Organizing a general meeting is a very special challenge. Shareholder meetings must not only run smoothly, but also meet the highest security, compliance and technical standards.

The conference center in the House of Bavarian Business in Munich is the most booked location for general meetings nationwide*. We at mbw always have the honorable task of organizing these demanding events. A special focus is on compliance with all requirements.

Organizing general meetings successfully - here's how to do it
In comparison to classic congresses or conferences, various legal and organizational peculiarities must be taken into account at a general meeting. According to the Stock Corporation Act (AktG), general meetings of listed companies are subject to strict legal requirements. There are precisely regulated structures, deadlines and procedures. Some important points are:

• Deadlines and invitation obligations: Shareholders must be invited in a timely and formally correct manner.
• The general meeting must be concluded on one calendar day, i.e. it must be closed by 11:59 p.m.
• Voting procedures: Voting rights must be correctly recorded and counted - whether on site, digitally or by proxy.
• Documentation requirements: Resolutions must be recorded in a way that is legally binding, for example with video recordings or live minutes. A list of participants must be created that contains the name of each participant, including their place of residence and the total amount of shares represented.

Important: Errors in the processes or the violation of individual provisions can lead to the general meeting being declared invalid and having to be repeated!

Highest security required
There is also a lot to consider at a shareholders' meeting with regard to digital or physical threats. A well-thought-out security strategy is therefore necessary. The following points are important:

• Meticulous access controls including accreditation and identity verification: Only authorized persons are allowed access. If a shareholder leaves the meeting, this must also be documented.
• Protection against protests or troublemakers: At an AGM, controversial topics can also be discussed that attract activists. Professional security services and evacuation concepts are therefore essential. Security gates can ensure that no prohibited items are brought in.
• Emergency and crisis management: Evacuation plans, emergency medical care and communication strategies for crisis situations must be defined in advance.
• Tamper-proof voting systems: Online voting must be securely encrypted and protected from unauthorized access.
• Protection against hacker attacks: IT security teams must check the system for any vulnerabilities in advance and protect the systems from cyberattacks.
• Data and confidentiality protection: Shareholder data is highly sensitive and subject to strict data protection requirements. It must be treated with the utmost confidentiality.

Tip: At a general meeting, it must be clearly defined where the attendance area begins and where it ends. In the entrance area in particular, care must be taken to ensure that shareholders cannot meet guests from other events.

Technical requirements - essential for the success of the AGM
Well-functioning technology is important at every event. However, it is even more important at an AGM. It is important that all shareholders understand exactly what is being said at all times. To achieve this, comprehensive sound must be guaranteed at all times. This aspect should therefore be given particular attention when planning.

Annual general meetings are sometimes held in hybrid format. Some technical aspects must also be carefully planned for this. These include:

• High-quality live stream technology: An uninterrupted transmission for online participants is essential.
• Interactive tools for requests to speak and questions: Digital question rounds must be moderated in a controlled manner to prevent misuse.
• Accessibility: Subtitles, sign language interpreters and multilingual transmissions are important for international investors.
• A technical emergency plan: Backups and fallback solutions should be part of every AGM planning.

Logistics and participant management
The number of participants at an AGM can vary greatly - from a few dozen to several thousand. Efficient organization is crucial to ensure that everything runs smoothly.

• Room planning and seating arrangement: Shareholders, board members, supervisory board members and guests must be seated according to their authorizations. VIP areas and press zones should be clearly demarcated.
• Arrival and access concept: Depending on the location, parking facilities, shuttle services or special security checks are necessary.
• Catering and food: For long events, appropriate break and food concepts are an important factor.

Conclusion: AGM planning is not for the faint-hearted
Organizing an AGM is less about creative concepts and more about very precise planning and strict adherence to numerous rules, of which this blog can only give a rough overview. It is therefore advisable to work with a professional AGM service provider and an experienced location provider.

*AGM Magazine 04/2024