Annual general meetings(AGMs) are an integral event for any company, irrespective of its size and level of operations. It is the only event that brings together key stakeholders to discuss issues affecting the organisation, appoint new board members and review the annual report. Planning a smooth AGM can be stressful because it puts you in the limelight. To ensure that the meeting is successful, just about any person related to your company must be considered. You have to ensure all stakeholders are well-taken care of for the process to run smoothly.
If you are given the privilege to plan for your company’s annual meeting, there are some key aspects you need to put into consideration. Whether the meeting will be held in the boardroom or in a large conference hall outside the organisation, there are some good practices to follow.
Below are 5 important points that will make your annual meeting a success and leave all stakeholders happy:
Choosing the right venue for the meeting is the most important aspect. You’ll have to choose the ideal venue depending on the number of participants you are expecting. If you are expecting a few shareholders, then your office space would be ideal.
For a large number of shareholders who have to travel from other regions, you will have to rent an off-site meeting space. The site you choose has to be central and in a serene environment. Signs should be put throughout the venue that shows directions to the registration desk, meeting rooms and washrooms. Consider hiring an offsite facility in a beautiful surrounding. You can book a venue through a training room rental to ensure that your guests will be comfortable and you can achieve the daily objectives.
Inform attendees in advance if the facility you choose does not offer parking services. Give them directions to alternative parking places. For large annual meetings that attract public attention, you will have to ensure that you manage the flow of traffic, especially in the parking area. Consider putting security measures at the entrance and keep a keen eye for any potential disruptions.
The seating arrangement will depend greatly on the number of shareholders. It’s also important to have a layout that will ensure that all members listen and participate actively. A boardroom style where members are seated facing each other would be ideal for a meeting of 50 shareholders or less. Another alternative would be the classroom setup for 10-150 participants because they will spend the better part of the day talking to each other.
For more than 200 participants, a theatre setting would work just fine. This seating layout ensures that all members are seated facing in front. The focus is given to the presentations on the podium. You have to ensure that there is effective audio and sound ambience to ensure that all shareholders listen and participate as expected.
For the meeting to be a success, the agenda of the day has to be discussed effectively by all the stakeholders. Ensure that you use the best sound and audio equipment to enhance the experience of the participants.
The main agenda
To avoid disappointing your shareholders, ensure that you plan the agenda for the AGM and distribute to all attendees 4-6 months before the meeting. Ensure that it is clearly articulated and all the major points of interests are included.