Virtual AGM Meeting Handbook: Guidance on how virtual meetings can improve Dutch shareholder engagement

As virtual and hybrid shareholder meetings become an established part of the corporate calendar, the expectations on listed companies to deliver meaningful, accessible and transparent meetings have never been higher. As a business that supported over 1,000 virtual meetings across the world in 2025, we have identified the key actions that governance professionals, company secretaries and issuers should be considering when planning their next virtual or hybrid meeting.

The AGM meeting checklist – what you need to consider before your meeting

At Computershare, we help companies prepare their general meetings, including their AGM and EGM.

• Checking regulation to ensure compliance with relevant law
• Harnessing the right virtual meeting technology features
• Communicating the right information with shareholders
• Preparing and rehearsing for your next AGM orEGM
• Aligning with key stakeholders and shareholders
• Assisting with the full organisation of the meeting

What do regulations say about virtual meetings?

The current law does not allow for full virtual shareholder meetings. However, you can hold a hybrid meeting, with some in-person participants and some virtual, with this applying to broadly to Dutch legal entities.

The key conditions for digital meetings include:

• Usually, must be allowed in the articles of association
• The meeting notice must explain how to join electronically
• Electronic voting must be possible
• Participants must join, interact and be identified via two-way audio-visual tools
• Hybrid meetings must meet the same technical standards as in-person

Listed companies

For listed companies, the rules are stronger. Meetings must be in-person or hybrid, while other board meetings can be fully virtual if allowed for in the articles and specific conditions are defined.

There are however exceptional situations where boards may hold fully digital meetingswithout these requirements. These include emergencies, such as pandemics and disasters, as long as this is stated in the meeting notice.

What features should your virtual meeting technology offer?

The shift to virtual should never be used as a mechanism to reduce accountability. Technology should be an enabler of shareholder engagement, not a barrier to it. We recommend that you use live video for the board and chair wherever possible. Seeing the board and the chair can help remote shareholders feel connected to the meeting and can enhance transparency.

You can improve real-time participation through:

• Written Q&A
• Moderated question submission
• Giving remote shareholders structured routes into the meeting
• Consider the use of subtitles to improve accessibility
• Live chat and questions with audio and video connection

What should you communicate with shareholders and when?

Shareholders need straightforward, prominent instructions on how to access and participate in the virtual meeting. Include clear instructions in the Notice of Meeting, forms of proxy and any shareholder circulars to minimise confusion on the day.

You should explain online meeting features in clear language, such as how to live vote, participate in real-time Q&A, access livestream and review the technical requirements for the meeting such as browsers and device compatibility. You should also communicate:

• How questions will be managed
• How the chair will moderate participation
• Whether answers to submitted questions will be published

You should reassure shareholders that their rights remain consistent across physical, hybrid and fully virtual formats.

How to prepare and rehearse for your AGM

Thorough preparation and rehearsal are essential. Ensure that the board, company representatives, and third-party providers are trained on the platform ahead of time. A pre-meeting run-through can help identify and address potential technical or procedural issues before they arise.

You should also test the technology well in advance, whether it be the livestream, voting systems, back-end controls and Q&A channels. In case of failure, having contingency plans ready, including backup devices, alternative connectivity options and clear protocols in case the chair or another key participant loses connection.

Ensuring alignment with key shareholders and stakeholders

Before the meeting, it’s crucial that senior stakeholders and shareholders are well informed and understand the process. Proactively engaging with institutional investors and proxy advisors ahead of the meeting can allow you to identify risks and mitigate any negative reactions before they escalate. To alleviate concerns over compliance, clearly articulate the safeguards your organisation has put in place, including transparent meeting procedures, real-time interaction opportunities and compliance with local regulations.

Where virtual-only formats are being considered, assure shareholders that this approach will only be used in extraordinary circumstances that necessitate restrictions on physical attendance.

How Computershare can provide a pain-free meeting experience

Computershare has a wealth of experience in managing seamless corporate and AGM meetings for the biggest companies around the world. With decades of experience and the latest proprietary meeting technology, we can tailor your meeting to your specific needs. From platform design and shareholder communications, through to board rehearsal, contingency planning and post-meeting follow-up, our virtual and hybrid meeting solutions – enhanced by our wider investor engagement capabilities which include investor intelligence, shareholder insight and proxy services – are built around accessibility, openness and dialogue. If you are planning your next AGM or EGM and want to understand how our technology and expertise can support you, get in touch below.