Annual General Meetings

Overview

If your organisation is a company, like most charities (companies limited by guarantee – CLG), you must hold an AGM no more than 15 months after the last one.

For unincorporated associations, your constitution outlines the AGM rules.

AGMs are not just a legal requirement. They also engage members and showcase your achievements from the past year.

Agenda Essentials

These items typically appear on most AGM agendas:

  • Welcome and confirmation of quorum
  • Approval of previous AGM minutes
  • Trustees’ report and financial statements
  • Auditor’s appointment/re-appointment (if needed)
  • Board elections and officer appointments (if applicable)
  • Any other business

Plan Your AGM: Step-by-Step

Here’s a timeline to help you plan your AGM.

  • 8–10 weeks out: Review your constitution; set the AGM date and format (in-person, virtual, or hybrid).
  • 6–8 weeks out: Draft the AGM notice (include virtual/hybrid details); book the venue or technology; confirm attendees and voting rights.
  • 4–6 weeks out: Prepare the board pack: trustees’ report, financial statements, auditor’s report (if needed), proposed resolutions, and director elections.
  • 3–4 weeks out: Send the AGM notice, agenda, and pack to members. Check your constitution for the minimum notice period, but generally, 21 clear days are required. The day you send the notice and the day of the AGM do not count in this period.
  • 1–2 weeks out: Finalise proxies; test technology; confirm quorum; set up registration and verification for remote attendees.
  • On the day: Follow your agenda—verify attendees, confirm quorum, approve previous AGM minutes, present reports, manage elections and resolutions, and record votes.
  • After the AGM: Publish outcomes to members; update statutory registers; file accounts or returns as needed; log actions and deadlines.

If issues arise: Follow your constitution’s rules for adjournment and reconvening; communicate clearly with members.

Virtual and Hybrid AGMs

Starting December 2024, legislation allows companies to hold AGMs and general meetings virtually or in a hybrid format. This applies unless your constitution specifies that the AGM must be in person. If that’s the case, update your constitution to allow online AGMs.

Tips

  • Use a platform that supports attendee verification and secure electronic voting.
  • Provide clear joining instructions and a contact for tech support.
  • Assign a moderator to manage Q&A and speakers.
  • Record attendance and votes.
  • Share documents in advance.
  • Use plain and accessible language.

 

Key Points for Online or Hybrid AGMs

  • You can hold AGMs and EGMs electronically (e.g., Zoom or Microsoft Teams).
  • Meetings can be fully online or hybrid (a mix of in-person and remote).
  • Prepare for technical issues; if problems arise (like connectivity issues), you may need to adjourn and reconvene according to your constitution.
  • Establish a process to identify attendees, verify members’ rights, and record attendance.
  • Check your constitution for rules on notice periods, quorum, proxies, and voting. Generally, proxy forms with an e-signature or scanned copies sent by email are acceptable.

Important note

This guidance is general information, not legal advice.

Always follow your organisation’s constitution and seek legal advice if unsure about conducting your AGM. 

We have listed pro-bono legal resources for nonprofits on our website.

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