Committee role and process

A committee operates autonomously under the care of its Co-Chairs and Vice-Chairs. Committees should aim at producing whatever they choose, such as a white paper, a green paper, a study, a report, ...etc and at least one event per year (webinar/ online meeting/ hybrid conference).

Roles & Responsibilities

  • Co-Chairs: Oversee committee operations and decision-making

  • Vice-Chairs: Serve as substitutes when Co-Chairs are unavailable, ensuring meeting continuity

  • Meeting Host: Must be a Co-Chair or Vice-Chair. Responsible for:

    • Facilitating the agenda

    • Maintaining time efficiency (meetings should be concise)

    • Ensuring orderly discussion

Membership & Communication

  • Eligibility: Open to all Global Future Nexus (GFN) members

  • Non-Member Participation: Subject to Co-Chairs approval for specific meetings or communications

  • Digital Collaboration:

    • Committee meeting are held over digital video conferencing platforms (GFN virtual meeting platform, Zoho, Webex, Voov, Zoom …etc)

    • Managed via WhatsApp/ WeChat/ Telegram groups for ongoing dialogue (or other social media)

    • Co-Chairs moderate content and approve non-member access, if any

Scope & Autonomy

  • Focus: Committee industry/ theme-specific topics, including trends, events, reports, and initiatives

  • Prohibited Topics: Religion, belief systems, and politics

  • Governance: Each committee autonomously determines:

    • Meeting frequency (weekly to monthly)

    • Discussion topics and outputs (e.g., reports, events, white papers)

    • Digital platforms (e.g., GFN virtual meeting platform or else)

  • Chatham House Rule: All discussions are confidential. Participants may share content but not attribute statements to individuals.

Meeting Rules

  • Attendance Requirements:

    • Full name visibility (First + Last)

    • Cameras must remain on

    • Non-compliance: Three warnings followed by removal

  • Duration: Target ≤60 minutes; prioritize frequency over length

  • Format:

    • Virtual (default, using GFN’s virtual meeting platform or else)

    • Physical (if members are co-located, but then must be hybrid)

Meeting Procedure

  1. Pre-Meeting (15 mins prior): Host welcomes attendees individually

  2. Meeting starts right on time, irrelevant of the number of attendees present, by respect for those who came on time

  3. Introduction (≤30 sec/ attendee): Brief self-introductions for all participants (necessary for new participants)

  4. Agenda Review:

    • Host addresses each agenda item sequentially

    • Open discussion per topic

  5. Closing:

    • Address Any Other Business (AOB)

    • Confirm next meeting’s schedule/ agenda

    • Collect names, email addresses & WhatsApp/ WeChat/ Telegram of new attendees, when necessary

  6. Post-Meeting:

  • Minutes circulated by Host/ AI assistant within 48 hours (email, WhatsApp, WeChat, Telegram)

  • Minutes published on Committee’s page

Key Principles

  • Efficiency: Respect participants’ time; concise, focused dialogue

  • Inclusivity: Transparent processes within Global Future Nexus code of ethics guidelines

  • Security: Strict identity/ camera rules protect attendee privacy