Key Takeaways:

• Plan AGM Timelines Early: With a high volume of AGMs in May and June, secure optimal dates and venues early to ensure sufficient preparation time for financial reporting and stakeholder engagement, avoiding resource constraints and boosting attendance.
• Embrace Hybrid Meeting Formats: Balance in-person and virtual accessibility by partnering with reliable service providers equipped with robust AV and digital infrastructure and support for live streaming, e-voting, and real-time polling. This ensures a seamless and compliant AGM meeting experience for both your company and your shareholders.
• Boost Attendance with Hybrid AGMs: Address logistical barriers of physical meetings by adopting hybrid formats that enhance participation while maintaining in-person interaction.
• Streamline Proxy Form Processing: Manage the surge in proxy forms in the second quarter, particularly in May, by leveraging digital share registry portals like BoardRoom Smart Investor Portal (BSIP) for efficient e-Proxy submissions and enhanced shareholder engagement.
• Optimise Meeting Duration: Streamline agendas and allocate timed Q&A segments to manage longer meetings driven by increased shareholder interaction in physical and hybrid formats. Invest in robust technology and pre-meeting rehearsals to minimise delays.
• Leverage Digital Tools for Support: Utilise BSIP’s self-service features, such as e-Proxy submissions and annual report downloads, to manage high call volumes during peak AGM months (February and June) and ensure seamless shareholder support.
• Enhance Attendee Experience: Offer cost-effective door gifts and refreshments, such as branded merchandise or locally sourced items, to strengthen shareholder relations and encourage in-person attendance at physical meetings.