For club committees

General meeting: finally know in advance how many will come

Registration, agenda motions and meal choice in one form. You plan the room, catering and meeting with real numbers instead of gut feeling.

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How it works

1 Formular instead of round-robin emails, motion emails and phone lists before the meeting

The same meeting guesswork every year

Chairs and schnitzel into the blue

Will 20 or 70 members show up? The committee guesses, the clubhouse ends up too small or half empty, and the food either goes to waste or runs out. Both cost money and nerves.

Motions arrive informally and too late

The statutes require motions with a deadline — but they arrive as two-line emails, verbally after training or only on the evening itself. The agenda is never finalised on time.

The reply-by-phone chain

Hardly anyone replies to the invitation, so a committee member spends evenings phoning down the member list. Hours of volunteer time for information each member could give in two minutes.

How Questee makes the meeting plannable

  1. 1

    Set up one form for everything

    Attending yes/no, plus-one, meal choice, and a motions section with title and rationale. The AI drafts it in 30 seconds — you simply attach the link to the official invitation.

  2. 2

    Members respond in two minutes

    One question per screen, on phone or PC. Whoever has no motion never sees the motions section — conditional logic keeps the form pleasantly short for most.

  3. 3

    Prepare the meeting with real numbers

    You see live: attendance count, meal choices, submitted motions — all documented within the deadline. Update the agenda, order catering, set out chairs. Prepared instead of surprised.

Built for the annual general meeting

Motions section only when needed

Conditional logic reveals the motion fields only when someone selects "I want to submit a motion".

File upload for motion documents

Members can attach detailed motions or concept papers directly as PDFs.

Meal choice included

Schnitzel, vegetarian, nothing — you order exactly what is needed from the caterer.

Submission notifications

New motions reach the committee instantly by email — no missed deadline, no overlooked motion.

Password protection for members

A password from the invitation ensures only club members can register.

GDPR-compliant hosting

Member data on servers in Germany, with a DPA — no US tool between club and members.

Free for the club treasury

Free plan: 3 forms, 100 responses per month — enough for the AGM of almost any club. Pro with your own logo from €9/month billed annually.

Free

3 forms, 250 responses/month

Pro

Unlimited, 10,000 responses/month, AI included

View all plans

Questions from committee work

Does the form replace the formal invitation?
No — you still send the invitation as your statutes require (letter, email, club magazine). The form adds the return channel: instead of "RSVP" with no replies you get structured registrations and motions. The link fits any invitation format, including a QR code in a letter.
Are submitted motions documented within the deadline?
Yes — every submission is stored with a timestamp. If your statutes require motions two weeks before the meeting, you can prove unambiguously what arrived in time. That protects the committee from debates on the night.
Why not just Doodle or a round-robin email?
Doodle handles dates, but not motions, meal choices or plus-ones. Round-robin replies need counting by hand. The form captures everything in one pass and counts for you — with data hosted GDPR-compliantly in Germany rather than with an international scheduling service.
How do we make sure only members respond?
Two simple routes: share the link only via your member channels, or protect the form with a password printed in the invitation. Additionally ask for name and membership number — any outsider stands out immediately when cross-checked against the member list.
What happens to the data after the meeting?
Registration data and meal choices can be deleted after the meeting — data-minimal in the spirit of GDPR. Export the motions beforehand for the minutes. Until then everything sits encrypted in transit and tenant-isolated on German servers, with an Art. 28 GDPR DPA.
Can we capture proxy voting authorisations too?
If your statutes allow proxies, add a field — who represents whom — and let members attach the signed proxy document via file upload. Whether digital form suffices is a matter for your statutes; the form at least makes the capture complete and traceable.
Does this need an IT person on the committee?
No. Describe what you need to the AI in one sentence and get a ready form to adjust. The whole effort is about 15 minutes — less time than a single phone round through the member list.

Your next general meeting: planned, not guessed

Build the form, attach the link to the invitation, plan with real numbers. Free and done in 15 minutes.

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