Virtual or Hybrid General Meeting: How to Run One

A virtual general meeting takes place entirely online, while a hybrid meeting combines a physical venue with members who join and vote remotely. Both can run as smoothly as an in-person meeting if three things are settled beforehand: the legal basis, the technology for discussion and the technology for voting. This guide covers each step, from the invitation to the minutes.

Virtual, hybrid or in person?

Format	Advantages	Drawbacks
In person	Familiar, easy to verify identity, good for debate	Travel, lower turnout in large organisations
Hybrid	Choice for members, venue remains	Most demanding technically: room sound, camera, two audiences
Virtual	No venue, high reach, easy to attend	Debate feels more formal, members without internet need another route

The hybrid format sounds like a compromise but is the hardest to run well. Remote participants must hear the room clearly and be able to speak, and chairs tend to forget them. If you choose hybrid, appoint one person whose only job is to look after remote members.

Step 1: Check the legal basis

Your constitution and national law decide whether you may meet online. In Germany, for example, associations may hold hybrid meetings if the invitation provides for them, and fully virtual meetings after members have resolved to allow them. Companies, cooperatives and owners’ associations often follow separate rules. Our guides to associations and clubs and to owners’ associations go into more detail.

Step 2: Write the invitation

Besides the usual agenda and notice period, the invitation for a virtual or hybrid meeting should state:

• the format and, for hybrid meetings, the venue;
• the video platform and how to join;
• how members identify themselves;
• how votes will be held, and whether a separate voting tool will be used;
• a contact for technical questions before and during the meeting;
• how members without internet can take part, for example by proxy.

Step 3: Set up the technology

You need two tools, which may come from one provider or from two:

1. A platform for discussion, usually a video conferencing service with a waiting room, a chat or hand-raising function and screen sharing.
2. A tool for voting. For open votes on simple questions, a live polling tool or the platform’s own poll function may be enough. For elections and secret ballots, use election software that checks eligibility and separates identity and vote. The reasons are explained in security and ballot secrecy.

Send each eligible member personal access details for the voting tool before the meeting. Generic links shared in the chat invite guests to vote.

Step 4: Rehearse

Hold a rehearsal with the chair, the minute-taker, the platform host and one or two members. Test:

• joining from a laptop and a phone;
• muting, unmuting and hand-raising;
• one test vote from start to result;
• for hybrid meetings, the room microphone and the screen that shows remote participants.

Step 5: Run the meeting

• Open early so that members can sort out audio problems before the start.
• Establish the quorum from logged-in eligible members, not from the number of video tiles. Our explainer on majorities and quorum shows the common rules.
• Explain the voting procedure once at the start: how a vote is opened, how long it stays open and how the result is shown.
• Announce each vote clearly, leave enough time, and read out the result including abstentions if your rules count them.
• Keep the chat in view. Questions and points of order often arrive there first.

Step 6: Minutes and follow-up

Record the format, the platform and voting tool used, the number of eligible members present at each vote, the results and any technical disruptions. Keep the voting tool’s report with the minutes. Send members the result promptly, ideally on the same day.

Checklist for the day

• Chair, minute-taker and platform host named and briefed
• Voter register uploaded, access details sent
• Rehearsal done, test vote deleted
• Fallback agreed if the platform or voting tool fails
• Contact for technical help announced
• Result template for the minutes ready

This page provides general information and is not legal advice. Check your constitution and the law that applies to your organisation.