---
title: How to indicate the presence of a guest at a meeting
description: Learn how to document the presence of external guests in your agendas and minutes, whether for the entire meeting or a specific topic.
---
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# 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.
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