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Club work thrives on personal interaction. However, busy schedules, long distances and limited time budgets are making traditional face-to-face meetings increasingly difficult. More and more clubs are therefore faced with the question of how to hold club meetings online in a meaningful and legally compliant manner without compromising participation, transparency or quorum.
Digital and hybrid meeting formats offer a practical solution here: they enable location-independent participation, reduce organisational effort and facilitate cooperation between the board, committees and members. At the same time, many decision-makers have concerns, for example with regard to legal admissibility, online voting or data protection during video conferences.
In our article, we provide practical examples of what constitutes an online association meeting, when it makes sense to hold one, and how associations can implement digital meetings in a structured, efficient and legally compliant manner.
What is an online club meeting?
An online association meeting is a meeting of association bodies, such as the executive committee, committees or members, which is conducted entirely digitally using online tools. The participants are not physically present in one location, but take part in the meeting via video conference or similar technology.
The aim of a digital association meeting is to enable exchange, discussion and decision-making even when face-to-face meetings are not feasible for organisational or time reasons. This format is an important form of modern association work, especially for voluntary associations.
Online, hybrid or in-person: what types of meetings are available?
There are basically three different formats:
For many clubs, online or hybrid club meetings in particular have established themselves as a practical compromise. This is especially true for regular meetings with a clear agenda.
For which types of associations are online meetings suitable?
Not every meeting has the same requirements. An online club meeting is particularly suitable for:
Particularly in the case of formal meetings with a decision-making character, associations should check at an early stage under what conditions an online meeting is quorate.
What are the advantages of online club meetings?
An online club meeting offers clubs numerous organisational and structural advantages, especially where time, availability and commitment are limited. Implemented correctly, it strengthens cooperation and increases participation within the club.
Location-independent participation and higher participation rates
The biggest advantage of a digital club meeting is that it can be attended from anywhere. Members and board members can participate in meetings regardless of where they live, their professional commitments or mobility. In practice, this often leads to:
- Higher attendance rate
- Greater involvement of younger members or members with heavy work commitments
- Better planning of regular meetings
Time and cost savings for clubs
Online meetings significantly reduce organisational effort. Travel times, room rentals and catering are completely eliminated. This not only saves costs, but also valuable time.
Typical savings potential:
- No travel times
- Fewer missed appointments
- Less preparation required
More flexible organisation in everyday club life
Digital meeting formats can be arranged at shorter notice and are easier to integrate into everyday life. This makes it easier to
- Spontaneous votes in the Executive Board
- Project-related working groups
- Regular status or planning meetings
Being able to hold a club meeting online increases the club’s responsiveness and ability to act.
Relieving the burden on volunteers through digital club work
Many clubs are facing the problem that fewer and fewer people are willing to take on long-term responsibilities. Digital club work, which also includes online meetings, can provide targeted relief here:
- Less organisational pressure
- Clearer structures
- Better work-life balance
Conducting association meetings online in a legally compliant manner
As practical as online club meetings may be, clubs always face the question of whether digital meetings are legally permissible and whether effective resolutions can be passed. The good news is that online meetings are generally possible if certain conditions are met.
Are online club meetings legally permitted?
Whether an online association meeting is legally permissible depends primarily on the association’s statutes. The following applies in principle:
- In most associations, board meetings can be held online without amending the articles of association, provided that there are no regulations to the contrary.
- Stricter requirements apply to general meetings. In this case, the articles of association must generally expressly permit online or hybrid formats.
In the absence of such a provision, associations should consider whether it would be advisable to amend their statutes in order to enable digital formats to be used on a permanent basis in a legally compliant manner.
Quorum & online voting
A key point at every association meeting is quorum. Even at an online association meeting, the formal requirements must be met:
- Timely invitation
- Proper agenda
- Sufficient number of participants eligible to vote
Online voting within the association is permitted provided that:
- The identity of participants is clear
- Voting is conducted in a transparent and comprehensible manner
- Results are documented
Depending on the type of resolution (open or secret), additional digital voting tools may be required.
Data protection & GDPR for online meetings
Personal data such as names, email addresses, or video and audio transmissions are processed during every digital meeting. That is why data protection plays a central role in online association meetings.
Important aspects:
- Use of GDPR-compliant video conferencing tools
- Clear regulations on records
- Restricted access rights
- Transparent information for participants
Clubs should ensure that the tools they use are hosted on servers located in the EU or that appropriate data protection agreements are in place.
An online association meeting is legally possible and practicable if the articles of association, invitation, implementation and documentation are clearly regulated. A structured approach here creates legal certainty and trust among members and board members.
Step-by-step guide for online club meetings
To ensure that an online association meeting does not end in organisational chaos, clear procedures and responsibilities are required. Below, we show you how to make your meetings structured, efficient and legally compliant in just a few steps.
