Tips / Key Take Aways

Conduct a post AGM Review

• Hold the review as soon as possible.
• What worked well?
• What could be improved?
• Was the format appropriate for you, your executive team and your shareholders?

Know your shareholder

• Do you know your underlying shareholders and beneficial owners?
• Have you engaged the proxy advisors? Do you know how they are advising their clients?
• Consider the benefits of running a comprehensive proxy campaign.

Management of shareholder questions

• Are questions being received in advance of the meeting? If so, digital submissions are preferable.
• How will questions be received during the meeting; via telephone, a virtual meeting platform, or in person?
• If your meeting is hybrid, ensure your Moderator and Chair understand the flow of questions across in‑person, online, and telephone channels.
• Consider how the Chair will handle repetitive questions or those not related to AGM business.

Technology in use

• Speak with your Registry team to ensure a smooth experience for you and your shareholders.
• Ensure the platform is flexible; can manage shareholder votes, questions and stream the contents of the meeting within a single online portal.
• Ensure you audio visual and platform partners have experience running physical and virtual AGMs.

Venue Considerations

• Does the venue have a room adjacent to the main function space for executive preparation or post‑meeting polling?
• Does the venue have adequate internet support? Remember it is required for both the registration desk and virtual meeting technology.
• Will the venue allow the use of external AV providers?
• Consider the room layout, ceiling height, screen positioning, and other technical requirements.
• Is the venue easy to find/locate on maps?
• Is the venue close to public transport?
• Will the venue provide adequate signage?
• Do you require an audio loop to assist with hearing support?
• Will you need to consider mobility devices; is registration area easily accessible?
• Is your meeting room close to a lift?
• Will your Shareholders have generic questions which require enquiry desk support?

Engage Your Experts Early

Engage your registry, campaign, meetings, and events specialists early in the planning process. At MUFG Corporate Markets, we have a team with broad expertise to support every aspect of AGM preparation and delivery.