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by The Notified Team on Mar 4, 2025 2:42:07 PM
Your Annual General Meeting (AGM) is a high-stakes event that brings together shareholders, executives and stakeholders – all expecting a seamless experience that meets legal requirements, encourages transparency and builds trust.
For corporate secretaries and governance pros, organizing an AGM means handling compliance, logistics and shareholder engagement. Every detail matters.
To help you navigate the process with ease, we’ve put together a 13-step checklist covering everything you need to know before, during and after your event.
AGM Planning Best Practices: Key Steps for a Smooth and Successful Annual Meeting
A well-executed AGM starts with meticulous planning.
1. Verify Legal and Regulatory Compliance
Before you even think about sending invitations, make sure your AGM follows all legal and regulatory requirements. Every jurisdiction has its own rules for shareholder meetings, proxy voting and disclosure requirements.
Missing a deadline or skipping a compliance step could cause delays – or worse, legal trouble.
✅ Review corporate bylaws and local regulations
✅ Confirm deadlines for shareholder notifications and filings
✅ Check voting and quorum requirements
✅ Ensure disclosure obligations are met
2. Define Your AGM Format: Virtual, Hybrid or In-Person?
Selecting the right AGM format is critical to shareholder engagement and meeting efficiency. Each format – virtual, hybrid or in-person – has distinct advantages and challenges.
The location of your AGM can directly impact attendance and engagement, especially for in-person and hybrid meetings. Investor events held in major financial hubs, particularly New York City, tend to see the highest attendance.
Choosing the right location can enhance visibility, networking opportunities, and overall meeting success. Corporate secretaries must weigh these factors carefully to ensure a smooth experience for all participants.
✅ Determine which format best supports shareholder participation and accessibility
✅ Ensure compliance with corporate governance rules regarding virtual or hybrid AGMs
✅ Consider cost implications – Compare expenses related to venue bookings, travel, technology and security
✅ Ensure virtual and hybrid formats use a secure platform with strong authentication measures
✅ Run trial sessions to confirm technology, audio and video functionality
✅ Have backup solutions for technical issues, including alternative voting methods
✅ Provide detailed instructions to shareholders on how to attend and participate
✅ Consider global time zones, translation services and accessibility features for all shareholders
3. Choose the Right Technology Provider
If your AGM is virtual or hybrid, selecting the right technology platform is a critical step. Corporate secretaries must ensure the platform is secure, compliant and user-friendly for shareholders of all technical backgrounds.
Ensure the platform has tools that deliver high-quality webcasting, work across all devices and include features like captions and transcripts for accessibility.
✅ Verify the platform meets regulatory and security standards
✅ Ensure accessibility for shareholders across devices (WCAG-compliant accessibility)
✅ Test virtual voting and Q&A features in advance
✅ Test the platform in advance to prevent technical issues
4. Send Out the Notice of Meeting
The AGM notice is your official invitation to shareholders – and it needs to be crystal clear. It should include the meeting agenda, date, time, location, voting procedures and how to access reports or proxy materials.
✅ Include the agenda, date, time, location and format (in-person, virtual, hybrid)
✅ Outline proxy voting instructions and deadlines
✅ Ensure accessibility to supporting documents, including financial statements
✅ Verify shareholder distribution lists for accuracy
5. Prepare Financial Reports and Supporting Documents
Shareholders expect transparency, so your financial reports must be finalized, audited and ready for review. Ensure all necessary reports, including annual financial statements and board reports, are clear and accessible.
✅ Coordinate with finance and audit teams to finalize financial statements
✅ Prepare executive summaries for easier comprehension
✅ Ensure all reports are available in digital formats for virtual attendees
✅ Confirm document distribution aligns with regulatory requirements
6. Organize the Agenda and Key Presentations
A well-structured agenda keeps the meeting focused and productive. Outline key topics, including board elections, financial performance, shareholder resolutions and Q&A sessions. Assign roles to executives presenting updates.
✅ Align agenda items with governance and regulatory requirements
✅ Schedule presentations from the CEO, CFO and board chair
✅ Allocate time for shareholder resolutions and Q&A sessions
✅ Prepare briefing notes for executives presenting key topics
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AGM Execution and Engagement: Key Strategies for a Successful Annual Meeting
With all the preparation in place, the focus now shifts to running a smooth and engaging AGM.
