Guides · Template to download
Agenda: template for general meetings and delegates’ assemblies
The agenda determines what a meeting can discuss and decide. In an association, anything that is not on it may only be decided if the articles of association expressly allow it. Here you will find a template in Word format to adapt, with a short explanation of each agenda item.
The Word template for your meeting
- Page 1: notice of meeting with agenda, all 13 items of an ordinary general meeting
- Page 2: running order for the chair of the meeting, with time budget, responsibilities, documents and technology
- For general meetings, members’ meetings and delegates’ assemblies, free to use and adapt
Word file (DOCX), also opens in LibreOffice and Pages.
The agenda items of an ordinary general meeting
This order has proven itself. The template contains all thirteen items.
01
Welcome and quorum
The chair welcomes those present, states the number of members present and votes and confirms whether the meeting is quorate under the articles of association.
02
Election of tellers
One or more people, depending on the size of the meeting. They count the votes in close votes and in elections.
03
Approval of the agenda
The meeting confirms the order of business.
04
Minutes of the last meeting
They are approved, with or without amendments. They do not need to be read out if they were sent with the notice of meeting. You will find a template in the guide Minutes template.
05
Annual report
The chair or the board reports on the past year.
06
Annual accounts and auditors’ report
The accounts are presented, and the auditors recommend approval or referral back.
07
Discharge of the board
By granting discharge, the meeting approves the board’s management during the past year. Board members usually do not vote on this.
08
Budget and membership fees
The meeting approves the budget and sets the fees, provided the articles of association say so.
09
Elections
Chair, board and auditors, depending on the term of office. Name the candidates in the notice of meeting.
10
Motions from the board
For example projects, regulations or amendments to the articles of association. Enclose amendments to the articles with their exact wording.
11
Motions from members
They must be submitted within the deadline set by the articles of association to be placed on the agenda.
12
Honours
Farewells, anniversaries, honorary memberships.
13
Any other business
Information, questions and dates. No resolutions are passed under this item.
At a delegates’ assembly, the agenda items stay the same. Instead of the members, the sections submit motions, and attendance is recorded per section.
Organising a delegates’ assembly: procedure and checklist ↗Deadlines and form
What the law requires and what the articles of association regulate.
Association
The articles of association determine how and how far in advance notice is given. The law requires the business of the meeting to be duly announced (Art. 67 para. 3 CC).
One fifth of the members
If one fifth of the members request a meeting, the board must call it (Art. 64 para. 3 CC).
Company limited by shares
The notice of meeting with the agenda items and proposals must be sent no later than 20 days before the general meeting (Art. 700 CO).
Tips for an agenda that works
Important items not at the end
Do not leave elections and important motions until last. Towards the end, fewer people are in the room.
Time per agenda item
Set a time for each agenda item and give it to the chair as a running order. The template contains a separate table for this.
Documents in advance
Send documents with the notice of meeting. Then nobody has to read out long texts at the meeting.
Clear motions
Ask for motions to be worded so that they can be voted on with yes or no.
Presentations ready
Prepare presentations for each agenda item and hand them to the technical team before the start.
Template to copy
The text of the notice of meeting, ready to use. Replace the details in square brackets.
Notice of the ordinary general meeting [year]
[Name of the association]
Dear members
We are pleased to invite you to the ordinary general meeting.
Date: [day of the week, date]
Start: [time], registration from [time]
Venue: [venue, address]
Agenda
- Welcome and confirmation of quorum
- Election of tellers
- Approval of the agenda
- Minutes of the general meeting of [date]
- Annual report [year]
- Annual accounts [year] and auditors’ report
- Discharge of the board
- Budget [year] and membership fees
- Elections
- Motions from the board
- Motions from members
- Honours
- Any other business
Please send motions for the general meeting in writing by [date as per the articles of association] to [address or email]. The minutes, annual report, annual accounts, auditors’ report and budget are enclosed.
Please register by [date].
Kind regards
[Name], [position]
Your meeting at Eventforum Bern
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More on the page General meetings and delegates’ assemblies in Bern. You will receive an individual quote within 12 hours.
Frequently asked questions about the agenda
Is an agenda the same as a Traktandenliste?
Yes. In German-speaking Switzerland the agenda is called Traktandenliste; in Germany and Austria it is called Tagesordnung.
What is an agenda item?
An agenda item is a matter dealt with at a meeting. In Swiss German it is called a Traktandum, plural Traktanden, from the Latin “tractandum”, that which is to be dealt with. The word agenda also comes from Latin and means “things to be done”.
What is the agenda called in German, French and Italian?
In German, Traktandenliste in Switzerland and Tagesordnung in Germany and Austria. In French, “ordre du jour”. In Italian, “ordine del giorno”, in Switzerland also “lista delle trattande”.
Can items still be added to the agenda at the meeting?
For information, yes. In an association, resolutions on matters that were not announced are only possible if the articles of association expressly allow it (Art. 67 para. 3 CC).
Who draws up the agenda?
Usually the board. It also adds motions from members that were submitted on time.
Does the agenda have to be sent with the notice of meeting?
Yes. Only matters that have been announced can be decided without restriction. That is why the agenda belongs in the notice of meeting.
How many agenda items make sense?
An ordinary general meeting usually manages with ten to fifteen agenda items. More important than the number is a realistic time budget.
More guides
Articles of association, timeline, notice of meeting and procedure on the day. With a checklist for associations and federations.
Theatre, classroom, banquet and U-shape seating. What they are suited to, how much space they need and what fire safety requires.
Timeline, room, programme, technology and languages. With a checklist for companies, federations and public authorities.
Last updated: October 2026. This guide does not replace legal advice; the law and the articles of association are what count.