Running a Successful Annual General Meeting
Your Annual General Meeting can run as smooth as chocolate or as rough as peanuts. The difference often comes down to preparation – from securing the right venue to having your governance in order. If you’re planning your AGM in Sydney, here’s the ultimate checklist to keep your event on track and stress-free.
1. Start Early
Organising an AGM takes time. From preparing financial statements to recruiting candidates and finding a venue, every step needs careful scheduling. Usually, the secretary oversees planning, but responsibilities can be shared. The key is that everyone knows who’s responsible for what and when.
2. Know the Requirements
Every organisation has legal and constitutional obligations around AGMs. These may include deadlines for holding the meeting, minimum notice periods, quorum requirements, and rules around voting or proxies. Review the requirements for your state and check your constitution well in advance to avoid compliance issues.
Tip: Even if your constitution doesn’t specify timing, many organisations schedule AGMs in August or September while financial statements are still fresh.
3. Review Your Constitution
Ensure your constitution is relevant and practical. If it still requires notices to be published in a newspaper, it’s due for an update. Bringing your constitution into the 21st century helps streamline AGM processes and align them with current communication methods.
4. Make the Most of Technology
Use technology to simplify communication and attendance. Notices can be sent electronically, and many members may attend virtually if your constitution allows. On the day, make sure microphones, laptops, and backup batteries are ready. Test your tech beforehand – nothing kills momentum like a glitchy presentation.
Tip: If you have a speaker or announcement of broader interest, prepare a media release to maximise exposure.
5. Review Your Governance
Don’t leave board vacancies to chance. Identify which directors and office bearers are retiring or re-nominating and begin recruitment at least three months before the AGM. A nominations committee can help ensure candidates understand their responsibilities and are aligned with the organisation’s strategic direction.
6. Sort Out Your Finances
If your AGM requires audited accounts, book your auditor early. This is a busy time of year and you’ll need to allow sufficient time for them to prepare reports before your meeting. Confirm that your auditor knows the exact date.
7. Have Your Papers in Order
Prepare your Annual Report, financial statements, agenda, and the minutes from the previous AGM. Distribute these to members well in advance, ideally at least a week before the meeting. This helps attendees feel informed and engaged rather than overwhelmed on the day.
8. Choose the Right Venue
Selecting the right AGM venue in Sydney is one of the most important decisions you’ll make. An experienced venue partner like Epping Events removes pressure by managing catering, IT support, and room setup. Look for:
• Public transport access so members can arrive easily
• Catering options to keep attendees refreshed
• Spacious, flexible rooms for both large and small meetings
• Reliable IT support for presentations, microphones, and livestreaming
• Experienced staff who understand AGM requirements
A well-chosen venue ensures your AGM runs smoothly, leaving you to focus on governance and decision-making rather than logistics.
9. Say Thank You
Take time to thank everyone involved – members, volunteers, board, staff, speakers, and caterers. Gratitude builds goodwill and sets a positive tone for the year ahead.
10. Document and Follow Up
Draft your minutes promptly – ideally within a week – and send any required documentation to the relevant authorities. Have an induction process ready for new directors and office bearers to ensure continuity.
Final Word
A successful AGM blends careful planning with the right support. By starting early, meeting your legal obligations, and choosing an experienced AGM venue in Sydney, you can take the stress out of the process and focus on engaging your members. At Epping Events, our professional team, accessible location, and full-service facilities make us the ideal partner for your next AGM.
Contact us today to discuss hosting your Annual General Meeting in Sydney.