Hold a meeting behind closed doors
You can still hold your meeting. However, the format will need to change to comply with the 'Stay at Home' rules. You need to make sure you meet the quorum requirements within your Articles, but beyond that, you should keep additional attendees to an absolute minimum.
Turn away shareholders
You can turn away shareholders from your meeting to avoid breaching the rules on public gatherings. You just need to make sure you have the minimum required attendees so your meeting is quorate. Shareholders should be encouraged to lodge a voting instruction to appoint the Chairman of the meeting before the AGM. You may wish to consider offering a channel for shareholders to raise questions as they would have done at the physical meeting, perhaps via your website or a dedicated email address.
Consider remote participation
Whilst the guidance is silent on using technology to facilitate remote participation (such as holding a hybrid meeting), if you allow it in your Articles, you may wish to consider this.
What is a hybrid meeting?A hybrid meeting allows your shareholders to participate remotely so they can be fully engaged throughout your meeting. The benefits include:
Give shareholders the option of attending your AGM remotely.
Shareholders are fully authenticated at point of use.
Shareholders can ask questions and vote in real-time.
Variety of remote options
Hold your meeting as a webcast with video or use audio and presentation slides. You can also choose whether shareholders can vote remotely or not.
Get in touch
If you would like to hear more about how we can help you with a hybrid AGM, please contact your Client Manager or fill in the form below:
Watch our webinar on AGMs
During our webinar on 17 March, we discussed several options that companies could consider in relation to their AGMs during the COVID-19 global pandemic: 1. Delay, postpone or adjourn the meeting 2. Convene the meeting as planned – with some amendments 3. Consider utilising additional technology The information we covered in the webinar is still relevant, although the new guidance does include some changes, such as being able to hold your meeting behind closed doors.