Who can run a meeting when both president and vice president are absent

Running a Meeting Without the President or Vice-President

The Short Answer

When both the president and vice-president are absent, the secretary calls the meeting to order and presides over the election of a chairman pro tempore to chair that meeting.

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The Procedure (Step by Step)

1. The Secretary calls the meeting to order at the appointed time
2. The secretary immediately conducts an election of a chairman pro tempore (temporary chair)
3. This is done by majority vote of the members present
4. The elected chairman pro tempore then presides for the remainder of that meeting only

Under Robert's Rules, if the president and vice-president are both absent, the secretary, or in the secretary's absence some other member, calls the meeting to order, and the assembly elects a chairman pro tem to preside.

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Important Notes

• The chairman pro tempore's authority lasts only for that meeting (or until the regular presiding officer arrives)
• If the secretary is also absent, any member can call the meeting to order and facilitate the election
• Some organizations have bylaws that specify a different order of succession — always check your bylaws first, as they take precedence
• If your bylaws list additional officers (e.g., 2nd Vice-President, Treasurer), those officers may be in the line of succession before reaching this procedure

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Check your bylaws for any specific succession provisions your organization may have established.