How to run an AGM that members actually attend

The annual general meeting is where members hold the committee to account. A good AGM is organised, short and fair.

Before the meeting

• Send notice as early as your constitution requires (often 14 to 21 days).
• Share the agenda, the previous minutes and the financial statements with the notice.
• Confirm a venue, or a hybrid option so members can join from home.

The agenda

1. Opening and apologies
2. Confirm that there is a quorum
3. Minutes of the last AGM
4. Chairperson's report
5. Financial report
6. Election of the committee
7. Proposals and general business
8. Closing

Voting fairly

Use one vote per member. For sensitive issues use a secret ballot. A poll with live results lets members who cannot attend still have their say before the meeting.

After the meeting

Publish the minutes within a week, list the action items with owners and dates, and store them in your documents vault.

Make it easy to attend

Send a reminder, offer RSVP, and keep it under two hours. People attend meetings that respect their time.