situation, for example during the COVID-19 period. Always check the association’s current rules and current legal requirements before organising an official meeting remotely.
In these webinars, find information on how to organise general meetings in exceptional circumstances, as well as a lawyer's answers to questions on the subject.
How can voting or elections be organised online?
If a general assembly includes online participation, the association must make sure that voting is organised in a safe and reliable way.
Before organising online voting, check:
- who has the right to vote,
- whether the vote must be anonymous,
- how to prevent double voting,
- how the voting method will be explained to participants before the meeting,
- how technical problems during voting will be handled,
- how the result will be checked and recorded in the minutes.
If the vote is sensitive, for example when electing people or deciding on a contested issue, the association should pay special attention to confidentiality, reliability, and equal participation.
Practical resources
The resources below give practical guidance on organising online voting and elections.
Systems enabling electronic voting (Sivis, in Finnish)
This page explains how electronic voting works in remote meetings. It outlines the steps and systems needed to organise a secure vote and provides examples of different options from which associations can choose the solution that suits them best.
Voting and elections in a remote meeting (Osana.fi, in Finnish)
This page offers advice on organising remote voting for meetings, focusing on different methods for secure and effective voting. It discusses the importance of ensuring voter anonymity, preventing double voting, and selecting the right tools based on technical needs and ease of use. Legal requirements for remote voting and examples of platforms like Google Forms and SurveyMonkey are also covered.
What needs to be done when organising an event?
Events are an important part of association activities. They can help the association reach members, support communities, share information, organise training, build cooperation, and make the association’s work more visible.
When organising an event, it is useful to plan the practical details early.
Area | Things to consider |
Purpose and participants | purpose of the event, target group, language needs, accessibility |
Practical arrangements | date and time, venue or online platform, programme, speakers or facilitators, materials |
Communication and registration | promotion, registration, participant information, feedback |
Budget and responsibilities | budget, roles, responsibilities, possible partners |
Safety, inclusion and data protection | participant safety, personal data, permits, insurance, food allergies and hygiene, photography and video permissions, safer space principles, child protection, first aid |
Not every event needs all of these steps. A small informal activity may only need light planning. A larger public event may require more preparation, clearer responsibilities, and more attention to safety, accessibility, and data protection.
Where can associations find venues?
Finding venues for meetings and events can be time-consuming, so we have compiled a list of rental venues where you can hold events, meetings and other functions throughout Finland.
If your association has facilities available for meetings or other events, please contact us so we can update the list.
How can associations collect participant information?
Participant lists can help associations manage registrations and keep track of attendance.
Below you can find different participant list templates for individual events, courses, and recurring meetings with the same group. These lists can be edited or translated according to your needs, for example by adding contact details, language or other relevant information.
When collecting participant information, remember to handle personal data carefully. Only collect information that is needed for the event, and make sure the information is stored and used safely.
How can associations create a safer space at events?
When organising an event, it is important to think about how participants can feel respected, included, and able to take part.
Safer space principles can help the association explain what kind of behaviour is expected during the event. They can include, for example, respecting others, not making assumptions about people, using respectful language, allowing everyone to participate, respecting personal boundaries, and asking permission before taking photos or videos.
The principles should be shared with participants before or at the beginning of the event, especially if the event includes discussion, group work, sensitive topics, or participants who do not know each other.
The association should also agree who participants can contact if they experience or notice inappropriate behaviour during the event.
Want to know more?
- Read 🔗Safer events and spaces principles in Moniheli
- You can also look at examples from other Finnish organisations: 🔗Finnish Institute of Occupational Health, 🔗Finnish National Agency for Education, 🔗Väestöliitto
Where can associations share their events and activities?
When organising an event, it is also important to think about how people will find the information.
Associations can share events through their own website, newsletters, social media, member channels, partner networks, and public event platforms.
Practical resource: Lähellä.fi
A national and regional online service where NGOs and communities can share information about their support, activities, events, volunteering opportunities, and ways to participate.
It helps people find meaningful activities, a sense of community, help, and opportunities to get involved.
Associations can use Lähellä.fi to increase the visibility of their activities and make it easier for people to find events and support in their area.
