Virtual and Hybrid AGMs Checklist: A Comprehensive Guide

The previous years have opened up AGMs to venture out of the four-walled conference halls. In addition, the global crisis has become an accelerant for companies to adopt digital solutions and explore virtual and hybrid AGMs.

As the main purpose of AGMs is to create a discussion on the company’s actions from the previous year with the investors and shareholders, board members should be prepared to conduct the meeting seamlessly. This guide will help boards and administrators prepare for a virtual or hybrid AGM and ensure success.

The Essentials for Holding a Virtual or Hybrid AGM

Conducting a virtual or hybrid annual general meeting has certain requirements that are necessary to ensure the success of the meeting. Find out what they are below.

1. Compliance with Regulations

Regulating authorities develop laws, policies, and guidelines for public and private companies in holding annual general meetings. It is important for companies to always review and check the updates on guidelines to ensure compliance with statutory obligations.

2. AGM Notice

Companies are required to hold an annual general meeting or annual stockholders’ meeting at least once every financial year (FY). This ensures that boards and shareholders are aligned with the previous year’s decisions and impact and next year’s course of action.

To file an AGM, a written notice must be circulated to the shareholders at least 21 days before the AGM (This applies for most countries, but for Singapore, notice must be given at least 14 days prior to the meeting). The notice must include the AGM’s details, such as time, date, venue, proxies, resolutions, and copies of pertinent documents, such as financial statements and annual reports. It requires such a period to provide sufficient time for shareholders to set their schedules, appoint their proxies, and review the resolutions.

3. Venue and Logistics

Conducting hybrid AGMs requires companies to prioritize both the physical and virtual spaces of the meeting. Therefore, a physical venue is essential to house the board and the shareholders who will attend in person. The place should be highly adaptive for the technical equipment that will be used for webcasting.

4. Virtual AGM Platform

To seamlessly run the virtual or hybrid meeting, an online AGM platform is essential. This serves as a space for the boards and shareholders to engage virtually. In selecting a digital solution for virtual and hybrid AGMs, companies must ensure that it has powerful features that can provide real-time webcasting, live voting, and live Q&A.

How to Choose the Right Technology for Your Virtual AGM

Selecting the right technology to host your virtual AGM can greatly influence the success of the event. In this section, we will explore the key factors that you should look for in a platform, delivering a seamless and interactive AGM experience.

1. Accessibility and Security

The first thing to consider is the platform’s capability to offer ease for participants when joining or engaging in the AGM. Look for one with a user-friendly interface, compatible with various devices and operating systems. This ensures that shareholders and participants can attend without technical difficulties.
In addition, make sure it offers the necessary security features such as encryption, secure login procedures, and other cybersecurity features to safeguard the AGM proceedings. Such features can protect all your sensitive corporate information and prevent unauthorized access.

2. Full System Ownership

Having control over your virtual AGM platform gives you the freedom to seamless customization and data management. Search for a platform that can be tailored to the identity and needs of your organization and shareholders. Having full ownership helps maintain data privacy and control over the platform’s features and functionality.

3. Live Two-Way Webcasting

Live webcasting enables real-time streaming of the AGM proceedings to participants. This feature allows shareholders or attendees to watch the meeting as it happens, no matter their physical location. It should also provide the capability for participants to engage with the meeting by asking questions or making comments, replicating the interactive nature of an in-person AGM.

4. Real-Time Q&A and Voting System

The significance of a robust real-time Q&A and voting system cannot be overstated in the context of a virtual AGM. A real-time Q&A facilitation empowers shareholders to seamlessly engage by submitting questions and promptly getting answers, fostering dynamic interaction.

Concurrently, the platform’s integrated voting system allows for instant and accurate vote casting, fostering transparency and precision in decision-making. This dual functionality significantly enhances the virtual AGM experience by promoting effective communication and supporting the democratic foundation of corporate resolutions.

5. Data Reports and Exports

An online AGM platform should be able to help you create data reports and exports following the meeting. This includes attendance records, voting results, questions asked during the meeting, proxy details, and engagement metrics. Such reports allow you to analyze the effectiveness of the meeting, gather insights into shareholder engagement, as well as comply with regulatory requirements.

6. Round-the-Clock Tech Support

Technical support is crucial to address any issues or concerns that participants may encounter during the virtual AGM. A reliable platform should offer round-the-clock customer support to assist participants with joining the meeting, troubleshooting technical issues, and ensuring a seamless experience. This support ensures that the AGM runs smoothly and minimizes disruptions.

Key Factors in Using a Virtual AGM Platform

Utilizing a digital platform for your virtual or hybrid AGM may feel intimidating at first. Fear not, ConveneAGM is an AGM solution that is intuitive and user-friendly. To guide you in preparing for your virtual or hybrid AGM, below is a hybrid meeting checklist to guide you in using an online AGM platform.

