Audience question moderation policy

[Organisation name]: How we handle your questions

This policy applies to questions sent before and during [our annual general meeting / our live events], whether you attend in person or online.

1. Why we moderate questions We want as many people as possible to have their questions answered, and we want the discussion to stay respectful and relevant. A moderator checks every question before it is shared with other attendees or put to the [chair / speakers].

2. Questions we accept We accept questions that relate to [the business of the meeting / the topic of the event], including [the reports, the resolutions, and the management of the organisation]. You can send a question [in writing / as a short audio or video recording / in person at the meeting].

3. Combining similar questions When several people ask about the same thing, we may combine their questions so it is answered once. If your question is combined, you will be able to see which question it was combined with [on the event page].

4. Questions we may decline We may decline a question that: - is not about [the business of the meeting / the topic of the event]; - is offensive, abusive, discriminatory or defamatory; - includes personal information about another person; - concerns a matter that is confidential, commercially sensitive, or before a court or tribunal; - repeats a question that has already been answered; or - is promotional or spam. If we decline your question, we will tell you the reason. [We will not change the meaning of your question. We may correct obvious spelling errors or shorten a long question for reading aloud.]

5. Questions we can’t reach If we run out of time, or a question needs information we don’t have on the day, we will take it on notice. We will [answer it in writing within (number) days / publish answers at (where)].

6. Your name When you ask a question, [your name will be shown to other attendees / you can choose to hide your name from other attendees]. The meeting officers and moderators can always see who asked a question. [For formal meetings, we may need to confirm you are a member.]

7. Recorded audio and video questions If you send an audio or video question, it may be played during the [meeting / event] and included in the recording. Hiding your name does not hide your voice or face. We check every recording before it is played and may decline it for the reasons above.

8. Records We keep a record of every question we receive, including questions we declined and the reason, and the answer given. [We keep these records for (period).] We handle personal information in line with our privacy policy at [web address].

9. Questions about this policy If you have a concern about how your question was handled, contact [name or role] at [contact method].