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Annual General Meetings

While each Annual General Meeting (AGM) is of course different to the next, all AGMs have specific agendas and guest-lists. This means there are some standard protocols you can follow when planning the AGM for your organisation.

Step 1: Pick a date

Set a date for the AGM that gives you time to notify all members of the event and complete all necessary reports.

Step 2: Pick a venue

Choose a location that is convenient for your group, bearing in mind that some members may need to travel long distances, so overnight accommodation may be important. Ensure the venue is equipped with adequate privacy, seating and audio-visual facilities.

Step 3: Notify members

Check your bylaws to confirm how much notice you need to give. In general, you are required by law to give members notice of the meeting at least 21 days before the AGM (28 days for listed companies). Verify how the notice should be provided, such as by mail, newsletter or email.

Step 4: Ensure a quorum

A ‘quorum’ is the minimum attendance required to conduct business at a meeting. For AGMs, a quorum is usually achieved if a majority of directors are present, but the exact percentage needed for a quorum may have been modified in your bylaws.

Step 5: Prepare the reports

The Board of Directors is required to provide two financial documents for the members to approve: an audited financial statement for the previous fiscal year and a budget for the upcoming year. In addition, reports on the organisation’s activities and accomplishments (Annual Reports) are usually provided in writing at the AGM.

Step 6: Plan approvals and elections

Any amendments to the bylaws must be approved at an AGM. If you are conducting a Board member election, arrange for an independent person to run the election.

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