Posts

Holding an AGM soon? Use these tips to help you plan.

An Annual General Meeting, or AGM, is an event held once a year by an organisation looking to give stakeholders, the general public and members a transparent overview of the organisation’s direction and financial outlook. Members and guests can expect to hear reports from the organisation’s committee regarding the achievements from the past year. It’s also the time that a vote is held and a new committee is elected for the year ahead.

AGMs are important events that need to be planned and executed properly to ensure members and guests walk away with a positive attitude about the organisation and its goals.

To help plan your upcoming AGM, consider the following:

The venue

Have a look at what venues you think might be suitable, then arrange site visits so you can determine if a venue meets all of your requirements. Will you need a board room, a large meeting room or a function room? Will you be offering refreshments during or after the meeting? Will there be a time for mingling or networking before or after the AGM, and if so, will that take place in the same room as the meeting itself?

You should also consider the accessibility of the venue in terms of public transport access and parking, through to wheelchair access and other amenities. Once you’ve chosen a venue, set a date and time, and book the meeting or function room, ensuring it’s big enough to accommodate a minimum number of people.

The notice of meeting

With as much notice as is possible and appropriate, produce a notice of AGM for members which provides details about the meeting, including the date, time, venue and information about the election.

The financial reports

Your organisation’s financial reports will need to be produced prior to the AGM. In some cases these reports need to be examined by an independent person or by your own treasurer.

The agenda

Ensure your AGM agenda is sufficiently prepared, and pre-determine whether you want to just go over the essentials, or make it a more compelling event with extra activities so you attract more members and guests on the day.

The election

It’s best to determine your voting system ahead of time so that the process can be seamless at the AGM.

You could simply have a ‘show of hands’, offer private ballots, or even arrange for a neutral third party to count the votes.

The audiovisual technology

Ensure that the venue you hire can handle your audiovisual requirements. They may even have an in-house AV provider, such as AVPartners! There are so many options when it comes to audiovisual technology at your AGM. You may require projectors to display graphs, charts and statistics for all to see, or you may look at webcasting or video streaming the event so that people can still be involved even if they aren’t physically there.

Our AVPartners teams are experts at supporting AGMs of all varieties. From staging to lighting and audiovisual support, we’ve got you covered for your next AGM. Contact us to start your AGM planning.

What types of events can your business hold to engage your customers or clients?

Holding a business event can help boost customer loyalty, while reinforcing brand identity and building thought leadership. There are several styles of event which are suited to different types of businesses depending on the industry, the business’ target market, whether the business markets via B2B or B2C, and the business’ goals.

In order to choose an event that successfully engages your customer or clients, you should ask: How will the event benefit my customer or my client’s business? Will my clients make sales through the event? Will my clients have the opportunity to network with industry leaders at the event? Will my customers or clients enjoy the event?

Here are a few event styles which are highly engaging:

Trade shows and exhibitions

Trade shows and exhibitions provide a platform to feature new products and showcase your brand. Trade shows are generally B2B events which allow industry professionals to build brand awareness while networking, whereas exhibitions are geared towards B2C businesses and provide a platform to drive sales and conversions. Industries which benefit greatly from trade shows and exhibitions include hospitality, travel, technology, retail and cosmetics.

Gala dinner

A gala dinner is an evening event which involves a sit down dinner for guests. This form of event is a great way to facilitate professional networking within your industry. A gala dinner is generally a professional celebration of a business achievement, for example an anniversary or a lifetime achievement, or charity event or fundraiser. It is usually a black tie event and follows a certain theme, involving entertainment, styling and speeches.

Symposiums

A symposium involves a panel of experts presenting on particular topics, discussing trends and proposing potential solutions for industry matters. Holding a symposium is an effective method of building thought leadership for your business and is a great way to engage clients or customers on specific industry issues.

Award ceremony

Holding an industry specific awards ceremony is a highly effective way of positioning your business as industry leaders. Like a gala dinner, an award ceremony usually involves a catered sit down dinner, and includes entertainment, drinks and sometimes a theme. Holding an award ceremony event can help cultivate professional networking within your industry.

If you would like some help planning your next event, talk to us today.