This is a quick guide on how to end a meeting. A meeting can be concluded at a set time, or once all of the items on the agenda have been considered, or whenever a majority of the group decides to end it.
The Skinny
- What motion should you use to end a meeting?
Use the motion called Adjourn.
- What should you say when making this motion?
If you want to end the meeting immediately, say this: “I move to adjourn.”
If you want to end the meeting at a future time, say this: “I move to adjourn at [time you want to adjourn].”
See the next point for why it’s important to be precise as to when you want to end the meeting.
- When can you make this motion?
If you want to end the meeting immediately, you can make this motion anytime that the motion Fix the Time to Which to Adjourn is not pending.
If you want to end the meeting at a future time, the motion is treated like a main motion, and you can make it only when no other main motion is on the floor.
- Can you interrupt another speaker to make this motion?
No. You must be recognized first by the Chair.
- Does someone have to say “Second” after this motion is proposed?
Yes.
- Can people debate the pros and cons of this motion?
If you want to end the meeting immediately, the motion cannot be debated.
If you want to end the meeting at a future time, it can be debated.
- Can this motion be amended?
If you want to end the meeting immediately, it cannot be amended.
If you want to end the meeting at a future time, it can be amended as to the time of adjournment.
- How many votes does this motion need to pass?
Majority. More than half of the votes cast must be in favor of ending the meeting.
An Example
- A controversial main motion is on the floor or on the agenda. But the group simply is getting tired.
- The group does not want to vote on the controversial main motion or finish the agenda.
- A member seeks recognition by the Chair and once recognized, says, “I move to adjourn.”
- Another member says, “Second.”
- The Chair takes a vote on the motion to adjourn the meeting.
- If a majority agrees, the meeting is immediately adjourned, and the group will meet again at its next regularly scheduled meeting, unless it adopted a motion earlier to continue the meeting on another day before the next regularly scheduled meeting. If a majority does not agree, the meeting continues.
A Second Example
- A meeting is running long, and the group is not going to get through the agenda at a reasonable hour but is not ready to adjourn just yet.
- A member seeks recognition by the Chair and once recognized, says, “I move to adjourn at 8:00 p.m.”
- Another member says, “Second.”
- The Chair asks if there is any discussion, and when discussion has concluded, takes a vote on the motion to adjourn the meeting at 8:00 p.m.
- If a majority agrees, the meeting will adjourn at 8:00 p.m., and the group will meet again at its next regularly scheduled meeting, unless it adopted a motion earlier to continue the meeting on another day before the next regularly scheduled meeting. If a majority does not agree to adjourn at 8:00 p.m., the meeting continues until the group is ready to adjourn.
What the Pros Know
- Even after the motion to adjourn is adopted, a meeting is not officially closed until the Chair declares the meeting “adjourned.”
- After the motion to adjourn is adopted, but before the Chair has declared the meeting adjourned, here are some things that a member can do:
- Inform the group that there is certain important business that must be dealt with before adjournment
- Make important announcements
- Give notice of a motion to be made at the next meeting when the motion requires previous notice
- Make a motion to continue the meeting
Where to Learn More
