Tips To Planning And Hosting An Annual General Meeting (AGM)

So let’s say your organization or company saddles you with the responsibility of planning an annual general meeting, how would you go about it? That’s where this article steps in. But first off, an annual general meeting (AGM) is a meeting held once a year in tandem with an organization’s constitution where finances are discussed, board elections held, and other matters affecting the organization are deliberated upon.

This meeting is not just any meeting therefore, preparation is advised. Here are some tips which will come in handy:

1. Examine the organization’s rules

To avoid mistakes, it is important to go through the organization’s rules and guidelines regarding an annual general meeting to understand the structure to make use of. You need to know the method of disseminating the notice of meeting to the employee as stipulated by the constitution. You need to know the procedures for the election, as well as the information to be reviewed at the meeting. Furthermore, you also need to confirm the number of individuals that can form a quorum as well as the manner for presenting the new amendments to the constitution.

2. Schedule the meeting

At this point, you need to set the date and time of the annual general meeting, inform members immediately, and also ensure the fixed date doesn’t clash with any organizational event. You also need to remind members of the meeting regularly.

3. Book a Venue

#Don’t forget to book a secure and conducive venue for the meeting. Most times, organizations choose to pick a different venue despite having one because holding the meeting at a separate venue helps to spice up the meeting and attract more attendees. Ensure the venue is large enough to accommodate all involved and make sure the details of the booking are completed and set to avoid being disappointed at the dying minute.

An agenda for the meeting might look like this:

• Introduction/welcome
• Establish a quorum
• Review of previous AGM meeting
• Matters arising from the previous meeting
• Committee reports and review
• Possible elections
• General business/future events
• AOB
• Closing of meeting

5. Prepare the Documents and Reports for the Meeting

You need to start early to prepare the documents, and reports required for the meeting. Documents to prepare include financial reports, financial statements, previous AGM minutes, etc. You also need to inform other committee members who might be in charge of some documents to prepare them in time.

6. Set up the venue

Several hours before the start of the event, you need to set up the venue and prepare ahead. It is very unprofessional for decorations or seat arrangements to be ongoing while guests and individual members are arriving. Try to have all the arrangements and refreshments ready for the event.

7. Meeting proper

This is where you begin to go through the planned list of events for the day. You should start by welcoming everyone to the meeting, make necessary apologies where necessary, review the previous minutes, review reports, etc.

To spice up the meeting, you need to provide refreshments, invite a guest speaker, offer prizes if necessary.