CASE STUDIES

Case Studies 2024

Enlitic Inc – Annual General Meeting

On 16 May 2024, Enlitic hosted their very first AGM in partnership with MUFG Corporate Markets and their award-winning1 virtual meeting technology to successfully conduct a Video & Slides Webcast held as a Fully Virtual event for their stockholder and CDI base.

Making it work

We worked with Enlitic on every detail of the meeting to ensure that the event ran smoothly and successfully. Preparation for the virtual meeting commenced approximately 6 months before the actual event, where our team had frequent planning calls with the client, periodically booked ahead of time, with more frequent meetings taking place closer to the meeting date. We assisted Enlitic with the initial drafting of their multiple proxy and question forms, thoroughly reviewing and adding essential information to the Notice of Meeting, such as Virtual Meeting URLs. We also facilitated the mailing of documents to Stock/CDI holders, enlisting the experience of our internal mail house to assist with the sampling, proofing and dispatch of the mailings. Email broadcasts were also sent electronically to holders notifying them of the meeting details, inclusive of links to AGM documents. Further to this our internal operation teams managed the collection and processing of both hard copy and electronic proxy votes up right up to the proxy close. Access to our investor relations platform along with the Voting module were provided to the client for easy viewing of the voting directions in real time.

The Big Day

The Enlitic meeting was hosted with the presence of the Enlitic Chair, Chief Executive Officer and Executive Director, a majority of the non - executive directors, auditors and legal team, as well as the online attendance of holders. Our team comprised of a dedicated Client Relationship Manager with IT support team attending the meeting on the day to support Enlitic with the moderation of holder questions through our virtual meeting platform, no questions were received which made for a smooth transition to this newly adopted meeting format.

Through our video conferencing technology we were able to successfully mix the Enlitic presenters audio and vision into our meeting platform, where holders were able to view the live video feed and presentation slides. For consistency, the remote presenters all hosted the same company-branded backgrounds, which made for seamless transitions as speakers changed hands, at one point all the presenters were even brought in to appear on screen side by side to allow for introductions of the Board and Executive Management. The virtual nature of the meeting supported by our intuitive meeting configurations allowed online stockholders to vote and ask questions online, while CDI holders were not enabled to vote, but could ask and submit questions throughout the meeting. Our proprietary virtual meeting platform is extremely versatile in its set up abilities, allowing us to provide various combinations to suit any companies’ requirements on the day.

With the regulatory requirements around the use of telephone lines for questions at AGMs remaining a big focus, Enlitic opted to utilise our web phone service offering, whereby verified holders participating in the meeting have the option to ask a question verbally at the meeting, in addition to being able to transcribe written questions through our platform.

As meeting proceedings came to a close, our team initiated the poll process and provided Enlitic with the final Results of the Meeting to announce shortly after on the ASX.

In the background, the meeting was monitored and supported by our dedicated technicians in our streaming operations centre (SOC) ensuring the AGM ran smoothly, securely and was of the highest quality. We attribute the success of these meetings to the countless planning hours, by our CRMs, Events Team and of course the client! The facilitation of rehearsals and web phone tests ensured everyone was comfortable and confident with the technology being used. Preparation of key documentation such as Online Guides, ensured holders had access to troubleshooting information if they required steps on how to navigate the platform. All of these elements place a spotlight on the work that goes on behind the scenes, and sets us up for success in organising and delivering the most important events in our client’s corporate calendars.

Testimonial

Thank you, Link team, and everyone else in the background for helping us through our first AGM! We greatly appreciate it!”
- Enlitic

1 Digital Platform of the Year’ at the 2021 Financial Standard MAX Awards

Royal Automobile Club Queensland – Annual General Meeting

On 22nd October 2024, The Royal Automobile Club of Queensland Limited (RACQ) hosted its annual AGM at its Eight Mile Plains headquarters. In partnership with MUFG Corporate Markets, the organisation successfully conducted a Video & Slides Webcast held as a Hybrid event, a member phone line was also secured as an extra method for participation for the large membership base comprising of approximately 1.75 million members across Queensland. Utilising a hybrid format ensured that all Members from far and wide had the opportunity to participate and ask questions via various communication channels during the annual event.

Making it work

Planning for the 119th AGM began many months prior, kicking off in April of 2024, where we first worked to produce and establish high level timelines to support every aspect of the meeting. Appropriate delegations and delivery dates were noted to ensure from the outset all involved in our working groups were on the same page and understood the roles and responsibilities they would play in the coming months. We firmly believe this step to be critically important when planning for the year ahead ensuring clarity in how we work with our clients to achieve the desired outcomes.

We kicked right into gear as our first item on the checklist was to take a sample of the data extracts to ensure we could navigate and pick up any inconsistencies or changes within the data or our systems from previous years. This provided both MUFG and RACQ great assurance that when it came time to load such a significant data set that we already had worked through any intricacies.

Each year our internal marketing team assists RACQ with the early preparation of a branded Online Portal User Guide. This ensures all members on the day who may experience any sort of difficulty in relation to technology have available a guide with troubleshooting tips, as well as the contact numbers to phone our dedicated virtual meeting assistance team, who form part of our wider Contact Centre. Early work is always put into updating a personalised FAQ document that we equip our contact centre teams with well in advance to ensure any RACQ members phoning for assistance on the day are met with the most current information relating to the meeting.

We began working on drafts of the proxy forms ahead of time to solidify the general templates and slotted in the final resolutions once they had been approved by the RACQ board. Virtual meeting URLS were created well in advance and made available to the working group for insertion in both the proxy form and notice of meeting.

For several years now, working alongside our online services team, we construct a microsite for RACQ, with the first phase consisting of Key Dates, Meeting Details and Locations, access to the Notice of Meeting, information on how to vote, key contact information and FAQs.

We ensure links are integrated into the site making it easy for members to navigate to online voting and RSVP functions. RACQ each year collect RSVP data for those anticipating attending the meeting both physically and or online so they can ensure they are best placed for space at their venue on the day as meticulous planning goes into the room set up and layout.

Our team work with RACQ and their chosen mailhouse to ensure the final proxy form design is provided in order to ensure the mailing to the large member base goes out smoothly and promptly.

Operations and our mailroom assisted with the collection of proxy forms along with the processing of member votes. In addition votes and questions from our online investor centre are captured and weekly reporting is provided to RACQ, together with regular updates on broader observations of the AGM season so far to enable to the RACQ team to pre-prepare for possible questions on the day.

The Big Day

In the hour leading up to the AGM, members were registered into the meeting, provided the appropriate voting/visitor cards and had access to the deck outside of RACQ’s corporate offices where they could take the opportunity to access information and tailored support in relation to any customer queries they may have. Prior to the commencement of the AGM members were gently cued and ushered into the meeting room.

The meeting was hosted in the presence of the entire RACQ board, along with access to an interpreter and closed captions on the day. Our team onsite consisted of 4 CRMS and IT support on the day, with a dedicated resource to assist the internal teams with questions on the day.

We ensured that branded contingency slides were available in case of an unforeseen interruption, with every effort made to ensure we had multiple redundancies in place. AGM proceedings on the day went smoothly as anticipated, a testament to the planning sessions that had commenced so many months prior with the meeting lasting just over an hour. Several videos were streamed throughout the presentation which provided a great experience for those in the room to break up the speeches. Those online experienced seamless transitions from changing of speakers to video content being played. In attendance on the day, we recorded 138 attendees online aswell as 77 in-person.

AGM SEASON WRAP
TRENDS
Client Experience
International AGM Landscape