Posted on April 24, 2025
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Event Management
The Ultimate AGM Planning Checklist: 10 Steps to a Secure, Engaging, and Flawless Meeting
Annual General Meetings (AGMs) are more than a regulatory requirement—they are a critical opportunity to engage stakeholders, demonstrate leadership, and reinforce corporate trust. However, poor execution, technical failures, or lack of planning can lead to shareholder dissatisfaction and governance risks.
This checklist provides a clear, structured approach to AGM planning, ensuring your meeting runs smoothly, meets compliance standards, and fosters shareholder confidence. Use this guide as a practical roadmap to a seamless AGM experience.
Step 1: Define Your AGM Objectives
• Establish key goals beyond compliance, such as transparency, engagement, and corporate messaging.
• Align expectations between the board, company secretary, and investor relations teams.
• Identify key topics for discussion and resolutions to be presented.
Step 2: Confirm Compliance & Regulatory Requirements
• Review legal obligations, shareholder notification periods, and required reporting.
• Ensure quorum requirements and voting procedures align with corporate governance standards.
• Finalize annual reports, financial statements, and agenda items.
Step 3: Secure the Right Venue & Technology
• Choose a secure, professional venue with controlled access.
• Ensure seamless AV and hybrid capabilities for remote shareholders.
• Confirm on-site IT support and backup solutions to avoid technical disruptions.
Step 4: Plan for Hybrid & Multi-City Participation
• Set up a high-quality live stream for virtual attendees.
• Implement interactive Q&A and electronic voting tools for shareholder engagement.
• Conduct pre-event testing to guarantee smooth participation across locations.
Step 5: Develop a Clear Shareholder Communication Plan
• Distribute AGM notices and agenda items within regulatory timeframes.
• Provide easy access to financial reports and voting procedures.
• Utilize multiple communication channels—email, investor portals, and direct outreach.
Step 6: Address Security & Risk Management
• Implement access controls to prevent unauthorized attendees.
• Ensure cybersecurity measures for hybrid meetings, including secure voting platforms.
• Have contingency plans for disruptions or security breaches.
Step 7: Prepare the Board & Key Speakers
• Brief directors, executives, and key presenters on the agenda and key messages.
• Rehearse presentations to ensure clarity and professionalism.
• Align messaging with business performance, future strategy, and governance integrity.
Step 8: Arrange Catering & Comfort for Attendees
• Offer executive-level catering for board members and leadership teams.
• Provide light refreshments for shareholders to ensure a comfortable experience.
• Designate breakout areas for private discussions and networking.
Step 9: Execute the AGM with Precision
• Conduct final technology and security checks before the meeting begins.
• Manage registration, seating arrangements, and meeting flow efficiently.
• Moderate Q&A sessions to maintain order and maximise engagement.
Step 10: Post-AGM Follow-Up & Reporting
• Compile official minutes, voting outcomes, and shareholder feedback.
• Share post-AGM communications, including key takeaways and future engagement strategies.
• Begin preparations for ongoing shareholder relations and the next AGM cycle.
Need Help Planning Your AGM?
Cliftons provides expert AGM venues and execution support, ensuring a flawless, compliant, and engaging shareholder meeting. Our purpose-built venues offer enterprise-grade AV, hybrid solutions, and dedicated event management, helping you focus on what matters most—governance and shareholder engagement.
Contact Us Today to Plan Your AGM with Confidence.
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