FAQ

For stockholders: How can I register and access the ConveneAGM portal

You can register an account by clicking on the blue button in the designated URL that you receive from your company/organization. You will receive an email to inform that your registration has been received upon submitting the registration form. You should verify your email through the aforementioned email and create your own password for re-access of the ConveneAGM portal in future.
You may then re-login using your verified email address and password in future through the same URL you used for registration.

What happens if I make a typo during registration?

You should write to the pre-designated email address set by the company/organization to clarify account creation issues
Alternatively, you may contact our support team at support@conveneagm.com.

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If your access has been revoked, it is most likely because you have not been validated during the verification process.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

Who can register to watch the meeting via Live Webcast?

We allow our clients to customize who can register and watch the meeting via Live Webcast. Companies/organizations can limit it to shareholders/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 meeting in person?

As we are required to restrict the number of attendees at the meeting to comply with social distancing guidelines, the stockholders attendees will be limited to the number allowed by existing government lockdown regulations.

How can I join the meeting live webcast?

If you are a stockholder/member, you can log in into the ConveneAGM Portal. Upon logging in on the day and the time where the meeting starts, the live webcast will readily be visible to you.
If you’re hosting the meeting as a Panelist, one of our Account Managers can further discuss with you the steps to participate and run through the flow with you during the dry run.

What devices should I use to join the meeting?

Any smartphone, tablet, laptop, or desktop with internet connection can be used to join the AGM through the web browser.
For more details on device compatibility, you may check our FAQ under ‘device requirement.

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. We want to make participation for the meeting as easy and convenient as possible, so there’s no need to go through unnecessary steps or apps.

Is there an option for stockholders/members to dial in?

This can be arranged if your company/organization require. One of our Account Managers can discuss with you the setup for toll-free integration.
Our website have a default audio-only option if you only wish to listen in and not view the webcast.

If I hold shares under PCD Participant/Brokers account or "Scripless shares", 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 under PCD Participant/Brokers. You will also be required to upload, upon registration, your broker’s certificate that can be requested from your broker.

What is the maximum number of stockholders/members that the platform can support?

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

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 meeting?

This will depend on the permissions you will grant to each user role. Generally, it would be the Corporate Secretaries, Share Registrars and Scrutineers for listed companies.
We are also to customize specific rights for new roles should you require

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

The Data and Summary Reports will be in csv format.

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

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

Are virtual meetings of stockholder or members allowed?

Yes. As per Section 49 of the Revised Corporation Code, the right to vote of stockholders or members may be exercised in person, through a proxy, or when so authorized in the bylaws, through remote communication or in absentia. Additionally, as per Section 10 of SEC Memorandum Circular No. 6 Series of 2020, “When so provided in the bylaws or by majority of the board of directors, stockholders or members who cannot physically attend at stockholders’ or members’ meetings may participate in such meetings through remote communications or other alternative modes of communication.”

MC No. 06 s. 2020 Guidelines on the Attendance and Participation of Directors, Trustees, Stockholders, Members, and Other Persons of Corporations in Regular and Special Meetings Through Teleconferencing, Video Conferencing and Other Remote or Electronic Means of Communication

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, meeting preparation, until the actual meeting. 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?

Is ConveneAGM integrated with the Convene Board Portal platform?

No. They are two separate products.

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

We can support as many as 10,000 stockholders concurrently attending the ASM.
We will perform load testing prior to assure you that the ASM will run smoothly.

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

The platform can be moderated, and the moderator can filter out unnecessary
questions and messages, if this is a concern.

Who can download the data after the meeting?

This will depend on the permissions the client grants to each user role. Generally, it
would be the Corporate Secretaries, Stock Transfer Agents and Auditors.

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

The data and reports will be in docx, xls or csv formats.

Can a recording of the virtual annual meeting be provided after the meeting?

Can a recording of the virtual annual meeting be provided after the meeting?

Can I manually allow shareholders to vote even after the deadline?

There are legal standards that restrict the submission of votes to a certain period of
time prior / during the ASM. Under such legislation, you may not be allowed to do so
after the deadline Please check with your organization for the specific legal
requirements. Nevertheless, our product has the flexibility to support this,
depending on your requirements.

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, dry run,
ASM preparation until the actual ASM. Training sessions may be arranged.

Can Internet Explorer be supported on ConveneAGM?

No, Microsoft is no longer supporting Internet Explorer. We suggest users to update
to Microsoft Edge Chromium 80 and above.

Can I choose my domain for the registration site?

We only offer subdirectories (e.g. conveneagm.com/xxx), so unless you buy the
domain, we would not be able to support a chosen domain of www.abcd.com

Can I customise the design of my registration site?

ConveneAGM is a standard platform solution so the standard pricing only covers
branding the site with the company/organization’s name, logo and/or banner design.
Should you want to customize the look and feel of the site further, please contact
your Account Manager.

How can users vote live if they are using a dial-in option?

The telephone dial-in option does not allow users to vote.

Can you configure single device sign on for one account?

Can you configure single device sign on for one account?

Is the data encrypted on our platform?

Yes, all data on our platform is protected with AES-256 encryption through EBS
volume encryption.

Why was Zoom chosen as the videoconferencing solution?

We have done vigorous testing on various web conferencing and broadcasting
software from Zoom, Cisco Webex, BlueJeans, Skype etc. and the one which
scored the highest technically on stability and reliability of broadcast transmission
would still be Zoom, which is the primary reason why our platform is integrated as
such as we understand that an annual meeting is a crucial event for a company and
the broadcast platform used is equally as important.

We have done vigorous testing on various web conferencing and broadcasting software from Zoom, Cisco Webex, BlueJeans, Skype etc. and the one which scored the highest technically on stability and reliability of broadcast transmission would still be Zoom, which is the primary reason why our platform is integrated as such as we understand that an annual meeting is a crucial event for a company and the broadcast platform used is equally as important.

This is only possible depending on your requirements, please speak to your
Account Manager to learn more.

What are some limitations on Live Video Q&A?

What are some limitations on Live Video Q&A?

What are some limitations on Live Video Q&A?

If you are amenable to using the same portal with the same attendees for both
sessions, the rate will be for a single meeting (subject to the agreed duration with
FAQ changes (RP version) 5
your Account Manager). Requesting for a separate portal for another session will
incur the same cost as having another meeting.

If you are amenable to using the same portal with the same attendees for both sessions, the rate will be for a single meeting (subject to the agreed duration with FAQ changes (RP version) 5 your Account Manager). Requesting for a separate portal for another session will incur the same cost as having another meeting.

If you are amenable to using the same portal with the same attendees for both
sessions, the rate will be for a single meeting (subject to the agreed duration with
FAQ changes (RP version) 5
your Account Manager). Requesting for a separate portal for another session will
incur the same cost as having another meeting.

Which countries does ConveneAGM have presence in?

Which countries does ConveneAGM have presence in?

What languages do we support?

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