BUSINESS ARTICLE

Tips for Hybrid Meetings: Prepare for the New AGM Rules in Malaysia

Tips for Hybrid Meetings_ Prepare for the New AGM Rules in Malaysia

Tips for Hybrid Meetings: Prepare for the New AGM Rules in Malaysia

firstpagedigital Business Insights, Share Registry

Starting 1 March 2025, companies in Malaysia will no longer be permitted to hold fully virtual Annual General Meetings (AGMs). Under the new guidelines issued by Bursa Malaysia, all listed companies must provide a physical venue for shareholders, even if they also allow online participation.

Although this may seem like an added responsibility, it’s also a chance to host more engaging and accessible meetings. Hybrid AGMs, which combine physical and virtual attendance, can help you comply with the updated rules while offering shareholders the convenience of joining from anywhere.

In this article, we will explain the key regulatory changes, highlight the advantages of hybrid AGMs, and share practical tips to help you adapt smoothly. We will also introduce BoardRoom’s new fixed-location hybrid meeting venue, a cost-effective solution to simplify your AGM planning.

What Is Changing for AGMs in Malaysia?

Under Bursa Malaysia’s revised Listing Requirements, all public-listed companies (PLCs) must host AGMs at a physical venue starting from 1 March 2025. This means fully virtual AGMs will no longer be allowed.

The aim is to promote greater transparency and inclusivity by allowing shareholders to attend in person, while addressing technological barriers through hybrid setups that maintain online access.

To meet these requirements, companies will need to:

  • Book a physical location for their AGM.
  • Ensure that the quorum requirements are met with attendees present on-site.
  • Provide seamless connectivity and clear communication for virtual participants.
  • Enable secure live voting and interactive Q&A functions for both physical and online attendees to ensure equitable participation.

With the right support and tools, a hybrid meeting can help you manage all these tasks effectively, ensuring a smooth experience for your team and your shareholders.

Why Choose a Hybrid AGM?

A hybrid AGM combines the best of both worlds — a physical venue for in-person participation, along with virtual tools that allow remote shareholders to join, vote and engage online while meeting Bursa Malaysia’s requirements.

Key Advantages of Hybrid Meetings:

Flexibility for Shareholders

Not everyone can attend meetings in person due to travel, work, or health reasons. A hybrid format ensures all shareholders have the chance to join and vote.

Wider Participation

Hybrid meetings typically see higher attendance, especially from shareholders who are based overseas or in different time zones, expanding participation for PLCs.

Stronger Engagement

With features like live Q&A, online polling and digital hand-raising, shareholders feel equally involved and engaged, even though they are not attending in-person.

Better Records and Reporting

Digital tools allow for easy recording, attendance tracking and automated reporting. This helps companies save time, reduce errors and enhance transparency.

Compliance with Confidence

A well-run hybrid meeting ensures you meet Bursa Malaysia’s rules without sacrificing convenience or shareholder satisfaction.

To get the most from a hybrid AGM, it is important to plan ahead, secure a suitable venue and invest in reliable technology to ensure a seamless experience.

Hybrid AGM

Hybrid Meeting Tips for a successful AGM

Here are some straightforward tips to help you run a successful and compliant hybrid Annual General Meeting:

Secure a Suitable Venue

Choose an accessible venue that has proper facilities to support both in-person and online participation. The venue should have strong internet, ample space for AV setup, and comfortable seating for shareholders.

Test Your Technology Early

Ensure that your cameras, microphones, internet connection, broadcasting software and e-voting platform are tested well in advance. A trial run can help identify issues early and avoid last-minute hiccups.

Have On-Site Technical Support

Always have an experienced tech team available onsite on the day of the meeting. They can manage equipment setup, troubleshoot problems, and support online features like e-voting and online Q&A submissions for a seamless AGM experience.

Communicate the Details

Send out AGM invitations early and explain clearly how to join in-person or online. Provide instructions, log-in details and any necessary links for voting or accessing the live stream.

Ensure Real-Time Interaction

Shareholders should be able to ask questions, respond to polls and vote in real-time. Use a digital platform that supports secure voting and two-way communication. Appoint an independent scrutineer to validate votes.

Train Your Presenters

Whether your speakers are joining online or speaking at the venue, make sure they understand how the hybrid setup works. Offer a briefing on how to use the microphone, camera and presentation tools.

Keep a Backup Plan Ready

Always have a contingency plan in case of technical issues. For example, have backup internet access or an alternative livestream link to ensure continuity and compliance.

Introducing BoardRoom Malaysia’s Hybrid-Ready AGM Suite

To help companies adapt to the new AGM requirements, BoardRoom Malaysia has partnered with a trusted provider to launch a new fixed-location hybrid meeting venue. This service is designed to help you hold a professional, compliant, and stress-free AGM without needing to manage every detail yourself.

What the Venue Offers:

  • Prime Location: Conveniently located with easy public transport access such as LRT, and ample parking.
  • State-of-the-Art Technology: Stable high-speed internet, live streaming setup, interactive display, real-time voting systems and tech tools to ensure your AGM run without a hicth.
  • On-Site Expert Support: A dedicated team of meeting managers and IT professionals to handle everything, from logistics to troubleshooting, so you can focus on your presentation.
  • Cost-Effective Packages: Affordable and flexible packages tailored to suit your needs, whether you expect a small turnout or a larger audience.

BoardRoom’s Share Registry Services (SRS) team can support every part of your AGM process, from preparing your Notice of Meeting and managing proxies to ensuring accurate vote tabulation.

Learn more about our Share Registry Services and how we can help with your next AGM.

Why Work with BoardRoom?

With decades of experience supporting listed companies across Asia, BoardRoom Malaysia is trusted for delivering secure and compliant meeting services.

When you choose our Hybrid-Ready AGM Suite solution, you are getting:

  • A fully equipped, compliant meeting space
  • End-to-end AGM support from our SRS professionals
  • Peace of mind knowing your AGM is in expert hands

Let us take care of the venue, the tech and the admin so you can focus on engaging with your shareholders and delivering results.

Your Next AGM Strategy Starts Here

The move away from fully virtual AGMs may feel like a big shift, but it presents a great opportunity to improve how you connect with your shareholders. With the right planning and support, hybrid meetings can be both compliant, cost-efficient and highly effective.

By following these simple tips, you can run hybrid meetings that are professional, smooth and inclusive for everyone, whether they attend in-person or online.

Contact our team today to learn more or request a custom quote.

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