Note: This checklist is not exhaustive but covers the essential requisites in preparing for general meetings using ConveneAGM.

1. Administrator

Administrators, company secretaries, the Chairperson, and the panelists (mostly the board of directors) can access the Admin Portal in the ConveneAGM platform to oversee and manage the periods prior to and during the AGM.

• Creation and Assignment of Roles in the Platform
  • Scrutineer
  • Share Registrar or Stock Transfer Agents
  • Board of Directors
  • Chairperson
  • System Administrator
  • Other Customized Roles
• Voting Control
  • Access to the resolutions presented to the shareholders
  • Access to the poll results of the resolutions
• Q&A Control
  • Access to the submitted questions from the shareholders
  • Provision to export the questions list from the registration to include in the actual AGM

2. Registration and Attendance

In registration prior to the meeting, administrators can add shareholders and observers, and the share registrar or stock transfer agent can verify the registrants.

• Registering Accounts
  • Access to add or import observers of the AGM
  • Access to accept or reject registration from observers
  • Reopen registrations to add or modify records
  • Best practice: Process all registrations after registration has closed
• Verification of Shareholders
  • Match registrants and their shares with the important details (Name, Identification number, number of shares)
  • Accepting, rejecting, or modifying registration entries
  • Authentication of proxies
  • Generation of voting rights
• Shareholder List
  • Provision to export the shareholder list
  • Access attendance for quorum purposes
• Confirmation of registration
  • Sending confirmation and instructions through email before the AGM

3. Proxy

Proxy forms and registration should be processed by the scrutineers and share registrars or stock transfer agents during the registration period to allow for verification and generation of voting rights. With ConveneAGM, the proxy form workflows are all tracked and made seamless.

• Proxy Forms
  • Access all the proxy forms submitted via Shareholders Portal
  • Add submissions manually from digital or physical proxy forms
  • Validate proxy forms to create active proxy records
• Proxy Records
  • Matching and auto-matching shares with the proxies and shareholders
  • Scrutineers to review and verify the proxies and shares
  • Generate voting rights for shareholders
• Proxy Summary
  • Provision to export the proxy form list and proxy records
  • Provision for an audit trail to track amendments
• Poll Control and Results
  • Provision to view and validate the votes of the proxy
  • Provision to view the breakdown of the results per resolution
  • Access to publish the results to Shareholders Portal

4. Shareholders

In ConveneAGM, shareholders can access the Shareholders Portal that allows them to register, watch the AGM webcast, discuss with the directors, and cast votes on resolutions.

• Description Page and Registration
  • Provision for a landing page dedicated to the details of the AGM, the notice of the AGM, and other downloadable files
  • Provision for a link to a registration form for shareholders
  • Provision for confirmation and notification regarding shareholders’ registrations
• Homepage (After Registration)
  • Provision for an About the Meeting section exhibiting the pertinent AGM details and downloadable files, such as the written notice and resolutions
  • Provision for proxy forms that reflect the correct resolutions in order
  • Provision for voting in-absentia form
  • Provision for questions form
• Webcast
  • Ensure the link to the webcast is working
• Live Voting
  • Ensure that shareholders, proxies, and the Chairperson can vote on resolutions
  • Ensure the instant tabulation of results as reflected in the published poll results
• Live Q&A
  • Ensure that questions of the shareholders during the AGM can be answered via written responses or by the board itself
• Technical Support
  • Provision for chat with live agent, email or call
  • Ensure alternative channels and live captions for translation are working

5. Equipment

The success of your virtual or hybrid AGM heavily relies on reliable equipment and technology. To ensure a seamless experience, here are a few things you should check prior to the actual AGM date.

• Technical details
  • Check camera quality, audio clarity, and lighting for good presenter visibility.
  • Check internet speed and stability to support high-quality video streaming.
  • Test the microphones and speakers to ensure clear audio transmission.
• Presenter Training
  • Conduct practice sessions for presenters to familiarize them with equipment usage.
  • Instruct presenters on camera positioning, lighting setup, and effective use of visuals.
  • Confirm that all presenters have access to the required equipment and are comfortable using them.
• Backup Equipment
  • Prepare backup cameras, microphones, and other essential devices in case of technical failures.
  • Ensure the availability of spare batteries, cables, and connectors to address unforeseen issues.

6. Materials

To facilitate a comprehensive AGM, proper documentation and materials are essential. ConveneAGM streamlines the process of managing and disseminating crucial materials to participants.

