Board Social Activities Outside of the Board Meeting

Julia Eller

Our organization hosts tours or dinners for the Board outside of the hours of the actual Board meeting.  It is confusing to our Trustees to deliver a meeting agenda for the actual Board meeting and then a more comprehensive agenda that includes the Board meeting and additional details like time to check-in, tour information, and dinner details.   Our Trustees would prefer just one agenda to avoid confusion.  How are others handling the notices of social activities or additional information within the OnBoard platform?  

Comments

3 comments

Date Votes
  • Comment author
    Andrew Sompels
    • Official comment

    Julia,

    In the past, organizations with similar situations would create one meeting that includes all events for the board. If the events span over multiple days, you can create a multi-day meeting with one agenda. Below are some steps you can take to accomplish this:

    1. Create one meeting in OnBoard that includes all activities during and outside of the meeting. This meeting can span multiple days.
    2. Use Unnumbered Agenda Sections. to create headers to separate different events on the agenda. 
    3. If using Durations in Agenda Sections, add durations in the unnumbered agenda sections to show the time between activities. Durations must be calculated in minutes.
    4. If using the Calendar Integration, download and add the final agenda to the calendar event on your calendar. This way the agenda can also be accessed in the in attendees' calendars.

    If you require additional guidance on how to handle all events in one meeting, please reach out to success@onboardmeetings.com.

  • Comment author
    Julia Eller

    Thank you for the response Andrew.  Our group purchased the premium package and is considering the use of the AI tool to create draft minutes.  If we set up the agenda as you describe, what would happen with the AI tool? It should not be running and creating draft minutes for the social events and hours outside of the business portions of the meeting which would be the un-numbered agenda items.  

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  • Comment author
    Andrew Sompels

    Automated Minute's OnBoard Recording Assistant can be stopped/resumed or paused between meetings. So, it will only capture the transcription of the meeting during your meeting sessions, unless you decide otherwise. Here is our Automated Minutes Help Article for more information. I'll also notify our CSM team that you're interested in Automated Minutes in case you'd like a demo.

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