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10 steps for organizing an Annual General Meeting

2025/04/27

Learn the 10 essential steps to successfully organize your Annual Shareholders' Meeting, from planning to documentation.

1. Decision to Convene and Planning

  • Board of Directors decides to organize the Annual Shareholders' Meeting
  • Determine timing (within 4 months after the end of the fiscal year)
  • Choose location (within the country's territory)

2. Developing Meeting Program and Content

  • Draft detailed agenda
  • Prepare documents and draft resolutions
  • Collect shareholder proposals (if any)

3. Preparing Shareholder List

  • Determine the final registration date
  • Update the list of shareholders with voting rights
  • Review and resolve related complaints

4. Preparing Documents and Notification

  • Draft meeting invitation
  • Send notification to each shareholder
  • Include meeting program and supporting documents

5. Registration and Authorization

  • Open registration system for shareholders
  • Process power of attorney documents (if applicable)
  • Verify shareholder credentials

6. Venue and Technical Preparation

  • Prepare meeting room (or online platform)
  • Check audio and visual equipment
  • Prepare necessary technical resources

AKT Translation:

  • Arrange AKT professional simultaneous interpretation services
  • AKT to prepare multilingual audio equipment
  • Set up soundproof interpretation booths
  • Test real-time translation systems
  • Provide language-specific audio channels for online and physical formats

7. Opening Procedures

  • Register attending shareholders
  • Elect meeting chair and secretary
  • Elect ballot counting committee
  • Approve meeting working regulations

AKT Translation:

  • Clarify language support options
  • Provide simultaneous translation devices
  • Performing the interpretation during the Meeting

8. During the AGM:

  • Present Board of Directors' report
  • Discuss agenda items
  • Vote on important matters

AKT Translation:

  • Ensure interpreters have meeting materials in advance
  • Allow questions in multiple languages
  • Use clear, concise language

9. Ballot Counting and Resolution Approval

  • Conduct ballot counting
  • Announce voting results
  • Approve Annual Shareholders' Meeting resolution

AKT Translation:

  • Provide multilingual voting instructions
  • Announce results in multiple languages
  • Ensure clarity of voting process across languages

10. Preparing and Issuing Minutes

  • Fully document meeting content
  • Sign minutes by chair and secretary
  • Store and send minutes to relevant parties

AKT Translation: keep the flow going to the end of the AGM.

Note: The process may be adjusted according to each company's charter, but these steps are fundamental and comply with the 2020 Enterprise Law.

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