1. Preparation & Invitation
A successful online club meeting begins long before the actual date. During the preparation phase, clubs should consider the following points:
- Select suitable online tool (video conference, voting if necessary)
- Set deadlines early and stick to them
- Send invitations with the agenda in good time
- Communicate access data clearly
- Conduct technical test for moderation and board
The clearer the invitation and agenda are formulated, the more structured the meeting will be later on.
2. Implementation & moderation
Clear moderation is crucial during online club meetings. Digital formats require more structure than face-to-face meetings in order to steer discussions efficiently.
Proven measures:
- Clearly designate moderators and minute-takers
- Regulate speaking times and requests to speak
- Mute microphones by default
- Make targeted use of chat and digital hand signals
Especially with larger groups, consistent moderation contributes significantly to the success of the meeting.
3. Online voting and decision-making
When decisions need to be made, online voting within the association must be clear, transparent and comprehensible.
Important points:
- Determination of quorum at the beginning
- Clearly defined voting questions
- Documentation of voting results
- Consideration of secret or open ballots
Depending on the complexity of the decisions, it may be useful to employ additional voting tools.
4. Minutes & follow-up
The same applies to digital meetings: without minutes, there is no traceability. After the online meeting, associations should:
- Record decisions and tasks in writing
- Send minutes promptly
- Define responsibilities and deadlines
- Document results centrally
A structured follow-up process ensures that decisions made during the online club meeting are actually implemented.
Which tools are suitable for an online club meeting?
Clubs do not need complex IT infrastructure to hold successful online meetings. The key is to use tools that are easy to use, comply with data protection regulations and are tailored to the requirements of club work. Depending on the type of meeting, different categories of tools may be appropriate.
Video conferencing tools for clubs
The central element of any online club meeting is a stable video conferencing tool. Clubs should pay attention to the following criteria:
- Easy participation without technical hurdles
- Stable audio and video quality
- Features such as screen sharing, chat and hand signals
- GDPR compliance and transparent data protection regulations
For voluntary associations in particular, a low barrier to entry is more important than a wide range of functions.
Online voting & decision-making
As soon as decisions are made or elections are held, pure video conferencing solutions often reach their limits. Online voting tools for associations enable:
- Structured and traceable coordination
- Secret or open voting procedures
- Automatic evaluation of results
- Clear documentation for the minutes
The use of such tools is particularly useful for general meetings or larger committees.
Documents, minutes & collaboration
In addition to the actual meeting, digital collaboration plays a central role. Solutions for the following have proven effective:
- Joint processing of agendas
- Central storage of minutes and resolutions
- Clear distribution of rights and roles
A central digital structure not only facilitates the online meeting itself, but also the long-term organisation of the association.
One tool or several solutions?
Clubs are often faced with the decision of whether to use several specialised individual tools or to rely on an integrated platform for digital club work.
While individual tools are flexible, integrated solutions often offer the advantage of consolidating meetings, votes and documents in one place, especially for committees that meet regularly.
Common mistakes in online club meetings
Even though it is quick and easy to set up an online club meeting from a technical perspective, digital meetings often fail in practice due to avoidable mistakes. Being aware of these mistakes early on can save time, prevent conflicts and increase acceptance within the club.
Unclear moderation and lack of structure
One of the most common mistakes is a lack of moderation or overly passive moderation. Without clear leadership, discussions quickly become uncoordinated, especially in larger groups.
How clubs can avoid this problem:
- Determine moderation and minute-taking in advance
- Define clear rules for speaking and voting
- Adhere strictly to the agenda
A well-moderated online club meeting is usually shorter, more focused and significantly more productive.
Using technology without preparation
Technical problems are among the biggest sources of frustration in digital meetings. Untested tools or unclear access procedures delay the start and disrupt the process.
Best practices:
- Perform technical test before the session
- Send clear step-by-step instructions
- Appoint a technical contact person
Underestimating legal frameworks
Another critical mistake is the assumption that every online association meeting is automatically legally compliant. Missing provisions in the articles of association or unclear voting procedures can make resolutions vulnerable to challenge.
Recommendation:
- Review the articles of association regularly
- Documenting quorum
- Record votes accurately
Insufficient consideration of data protection
Data protection is often underestimated in online meetings, especially when private or non-GDPR-compliant tools are used.
What clubs should pay attention to:
- No unsolicited recordings
- Clear information for participants
- Prefer providers that comply with data protection regulations
A data protection-compliant online association meeting strengthens the trust of members in the long term.
Online or hybrid? When is which meeting format appropriate?
Not every association meeting has to be held entirely digitally. Depending on the occasion, the group of participants and the legal framework, an online, hybrid or traditional face-to-face meeting may be appropriate. The key is to choose the format carefully and adapt it to the needs of the association.
When is an online club meeting the best solution?
An online club meeting is particularly suitable if:
- Participants are geographically dispersed
- Regular coordination meetings take place within the Executive Board
- Short-term appointments are necessary
- The organisational effort should be kept to a minimum.
The online format is often the most efficient solution, especially for board meetings, working groups and project teams.
When is a hybrid club meeting appropriate?
The hybrid association meeting combines in-person and online participation. It can be useful if:
- Some of the members would like to or have to participate on site.
