Vocabulary for Meetings

term meaning
A.G.M. abbr. Annual General Meeting at which directors of a company or association present their annual report to shareholders or members
How many shareholders attended this year's AGM?
A.O.B. abbr. Any Other Business [usually the last item on a meeting's agenda, for raising topics not listed elsewhere]
Add a heading for AOB at the end just in case someone wants to raise something else.
absent adj. not here; not present [at a meeting, in a class, at work etc]
If someone doesn't come to the meeting, write "absent" next to their name.
agenda n. a written schedule or list of topics for a meeting
The first item on the agenda is to make a brief statement of welcome.
apologies n. item on an agenda for announcing people who are absent; apologies for absence
The second item is apologies from board members and office holders unable to attend.
ballot n. a type of vote, usually in writing and usually secret- secret ballot n.
If the workers don't get a pay rise, they'll hold a ballot on whether to strike or not.
casting vote n. a deciding vote (usually held by the meeting's chair) cast only when votes are otherwise equal
It was a tie, so the chair used her casting vote to decide the matter.
chairman n. the person who leads or presides at a meeting - also chairperson or chair [often preferred, esp. when referring to a woman]
The chairman ended the meeting by thanking all those who'd attended.
conference n. formal meeting for discussion, esp. a regular one held by an organisation
At this year's conference, leading scientists will discuss the damaging effects of plastic waste.
conference call n. telephone call between three or more people in different locations
We've arranged a conference call for 2 o'clock, so please make sure you're available.
consensus n. general agreement
There's a growing consensus among shareholders that the CEO's ten million-dollar performance bonus wasn't justified.
decision n. a conclusion or resolution to do something - to decide v.
All decisions made at the meeting must be communicated to our members immediately.
item n. a separate point for discussion [as listed on an agenda]
The next item on the agenda is a proposed wage rise for all full-time employees.
matters arising n. item on an agenda for discussion of what has happened as a result of the last meeting
The first item is matters arising, beginning with the wage rise proposed at last month's meeting.
minutes n. a written record of everything said at a meeting
You can read the minutes of last month's meeting if you want to know what everyone said.
proxy vote n. a vote cast by one person for, or in place of, another person who isn't present
How many proxy votes were cast on behalf of absent committee members?
show of hands n. raised hands to express an opinion in a vote
Voting will be conducted by a simple show of hands.
unanimous adj. in complete agreement; united in opinion
After another year of losses, there was a unanimous vote of no confidence in the CEO.
videoconference n. conference of people in different locations using video links and videoconferencing software to see and hear one another
Before the videoconference begins, make sure your webcam is turned on and your video link is up and running.
vote v. to express an opinion in a group by voice, hand, in writing etc - also n. - to cast a vote v.
Guess how many executives voted in favour of a pay rise for their workers.

You may also find the language of meetings useful.