• Agenda and Resolutions
• • Create a clear and detailed agenda outlining the sequence of events and presentation topics.
  • Ensure all proposed resolutions are accurately documented and accessible to participants.
  • Distribute relevant supporting documents and background information for each resolution.
• Shareholder Communications
  • Draft and send reminder emails to registered shareholders with instructions, links, and access details.
  • Provide downloadable versions of proxy forms, voting instructions, and other relevant documents.
• Webcast and Presentation Materials
  • Upload presentation slides, videos, and other visual aids for seamless sharing during the AGM.
  • Verify that all multimedia elements are compatible with the virtual platform and display correctly.
• Q&A and Discussion
  • Prepare a list of frequently asked questions and answers to address common inquiries.
  • Ensure any relevant regulatory disclosures or announcements are included in the materials.
• Accessibility
  • Optimize materials for accessibility by providing alternative formats, such as text transcripts for videos.
  • Offer language translation options and closed captions for participants requiring language support.

AGM Planning Checklist for Your Virtual and Hybrid Meetings

Running an AGM is a daunting task that requires meticulous attention to detail and careful orchestration. From selecting the right technology platform to ensuring seamless participant engagement, every aspect demands thoughtful consideration. In this section, we will simplify the daunting process of AGM preparation using this step-by-step guide.

2-3 Months Before: Quarterly Planning

• Select a virtual AGM platform: Evaluate and choose a virtual AGM platform that aligns with your requirements, focusing on accessibility, security, interactivity, and features.
• Set AGM objectives and agenda: Define clear goals and objectives for the AGM, outlining the key agenda items, resolutions, presentations, and discussions.
• Assemble organizing team: Assemble a dedicated team with assigned roles and responsibilities, including technical support, content creation, coordination, and communication.
• Conduct technical test: Conduct thorough testing of the virtual AGM platform, ensuring smooth functionality of features like Q&A, voting, and multimedia playback.
• Secure physical venue (if applicable): For physical and hybrid AGMs, find a suitable physical venue as early as possible. Consider factors like capacity, accessibility, and technical requirements to facilitate a successful in-person component of the AGM.

1 Month Before: Final Preparations

• Confirm speaker details: Verify speaker availability, technical readiness, and presentation materials, providing necessary guidance if needed.
• Develop the content: Work on presentations, videos, and any other multimedia elements that will be shared during the AGM, ensuring they are engaging and informative.
• Send AGM notice: Send official invitations (or notices) to shareholders and participants, detailing event logistics, access instructions, and any pre-event tasks.
• Set up interactive features: Configure real-time Q&A, voting systems, and other interactive elements, ensuring they are intuitive and functional.
• Review security measures: Double-check the security protocols of the virtual AGM platform to safeguard data, prevent unauthorized access, and ensure a secure environment.
• Prepare backup plans: Develop contingency plans for potential technical issues or disruptions, outlining steps to address and minimize disruptions during the event.

2-3 Weeks Before: Countdown to the Event

• Do final tech rehearsals: Conduct comprehensive technical rehearsals, involving all stakeholders, speakers, and technical support staff to ensure all systems are working seamlessly.
• Send reminders and updates: Send out reminder emails to participants, reiterating the event details, schedule, and any pre-event instructions.
• Submit proxy registrants: Collect and process proxy forms from shareholders who have appointed proxies for the AGM. Ensure that scrutineers verify and document these proxy registrations accurately, setting the stage for smooth proxy voting during the event.

1 Week Before: Last-Minute Touches

• Check in with the speakers: Reconfirm speaker availability, test their equipment, and assist with any final technical adjustments.
• Remind participants: Send final reminders and logistical details to registered participants, emphasizing event timing and access information.
• Review contingency plans: Revisit and reinforce contingency plans, ensuring everyone is aware of procedures to follow in case of disruptions.

The Day Before: Eve of the Meeting

• Have a final run-through: Conduct a final run-through of the entire event, including technical checks, presentation rehearsals, and connectivity tests.
• Brief the speakers: Reiterate event details and agenda to speakers, ensuring they are comfortable with the flow and virtual setup.
• Get backup plans ready: Double-check backup communication channels and equipment, ready to be deployed if needed.

Showtime: Meeting Day

• Support team ready: Ensure the support team is on standby to address any participant inquiries or technical issues.
• Engage and execute: Start the virtual AGM on time, following the established agenda, engaging participants through presentations, Q&A sessions, and interactive elements.
• Closure and thanks: Conclude the AGM with a summary of outcomes, express gratitude to shareholders who attended, and provide instructions for accessing post-event materials or reports.

Run Better Virtual Shareholder Meetings with ConveneAGM

ConveneAGM is an online AGM solution that streamlines the whole AGM preparation, centralizing all meeting aspects within a secure environment. It also provides controls and spaces for administrators, company secretaries, scrutineers, and share registrars or stock transfer agents to execute their responsibilities seamlessly.

With ConveneAGM, you can confidently ensure robust real-time Q&A and voting interactions, enabling effortless engagement and accurate decision-making. This, coupled with its intuitive interface, guarantees an interactive and transparent AGM experience.

Elevate your AGM proceedings with ConveneAGM and get in touch with our team today!