FAQ

For shareholders: How can I register and access the ConveneAGM portal?

You can register an account and login using your verified email address and password.

What happens if I make a typo during registration?

You should write to the pre-designated email address set by the company to clarify account creation issues.

I was able to register and access the platform earlier, but I can no longer access it now. What should I do?

If your access has been revoked, it is most likely because you have not been validated during the shareholder verification process. Please contact your company if you have made a mistake during the registration process that might have affected the verification process.

Who can register to watch the AGM via Live Webcast?

We allow our clients to customize who can register and watch the AGM via Live Webcast. Organizations can limit it to shareholders or members only or they can allow observers to join but restrict them from submitting questions and voting. We allow for easy configuration of user profiles to control accesses and permissions.

How can I participate in the AGM in person?

As we are required to restrict the number of attendees at the AGM to comply with social distancing guidelines, the shareholder attendees will be limited to the number allowed by your constitution’s regulations. No other shareholders or their corporate representatives will be admitted.

How can I join the AGM live webcast?

When you access the ConveneAGM Portal, the live webcast will readily be visible to you. If you’re hosting the AGM as a Panelist, one of our Account Managers can further discuss with you the steps to participate.

What devices should I use to join the AGM?

Any smartphone, tablet, laptop, or desktop with internet connection can be used to join the AGM through the web browser.

Does it matter if I am using an iOS or Android device?

No. As it is a web-based solution, you can simply key in a URL to access the platform. As an AGM happens only once a year, we want to make participation as easy and convenient as possible, so there’s no need to go through unnecessary steps or apps.

Is there an option for shareholders to dial in?

This can be arranged if you require. One of our Account Managers can discuss with you the setup for toll-free integration.

If I hold shares via a securities sub-account in a depository agent, e.g. a nominees’ company, can I register to watch the webcast online?

Yes, you can do so and indicate in the pre-registration form that you are holding shares via a Depository Agent (“DA”).You will also need to inform your DA to appoint you as a proxy. Please check with your DA as soon as possible, as they may have set a deadline for sub-account holders to respond.

What is the maximum number of shareholders that the platform can support?

Any number is possible. We can support as many as 10,000 shareholders concurrently attending the AGM. We can perform a test with you, if required, to assure you that the AGM will run smoothly.

Does the digital proxy form accept digital signatures?

A signature is not required. Under Singapore’s Electronic Transactions Act, an e-signature can take the form of the user clicking on an ‘Accept’ button to indicate acceptance of the terms and conditions. This can be used to authenticate the user.

What happens if someone submits vulgarities or spam on the Q&A platform?

The platform is moderated, and the moderator can filter out unnecessary questions and messages.

What happens if I get logged out or lose connection during the voting period?

The voting time limit can be customized or extended at the discretion of your organization.

Would all my submitted questions be answered?

The Company (Chairman, Panelists, Corporate Secretary or Administrators) have the discretion to answer or reject Questions before or during the AGM. If the question does not relate to the resolutions tabled for approval, it will not be answered.

Who can download the data after the AGM?

This will depend on the permissions you will grant to each user role. Generally, it would be the Corporate Secretaries, Share Registrars and Scrutineers.

What would be the format of the data and reports provided after the AGM?

The Data and Summary Reports will be in csv format.

Can a recording of the virtual AGM be provided after the AGM?

Yes.

Is your solution compliant with General Data Protection Regulation?

Yes. Please refer to our ConveneAGM Privacy Policy and Terms of Service for more details

Why did the Company limit attendance in-person at the venue?

This is to ensure that the minimum quorum requirement under the Company’s constitution is met, while also complying with the social distancing guidelines set by your constitution’s health ministry, which imposes a limit on the number of people permitted at physical gatherings. Please check with your organization for further details.

Can I manually allow shareholders to vote even after the close date?

There are legal standards that restrict the submission of Proxy Forms to a certain period of time prior to the AGM. Under such legislation, you may not do so after the close date. Please check with your organization for the specific legal requirements guiding the submission of Proxy Forms.

However, our product has the flexibility to support this, depending on your requirements.

According to the new rule, if the AGM will be conducted via electronic means, it must at least allow the shareholders to observe the proceedings of the meeting by audio (e.g. telephone number) and video means (e.g. “live” webcast). Does your platform enable the above?

Yes, our solution is integrated with Zoom. Shareholders will be able to view the live webcast through the ConveneAGM portal, listen to the speakers and panelists, vote and view the results in real-time and submit questions, if allowed. With ConveneAGM, the same elements of a traditional AGM can be easily translated into a virtual format.

What support services do you provide to your clients?

We provide 24/7/365 support via email, phone call, or live chat. A dedicated onsite or virtual support will also be provided to ensure success from onboarding, training, AGM preparation, until the actual AGM. Dry runs and training sessions may be arranged.

How can I contact support to get help?

You may visit Support page to get immediate help via phone, email, or live chat.

Would I be able to do a test prior to AGM to make sure my device and connection are working properly?

Yes, you may visit this Test Page to test the Live Webcast to ensure that you can clearly view the presentation on the day of the AGM. A recorded video is provided to test your device.

If you are having any problems on the video playback, please refer to the Software and Hardware Requirements checklist for the list of compatible browsers and devices.

You can test the audio by plugging in your audio device (if you’re using a headset or a speaker). Make sure the volume of your device is not set to ‘Mute’. You may adjust the volume of your device to a comfortable level while testing.

What are the system requirements for the Test site and for viewing the live webcast?

How does this relate to Convene? Is it integrated with the Convene Board Portal platform?

No. They are two separate products.

Can the platform support multiple languages?

Yes, the platform can be customized to support your needs.

Does Azeus have any experience with Virtual AGMs?

Virtual AGMs are not the norm, but we recognized that there is a strong demand for an alternative approach to conduct AGM due to the COVID-19 situation. This is an unprecedented situation and we are confident that our product bridges the gap we have identified.

We have extensive experience in the industry of meeting management, and as a company listed in SGX, we will not roll out the product if we weren’t absolutely confident that our solution can serve your AGM and broader business needs.

Azeus Systems Holdings Ltd. is a global software engineering company with over 20 years of listing on the Singapore Exchange and a growing portfolio of Governance and Compliance products. Since 2003, Azeus has been consistently appraised as a CMMI Level 5 company, the highest level in
software development capability according to the Software Engineering Institute’s Capability
Maturity Model for Software Integration.