Your Annual General Meeting is more than a compliance requirement. It is an opportunity to demonstrate transparency, engage stakeholders, and strengthen trust in your organisation. Whether you are hosting an in-person, virtual, or hybrid AGM, careful planning is essential to ensure everything runs seamlessly.
Here is your step-by-step guide to planning a successful AGM.
AGMs are a legal obligation for most companies, but they also serve a strategic purpose. They allow you to:
Start by clarifying the purpose of your AGM. Beyond compliance, what do you want to achieve? Common objectives include:
Draft a clear agenda and circulate it early so stakeholders know what to expect.
Decide whether your AGM will be:
Hybrid AGMs are increasingly popular as they offer flexibility and inclusivity.
If hosting in person, choose a venue that reflects your brand and accommodates your expected attendance. For virtual or hybrid AGMs, invest in reliable streaming technology and interactive tools for voting and Q&A.
Pro Tip: Test all AV equipment and internet connections well before the event.
Ensure all statutory documents are ready and distributed within the required notice period. This typically includes:
Check your local regulations for specific timelines and requirements.
Build anticipation and encourage participation by:
Make sure your AGM is accessible to all stakeholders:
After the meeting:
| Task | Timeline |
| Define objectives and agenda | 8–10 weeks before AGM |
| Secure venue and technology | 6–8 weeks before AGM |
| Distribute statutory notices | 3–4 weeks before AGM |
| Test AV and rehearse | 1 week before AGM |
| Post-event reporting | Within 1–2 weeks after |
Ready to Deliver a Seamless AGM?
At Encore, we specialise in producing AGMs that are compliant, engaging, and stress-free. From AV and streaming to interactive tools and technical support, our team ensures your meeting runs flawlessly.