How to Run an AGM

How to Run an Effective AGM

Hosted by Voluntary Action in Badenoch & Strathspey (VABS)

Annual General Meetings are an important part of good governance for charities, community groups and voluntary organisations. This practical VABS workshop will help trustees, directors, committee members and staff understand their responsibilities and build confidence in planning and running a successful AGM. The session combines legal and governance requirements with practical advice, common pitfalls and good practice tips drawn from real-life experience.

Venue: Kincraig Community Hall

Topics covered:

• The purpose of an AGM and why it matters

• Legal requirements and constitutional obligations

• AGM requirements for SCIOs, charitable companies, trusts and unincorporated associations

• Setting AGM dates and meeting notice requirements

• Planning and preparing for your AGM

• Preparing key AGM documents, including notices, agendas, annual reports and accounts

• Developing an effective AGM agenda

• Trustee and board member elections

• Proxy voting and member participation

• Managing venue, accessibility and hybrid meeting arrangements

• Communicating effectively with members before the AGM

• Chairing the meeting and managing the order of business

• Encouraging constructive member engagement

• Handling difficult questions, challenges and disagreements

• Understanding ordinary and special resolutions

• Voting processes and decision-making requirements

• Minute-taking and record keeping requirements

• Regulatory filing obligations where required

• Common AGM mistakes and how to avoid them

• Improving attendance and member involvement

• Good governance and AGM best practice

By the end of the session, participants will have a clearer understanding of AGM requirements, increased confidence in organising and chairing meetings, and practical tools to help ensure their AGM is compliant, well managed and meaningful for members.