Running a successful Annual General Meeting

1. Start Early

Organising an Annual General Meeting takes planning. Doing an audit, recruiting candidates, informing your members, and finding a venue, a speaker, and even the right snacks all take time. It is important to start early and know who's in charge. Usually it's the secretary, but this can change if others volunteer. Just make sure everyone knows who's responsible for what and when it needs to be done by.

2. Know the Requirements:

Depending on the structure of your organisation and which state you operate in, you may need to adhere to certain legal requirements. Otherwise your constitution should contain any requirements for Annual General Meetings specific to your organisation. Know the rules for the timing of your AGM, how much notice is required, what financial statements need to be prepared, who needs to attend and who can vote - i.e. how many members do you need for a quorum? What are your rules around proxies?

See our help sheet for more information about the legal requirements for your organisation.

TIP: Even if there are no specific rules for setting a date, it is still a good idea to have your meeting in August or September, while the financial statements are still fresh.

3. Review your constitution

Make sure your constitution is up to date well in advance of your annual general meeting. If it still says that you need to give notice of the AGM by posting an ad in the newspaper it's well overdue for revision. What else needs to change to bring it line with the 21st Century?

4. Make the most of technology

Use technology (e.g. email) to communicate with your members and find out if they have any issues they'd like to raise at the AGM. Notice can be sent electronically and people can even attend via technology - this can be a great opportunity to show your members how innovative you are! Just make sure you know the rules and everything is functioning on the day. This can be as basic as having a back-up battery for the cordless microphone, and having a working laptop to take notes.

TIP: If you have a guest speaker or an announcement that you think may be of more general interest prepare and circulate a media release.

5. Review your governance

Do not leave the filling of vacancies to the Democracy Fairy. Who's leaving? Who's staying put? Confirm which of your current board members and office bearers (chair, deputy chair, secretary, treasurer) will be re-nominating for the coming year and who will be retiring. Check your constitution to see if anybody is ineligible to stand (if there is no mandated maximum term think of changing the constitution to ensure that your board does not become a "boys club".) Start searching for candidates at least three months out from your AGM. Be active in recruitment, not passive.

TIP: Having a nominations committee can help ensure that candidates for the board are educated on its workings and will fit the requirements for the coming term of office - based on your strategic plan. Access our help sheets on Assessing Board Performance here.

6. Sort out your finances

If you are required or decide to present an audit of your accounts at the AGM, leave enough time for the auditor to go through your books and prepare your accounts. Make an appointment well in advance; this is a busy time for auditors. Ensure that the auditor knows the exact date of the AGM.

7. Have your papers in order

Prepare your accounts (including balance sheet and financial statement), the Annual Report, the agenda and minutes from the previous AGM and distribute them to your members and office-bearers well in advance of the meeting (at least one week).

8. Make it interesting

If getting a quorum to the AGM has been a problem in the past choose a guest speaker who will attract members, and/or plan it around an event that you know will be well attended, like an open day. Guest speakers can be people you want to impress during the meeting (an important funder, for example), or people you want to be impressed by at the meeting (an inspiring speaker), or both. If you do decide that you want to make a feature of the AGM, make sure your members are going to turn up - rows of empty seats do not look good. You may wish to send special invitations to local dignitaries, local members, and donors and prospective donors. Ask for RSVPs so you know what numbers to expect and can take action if you need to drum up a few more bodies.

9. Say thank-you!

Thank everyone. Your members, your staff, your volunteers, the board, the speakers, the caterers…EVERYONE!

10. Document it, then hand it over

Write up your minutes shortly after the meeting (within a week if possible) and ensure that any necessary documentation is sent out. For example, make sure the audited statement and notification of change of public officer reach the appropriate state/territory government department. Have an induction process in place for new members, board members and office bearers.