- Important discussions should take place in person
- At the same time, high participation should be facilitated.
However, this format is more demanding in terms of organisation and requires reliable technical equipment in the meeting room.
When does it still make sense to hold a face-to-face meeting?
Despite digital possibilities, face-to-face meetings remain justified, for example in the following cases:
- Formally particularly important decisions
- Amendments to the Articles of Association or elections to the Executive Board
- Sensitive topics requiring extensive discussion
Many associations use face-to-face formats specifically for strategic or emotional topics, while operational issues are clarified online.
| Criterion | Online | Hybrid | Presence |
|---|---|---|---|
|
participation |
Location-independent |
Flexible |
On site |
|
organisational effort |
Low |
high |
means |
|
Cost |
Low |
Middle |
high |
|
participation |
high |
Very high |
Depending on the location |
|
technical requirements |
Low |
high |
Low |
Underestimating legal frameworks
Another critical mistake is the assumption that every online association meeting is automatically legally compliant. Missing provisions in the articles of association or unclear voting procedures can make resolutions vulnerable to challenge.
Recommendation:
- Review the articles of association regularly
- Documenting quorum
- Record votes accurately
Insufficient consideration of data protection
Data protection is often underestimated in online meetings, especially when private or non-GDPR-compliant tools are used.
What clubs should pay attention to:
- No unsolicited recordings
- Clear information for participants
- Prefer providers that comply with data protection regulations
A data protection-compliant online association meeting strengthens the trust of members in the long term.
Online or hybrid? When is which meeting format appropriate?
Not every association meeting has to be held entirely digitally. Depending on the occasion, the group of participants and the legal framework, an online, hybrid or traditional face-to-face meeting may be appropriate. The key is to choose the format carefully and adapt it to the needs of the association.
When is an online club meeting the best solution?
An online club meeting is particularly suitable if:
- Participants are geographically dispersed
- Regular coordination meetings take place within the Executive Board
- Short-term appointments are necessary
- The organisational effort should be kept to a minimum.
The online format is often the most efficient solution, especially for board meetings, working groups and project teams.
When is a hybrid club meeting appropriate?
The hybrid association meeting combines in-person and online participation. It can be useful if:
- Some of the members would like to or have to participate on site.
- Important discussions should take place in person
- At the same time, high participation should be facilitated.
However, this format is more demanding in terms of organisation and requires reliable technical equipment in the meeting room.
When does it still make sense to hold a face-to-face meeting?
Despite digital possibilities, face-to-face meetings remain justified, for example in the following cases:
- Formally particularly important decisions
- Amendments to the Articles of Association or elections to the Executive Board
- Sensitive topics requiring extensive discussion
Many associations use face-to-face formats specifically for strategic or emotional topics, while operational issues are clarified online.
Frequently asked questions (FAQ)
Is an online association meeting quorate?
Yes, an online association meeting can be quorate if the formal requirements are met. These include a timely invitation, a proper agenda and the minimum number of participants entitled to vote as specified in the articles of association. In the case of general meetings, online meetings should be expressly permitted in the articles of association.
Are online votes legally permissible in associations?
Online voting within the association is generally permitted, provided that the identity of the participants is clearly established and the voting procedure is documented transparently. For secret ballots or elections, it is advisable to use special voting tools that guarantee data protection and traceability.
Which tools are suitable for a free online club meeting?
For smaller clubs or informal meetings, free video conferencing tools may be sufficient. However, it is important to pay attention to data protection, participant limits and the range of functions. As soon as decisions or votes are taken, free solutions often reach their limits.
Do the association's statutes need to be amended for online meetings?
An amendment to the articles of association is often not absolutely necessary for board meetings, provided that there are no provisions to the contrary. For online general meetings, however, a corresponding clause in the articles of association is usually necessary in order to be able to pass resolutions with legal certainty.
Can online club meetings be recorded?
Recording is only permitted if all participants have been informed in advance and have given their express consent. In addition, the purpose, storage period and access should be clearly regulated in order to meet the requirements of the GDPR.
For which clubs is an online club meeting particularly worthwhile?
An online club meeting is particularly worthwhile for:
- voluntary organisations
- national associations
- Clubs with regular coordination needs
- Board members with limited time resources
Online club meetings: the way forward
An online club meeting has long been more than just a stopgap solution. When properly planned and implemented, it enables clubs to collaborate efficiently, flexibly and in a modern way, especially when time resources are limited.
Digital association meetings are legally possible, easy to organise and offer clear advantages over traditional face-to-face formats. It is important to ensure thorough preparation, clear moderation, transparent decision-making and responsible handling of data protection.
Clubs that make targeted use of online and hybrid formats not only increase member participation, but also create sustainable structures for the future of club work. Online club meetings can contribute to greater efficiency, commitment and planning security, particularly in the executive committee and working groups.
Digital association statutes: regulating online meetings in a legally compliant manner
Club statutes in a digital context: Legal requirements for online meetings, votes and general meetings.
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