Tips for the founding meeting
Here you will find tips on how you can carry out a founding meeting for associations. You will also find templates for the order of business and for writing the minutes.
Last updated:
Venue
Since you do not yet have the opportunity to book a room at the educational institution, the foundation meeting can be held in a public place, such as a café. If you expect a lot of people to come, you can check with one of the student pubs whether you can hold the foundation meeting there.
Announcement
Announce the foundation meeting well in advance, and use the channels you have available. For example, you can invite on Facebook, via Canvas or speak in a relevant lecture.
Would you like to promote your foundation meeting on SiO's event calendar? Then you can contact us at eventkalender@sio.no (mailto:eventkalender@sio.no) - we will be happy to help you with that.
Chair
Choose a person who is responsible and controls who has the floor. There may be many thoughts and ideas, so it may be a good idea to have a selected person who has this task. If elections are to be held, it may be advisable for the chairman to be someone who is not running for election.
Reporter
It is important that the founding meeting is properly documented, for the history of the association and when you may need to submit documentation to the Brønnøysund Registers. It may be useful to use a minutes template
Protocol signers
People who sign the minutes/protocol do not need to be prepared in advance, but can be elected at the meeting itself. They must read through the minutes and sign that what is written matches what happened at the meeting.
Counting body
If there is an election of new board members and more than one candidate for the position(s), a counting body must be elected by the assembly. The counting body organizes the "counting of hands" in open elections, and the "distribution, collection and counting of slips" in secret elections. In secret elections, it is sufficient to say who received the most votes, not how many votes each received.
Serving alcohol
It is recommended to hold discussions and elections sober, and preferably wait to serve alcohol until after the meeting. The chairman and those presenting the various matters should of course be sober.