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.

4-6 months before the AGM

• Create a process for accepting director nominations
• Begin preparing financial information for the annual audit
• Issue a Request for Proposals (RFP) for an auditor or confirm recommended auditor for member approval
• Set a date for the AGM
• Request committees identify potential decisions that need member approval

3-4 months before the AGM

• Select a meeting venue and reserve the space
• Request reports from relevant committees and officers to include in the annual report
• If applicable, prepare a budget for board and member approval

2 months before the AGM

• Make arrangements for food and speakers
• Identify all audiovisual requirements and locate the necessary equipment
• Board approves all necessary reports and resolutions including:
  • Reports to be included in the annual report
  • Recommendation of auditor
  • Proposed resolutions
  • Budget
• Issue a call for nominations
• Set the agenda for the meeting
• Identify roles and responsibilities
• Notify members of the meeting date

1 month before the AGM

• Issue formal notice of the meeting to the members
• Confirm presentations from speakers including:
  • Chair
  • Manager
  • Treasurer
  • Committee chairs
  • Auditor
  • Guest speaker
• Compile annual report for publication
• 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