An Annual General Meeting carries statutory obligations and reputational weight — it must be conducted with precision, transparency, and respect for members' time. This AGM run sheet template guides chairpersons and company secretaries through each procedural step, from confirming quorum at the start to formally closing the meeting at the end. Use it alongside your meeting notice and proxy forms to ensure every agenda item is addressed in the correct order and within the allocated time.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 17:30 | Registration desk opens; proxy form collection | Company Secretary | Foyer |
| 17:45 | Doors open; members take seats | Venue Staff | Board Room |
| 18:00 | Chairperson calls meeting to order and confirms quorum | Chairperson | Board Room |
| 18:05 | Confirmation of previous AGM minutes | Chairperson | Board Room |
| 18:15 | CEO's report presented | CEO | Board Room |
| 18:30 | Treasurer's report and financial statements presented | Treasurer | Board Room |
| 18:45 | Auditor's report tabled | Auditor | Board Room |
| 19:00 | Ordinary and special resolutions put to members | Chairperson | Board Room |
| 19:20 | Board elections conducted | Returning Officer | Board Room |
| 19:40 | Member question time | Chairperson | Board Room |
| 20:00 | Meeting formally closed; networking and refreshments | Catering | Foyer |
Confirm quorum requirements under your constitution and applicable legislation before the meeting.
Distribute the notice of meeting, financial statements, and any proxy forms to members within the required timeframe.
Ensure voting procedures (show of hands, poll, or electronic) are agreed and communicated in advance.
Have the company secretary present throughout to record minutes accurately.
Arrange for an independent returning officer if board elections are contested.
Most AGMs run between 60 and 90 minutes for the formal business component. Larger organisations with complex financials, contested elections, or significant member questions may run up to 2–3 hours. Planning a post-meeting networking period of 30–45 minutes is common and helps maintain member engagement.
Quorum requirements vary by organisation and jurisdiction. Most constitutions specify a minimum number or percentage of voting members (e.g., 5 members or 10% of membership) who must be present — in person or by proxy — for the meeting to be valid. Check your constitution and applicable corporate legislation before the meeting.
Yes, most Australian corporations and incorporated associations can now hold AGMs online or as hybrid events, provided the meeting notice advises members of the format and technology platform in advance. Ensure your platform supports voting functionality and that members without internet access can still participate via telephone or proxy.
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