Nervous about the prospect of holding an online or hybrid AGM? Recent changes to Government guidelines provide an opportunity to develop a unique model that suits both your organisation and your shareholder community — providing all the engagement you need without the risk.
Choose from three main presenting options for your executive speakers when it comes to virtual and hybrid AGMs: presenting from a studio, a physical presentation from an external venue or office that is live-streamed, and presenting remotely over a broadband connection or by phone.
Enable your executives to present from the location of their choice. Our managed remote virtual AGM service includes online presenter briefings and technical checks while phone audio via teleconferencing provides a highly stable back-up audio feed option.
The highly professional look and staging of a studio broadcast with brandable green screen background, combined with technical support, a stable video feed with built-in redundancy, and optional production assistance to manage Q&A and voting functions.
The interactive elements of your hybrid or virtual AGM may need special consideration in order to find the right balance between enabling the meeting to run smoothly and providing investors and members with a reasonable opportunity to vote, comment and ask questions.
Redback’s online virtual AGM technology allows for proxy voting, live polling and online questions and commentary.
Activate Private Q&A or Public Chat to engage online shareholders. A copy of your transcript can be downloaded once your event has concluded.
Launch live polls within your online AGM as a virtual ‘show of hands’. All poll results can be shared online and are made accessible within 24 hours.
Our Proxy Voting solution is completely anonymous and uses the highest security standards and vote verification protocols, with results available an hour after voting ends.
Request your Custom Quote
Redback’s fully managed virtual AGM packages start from $7,500.
Get in touch to secure your date of choice or to request more information.
The Virtual AGM Checklist
Bringing your online AGM to life can be time-consuming – where do you even begin? Use this checklist to ensure you tick every step in the planning process.
An Annual General Meeting (AGM), is a meeting dedicated to enabling company members or stakeholders and directors to discuss the company and its state of affairs. AGMs are usually focused on a presentation by the board of directors to explain the financial position of the company. With a financial report, the board of directors usually discuss the future strategy of the company so that investors have a good knowledge of the direction the company aims to take. This is one of the few times in which investors can actively participate in company activities by voting on the biggest issues. AGMs are usually held by public companies, for which legal requirements and scrutiny is higher. In Australian law, public companies with more than 1 member are required to hold an AGM at least once a year. Private companies are not required to hold an AGM but may decide to do so.
What are the requirements governing AGMs?
In Australia, the Corporations Act regulates how you must hold your AGM. As a company director, you are required to hold an AGM 18 months after registration and you need to do it at least once a year. Each organisation has a quorum for the AGM defined in its constitution, with at least two members required to attend. During an AGM, you must present specific documents including: the annual financial report, the directors’ report, and the auditor’s report. The AGM provides an opportunity for investors and stakeholders to question the board, and time must be set aside for questions about company management and the remuneration report. An external auditor may attend the AGM and answer questions from members about the auditor’s report. Questions must be submitted to the auditor before the AGM in writing to ensure all members have access to the question and the answer. The maximum legal notice for an AGM is 28 days. An AGM can be organised more quickly if specified in the constitution or if all shareholders agree.
Why organise a virtual AGM?
The Australian Securities and Investments Commission (ASIC) has adapted to the outbreak of COVID-19 and authorised the holding of virtual AGMs using the proper technology. This opens the door for a large number of organisations to run their AGM online, if permitted by their constitution. Virtual AGMs reduce the need to conduct a physical AGM in an external location, eliminating venue hire costs and risks to members from face-to-face attendance. Board members may also connect remotely, reducing travel costs. Virtual AGM technology platforms are well-suited to the feedback and participation requirements of AGMs and increase accessibility, and enable organisations to reach shareholders wherever they are located. Your AGM can also be performed as an hybrid event, which means that the quorum may be achieved in a physical meeting and linked to all other members online. Data is also available after the event on online attendees, duration of views and engagement during the proceedings.
What timeframe do I have in which to organise my virtual AGM?
ASIC has extended new guidelines allowing corporations to hold virtual-only AGMs, and will not take action if an AGM is held up to seven months after year end for entities with a balance date up to 7 July 2020. This may be extended further.
What are the ASIC guidelines for virtual AGMs?
The most important requirement for a virtual AGM is to provide members with the opportunity to participate as much as possible. The virtual meeting should be adapted to guarantee members effective interaction with the board, including the opportunity for members to ask questions live, and to provide comment or participate in debate during the AGM. During the meeting process, members should be able to make the most informed decision possible. ASIC advises that voting should be made possible by a poll rather than a show of hands. Since the process of holding virtual AGMs is new to many, members must be given sufficient notice in order to understand how to use the technology to observe, vote, make comments and ask questions. Virtual AGMs sometimes use technology that can be unpredictable. For this reason, ASIC advises the users to test the chosen platform in advance of the meeting. Backup solutions should be put in place to overcome technical issues that might arise. You need to be clear and concise about your communication in the case of technical issues. If technical issues arise that prevent members from attending, the AGM should be adjourned until the issue is fixed.
Can I conduct proxy voting as part of a virtual AGM?
Yes, ask us how proxy voting to be conducted as part of a virtual AGM. Keep in mind, you must ensure your constitution allows for online voting.
How much will it cost to hold a virtual AGM?
We recommend a budget of about $10,000 including electronic proxy and live voting options.