Event & Meeting Coordination

Planning and running the yearly Annual General Meeting for 300+ owners

Role

AGM Coordinator

Timeline

Every year · about 30 days of preparation per meeting

Overview

Coordinated the Annual General Meeting every year for an organization with more than 300 unit owners, including owners who lived on site and outside the area. The example below follows one of those meetings, held to appoint an auditor, elect three new board members and address other corporate matters. As AGM Coordinator, I was responsible for planning, organizing and coordinating each meeting from the first preparations through to its successful completion.

Project at a Glance

Frequency

Every year

Scope

300+ unit owners, on site and out of the area

Agenda

Appoint an auditor, elect three board members and address other corporate matters

Schedule

Planned in stages from 30 days before each meeting

Stakeholders

Owners and shareholders, the board, the District Manager, District Accountant and Management Office Administrator, the auditor, lawyers, contractors, the minute taker, the MC and outside vendors

Project Goals

• Give every owner proper notice of the meeting and its purpose
• Get the meeting package to every owner in time to review it before the meeting
• Make sure all voting and meeting materials were accurate
• Have every participant, vendor and piece of equipment ready on the day
• Run registration, attendance and voting smoothly and correctly

Key Activities

30 days before

• Notified all shareholders and unit owners of the meeting date, purpose and key information
• Prepared a draft meeting package and coordinated it with the internal team
• Worked with the District Accountant to obtain the year-end financial statements and supporting documents for the package
• Obtained an updated list of all unit owners from the Management Office Administrator
• Gathered quotes from meeting-package delivery agencies and confirmed the delivery schedule, since any delay could keep owners from receiving the materials before the meeting

17 days before

• Sent preliminary meeting-package materials to owners electronically or by mail
• Reviewed and confirmed the invited participants: lawyers, contractors, the District Manager, the auditor, the minute taker, board members and owners
• Followed up so every required participant knew the meeting arrangements

10 days before

• Reviewed and finalized the agenda and meeting package with key stakeholders
• Once the package was approved, had the service provider deliver the complete package to every owner, electronically or in hard copy
• Checked that all voting and meeting materials were accurate and ready

3 days before

• Confirmed the date, time and location with the minute taker
• Arranged rental and delivery of tables and chairs with outside vendors
• Arranged an on-site test of the audio/visual equipment and Wi-Fi with the MC
• Ordered food and refreshments for delivery to the venue

Meeting day

• Had internal staff set up tables and chairs in the party room
• Prepared name tags, registration documents, agendas and voting ballots
• Ran registration and gave ballots and materials to eligible owners attending in person
• Recorded in-person attendance for voting and ballot counting
• Had refreshments set out before guests arrived and the MC on site about 30 minutes early for final checks
• Coordinated speakers and guests according to the approved agenda, and dealt with issues promptly as they came up

Outcomes

• The AGM for 300+ owners delivered effectively and professionally every year
• Meeting package delivered to every owner on schedule
• Materials, participants, vendors, technology, registration, voting and on-site logistics all in place on the day
• Several shareholders personally complimented how effectively and appropriately the meeting was run

Skills Applied

• Event Planning
• Schedule Management
• Stakeholder Coordination
• Vendor Coordination
• Document Preparation
• Registration & Voting Logistics
• Attention to Detail
• Problem Solving