7. Verify Quorum and Open the Meeting
A meeting can’t officially begin without a quorum – the minimum number of shareholders required to make decisions. Ensure attendance is counted and formally open the meeting.
✅ Verify quorum requirements are met
✅ Record attendance for compliance purposes
✅ Ensure the meeting follows the set agenda
✅ Ensure legal formalities are addressed before proceeding
8. Present Key Reports and Board Updates
This is the main event – executives and board members present financial results, strategic updates and upcoming plans. Keep presentations clear, concise and engaging.
✅ Ensure board members are prepared to present reports concisely
✅ Keep discussions focused on agenda items
✅ Ensure shareholder access to relevant materials during presentations
✅ Use multimedia (slides, charts) to enhance understanding
9. Facilitate Shareholder Voting and Resolutions
Ensure all voting procedures run smoothly – whether shareholders are voting in person or virtually. Real-time monitoring can help prevent any disputes.
✅ Confirm voting mechanisms function correctly (e-voting, proxy voting, or in-person)
✅ Clearly state resolutions before voting begins
✅ Ensure real-time monitoring to prevent disputes
✅ Record and verify vote counts accurately
10. Conduct a Transparent Q&A Session
Shareholders will likely have questions about financials, business strategy or governance. A well-managed Q&A fosters trust and engagement.
✅ Encourage shareholders to submit questions in advance (you get the chance to prepare thoughtful and well-rounded responses)
✅ Moderate the Q&A to keep discussions relevant
✅ Ensure board members provide clear, direct answers
✅ Keep track of major discussion points for follow-ups
After the AGM: Essential Steps for Post-Meeting Success
The AGM may be over, but your role in driving transparency, engagement and future success is just beginning.
A strong post-meeting strategy ensures stakeholders remain informed while valuable insights help refine future AGMs.
11. Publish AGM Minutes and Voting Results
Documenting and distributing meeting minutes and voting results reinforces governance best practices and builds shareholder trust.
✅ Summarize key discussions, resolutions, and voting outcomes
✅ Ensure compliance with regulatory and governance standards
✅ Publish results and send post-meeting communications
✅ Address board-directed follow-up actions
12. Analyze AGM Data to Drive Future Strategy
What worked? What didn’t? A post-event review helps refine the process for future AGMs.
Beyond a standard review, take a data-driven approach by analyzing key participation metrics:
✅ Q&A Insights for Content Strategy – Identify recurring shareholder concerns or trending topics to guide future investor communications, reports, or executive messaging.
✅ Attendance and Engagement Metrics – Evaluate where attendees joined from, which sessions had the most participation, and how long they stayed engaged. This data can inform the best location and format for your next AGM.
✅ Virtual vs. In-Person Preferences – Compare registration and attendance rates between formats to refine hybrid or digital strategies.
✅ Voting Behavior Trends – Assess shareholder participation in resolutions to improve future proxy communication and engagement tactics.
✅ Technology & Logistics Review – Identify any technical or procedural challenges and implement solutions for a smoother experience next year.
13. Gather Stakeholder Feedback and Refine Future AGMs
In addition to data analysis, qualitative feedback from board members, executives and shareholders provides critical insights.
✅ Conduct a post-meeting debrief to capture internal perspectives
✅ Use shareholder surveys to measure satisfaction and identify areas for improvement
✅ Document findings and implement refinements for next year’s AGM
We hope this 13-step checklist puts your mind at ease, helping you navigate everything you need to know before, during and after your meeting!
Why Choose Notified for Your Next AGM?
Planning an AGM can be a major challenge, but with our decades of experience by your side, we can take the stress out of the process.
Whether you’re hosting a virtual, hybrid, or in-person meeting, our trusted experts and cutting-edge technology are here to streamline every step:
- Seamless Webcast Technology: No more worrying about technical hiccups. We provide high-quality audio and video, ensuring that your virtual or hybrid AGM runs smoothly, no matter where your investors are located.
- Around-the-Clock Support: Our team of experts is always ready to assist, providing 24/7 support to guide your event, manage any issues and handle Q&A sessions, so you can focus on what matters most.
- On-Site AV Support: If your AGM has an in-person element, we’ve got you covered with an experienced AV team to ensure flawless execution, from technical logistics to live broadcasting.
Ready to take the stress out of your AGM? Let’s make it flawless. Request a demo today!
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