The Annual General Meeting (AGM) is an important event for co-ops. It provides a forum for the co-op to report back to members, elect directors, and shape its future. A great AGM will accomplish all the business that needs to be decided, inform and update members, and (hopefully) leave everyone energized and excited about the co-op’s future.
Hosting a great AGM takes work. This checklist will help you identify important tasks, plan a focused, informative, and engaging AGM, and make sure you don’t forget anything. You should adjust this list to suit your co-op.
Prepare speaking notes and an annotated agenda for the meeting chair
2 weeks before AGM
Ensure all materials are available to members on the website
Complete a seating plan and system for registration (e.g. print sign-in sheets)
Confirm arrangements for food, guest speaker, audio-visual equipment
Check-in with meeting space staff
A few days/the day before the AGM
Complete a test run of the AGM
Finalize all speaking notes
Set up the meeting room and test audiovisual equipment
Forward instructions to relevant board members and staff (e.g. seating plan, roles, speaking notes, special requests)
Assemble AGM packages for members
Day of the AGM
Arrive early and perform one final check on the audiovisual equipment
Check-in with speakers and answer any final questions
Delegate tasks to staff and volunteers (e.g. distribute package, monitor sign-in sheet, coordinate food, support for board and guest speaker, tech support)
Ensure there’s extra seating available and extra AGM packages for members
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