How to indicate the presence of a guest at a meeting
Properly document the participation of external guests in your agendas and minutes
It sometimes happens that an external person is invited to a board meeting, either for the entire meeting or for a specific topic. It's important to document this presence clearly in your official documents.
Where to note the presence of a guest in Panorama
Guests are not added to the attendance table (reserved for board members). Their presence is instead indicated in text notes, depending on their participation.
Case 1: The guest is present for the entire meeting
If the guest participates in the entire meeting, note their presence under the "Opening of the meeting and quorum" topic.
Where to add it: In the notes box in the "Opening of the meeting and quorum" topic
Sample wording:
[Guest name], [title or role], is also present as a guest for the entire duration of the meeting.
Concrete example:
Marie Tremblay, Chief Financial Officer, is also present as a guest for the entire duration of the meeting.
Case 2: The guest is present for a specific topic
If the guest participates only in part of the meeting (for example to present a report or participate in a specific discussion), indicate their presence under the relevant agenda topic.
Where to add it: In the notes box of the specific topic in the agenda or minutes
Sample wording:
[Guest name], [title or role], joins the meeting to present [the topic] / to provide their expertise on [the topic]. They leave after their intervention.
Concrete example:
Jean Dubois, technology consultant, joins the meeting to present the digital transformation project. He leaves after his intervention.