01/08/2025
With Annual General Meeting (AGM) season fast approaching, we have pulled together a useful checklist to help ensure your meetings comply with legal, regulatory and best practice requirements.
| AGM CHECKLIST | ✓ |
| PRE-AGM PLANNING | |
| Confirm Board approval for AGM date, venue (or virtual platform), agenda and draft financial statements. | |
| Check if attendees have access to the right software, microphones etc, so that everyone is able to participate, listen and be heard. Carry out a test run to ensure the technology you are using is working, particularly if conducting a 'hybrid' AGM. | |
| Consider your agenda size and, if needed, build in time for comfort breaks. | |
| NOTICE | |
| How will notice of the AGM be given? Is this hard copy or electronic copy? | |
| Send the notice within the required timeframe (usually 14 – 21 days, check your governing document and don’t forget to add time for service). | |
| Include all proposed resolutions in the notice, including any special resolutions, e.g. changes to your constitution? | |
| DURING THE AGM | |
| Will there be any presentations during the AGM? How will these be delivered? Ensure accessibility for all e.g. with captions/sign language? Will they be available afterwards via a secure platform? | |
| Ensure attendees are able to access documents, the annual report etc at the same time as accessing the meeting. | |
| Agree how attendees will indicate to the Chair that they wish to speak. | |
| Ensure that where portions of the meeting are to be recorded, there is consent in place from attendees. | |
| Agree how questions from members/shareholders will be handled including any questions submitted beforehand. | |
| If holding a virtual or hybrid platform, have a clear chat protocol e.g., should the chat function be available or limited, should private chat be permitted? | |
| VOTING | |
| Ensure quorum is confirmed and record all proxy and live votes accurately. | |
| Consider what voting method you'll be using (and how this will work virtually e.g. proxies, show of hands, poll, voting apps). | |
| Consider your arrangements for appointing proxies. | |
| OTHER GOVERNANCE DOCUMENTATION | |
| The requirements of your Standing Orders, Terms of Reference and other constitutional documents will need to be adhered to. | |
| POST-AGM | |
| Ensure the correct filings are made within the required time period following on from the AGM, including filing annual reports and accounts and, where necessary, any Board changes. | |
| Consider publication of AGM minutes and outcomes in accessible formats (including plain English versions) via your organisation’s website. | |
| Share a summary of decisions with any tenant scrutiny panel/committee. |
AGM season can throw up some curveballs, so please do get in touch with Rose Klemperer and/or Sarah Greenhalgh if you have any queries.
