How to Organise An AGM

Focus on the AGM Venue

An Annual General Meeting (AGM) is a requirement for most organisations but all too often they are seen as a chore for members rather than a must-attend event. By choosing the right AGM venue for your members and planning an engaging event around the formalities, it can be a genuine success.

When organising an AGM, you need to find a venue that can meet a whole range of needs. There are practical considerations of course but an AGM provides a frequently overlooked opportunity to give something extra to your members. We take a look at how to organise an AGM that will make your members want to attend.

The purpose of an AGM

It is important to bear in mind the purpose of an AGM so that you can cover off the practicalities first and foremost. The purpose of an AGM is to share the following:

• • A summary of your organisation’s activities during the last year
  • Annual Reports including your Annual Accounts and a Financial Report
  • Consider nominations and carry out elections
  • Any motions for consideration
  • Any changes to the organisation’s constitution (if needed) for approval
  • Any other resolutions

An AGM is not just about ticking off the legal requirements, it’s a chance to showcase all of the good work you have done and genuinely engage your members. Making an AGM fun is not an easy task but by thinking outside of the box and picking the right venue this can become a reality.

Tips on Running A Successful AGM

When it comes to running a successful AGM, it is important to make it as easy as possible for your members to attend and then execute a well-planned and interesting event. Here are some tips to help you achieve this:

• • Plan early – start planning your AGM at least 3 months in advance. It is essential you do not miss your deadline. (Click through for some Event Planning Inspiration)
  • Give your members plenty of notice – minimum of 1 month
  • Publicise your AGM by writing to and emailing your members individually – go that extra mile to make them aware of the date, time and venue by using social media, posters and maybe a press release to relevant newspapers/publications to encourage members to attend
  • Provide your members with information about their voting rights and your nomination and voting procedures so they are fully prepared
  • Plan a detailed agenda for the day and share it
  • Make sure you follow your organisation’s constitution at all times
  • Organise someone to take minutes of the AGM and get them to write them up as soon as possible after the event
  • Give members plenty of opportunities to ask questions and speak with representatives
    

Tips on Choosing an AGM Venue

When it comes to holding an AGM, the venue plays a crucial role. Here are some tips for choosing an AGM venue:

• • Ensure the venue has capacity and is fit for purpose – arrange a viewing to make sure it matches all of your needs
  • Ensure the venue is easily accessible by a range of transport options – carry out research into what location and date/time is most convenient for your members
  • Make sure your members know how to get there – most venues should provide detailed directions that can be shared
  • Ensure the venue is fully equipped with state of the art equipment and has all the technology your presenters require
  • Make full use of available technology to ensure that the presentations are engaging and fun where possible
  • Find a great guest speaker – ensure the venue has a dedicated green room for speakers to make them feel at home
  • Ensure that refreshments can be provided in-house or that there is a range of eating options nearby
  • Breakout spaces can be great for encouraging your members to relax and socialise, making the AGM less formal
  • Ensure that the AGM Venue is fully accessible for disabled members
  • Ensure that the venue is conducive to a relaxed and friendly atmosphere

20 Bedford Way AGM Venue London

20 Bedford Way is a Central London AGM venue located in Bloomsbury, only minutes away from Kings Cross, St Pancras and Euston as well as several tube stations. We have a number of rooms available to hire at affordable rates including our flagship theatre Logan Hall.

Logan Hall has the following features essential for a London AGM venue:

• • 910 seat theatre
  • Tiered seating with excellent sightlines
  • State of the art AV, sound and lighting equipment
  • Affordable rates
  • Green room for guest speakers
  • Breakout rooms if required

If you are considering holding an AGM at 20 Bedford Way, then call us today on 020 7612 6143 or fill out an enquiry form.

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