Organising a hybrid AGM

When organising a hybrid Annual General Meeting (AGM) that combines both in-person and virtual attendance, there are several key considerations to keep in mind. Here are the top six considerations:

1. Technology Infrastructure
   Ensure you have the necessary technology infrastructure to support both in-person and virtual attendees. This includes robust internet connectivity, reliable video conferencing software, and appropriate hardware devices.
2. Communication and Instructions
   Clearly communicate instructions to both in-person and virtual attendees well in advance. Provide information on how to access the virtual platform, technical requirements, and any other relevant details to ensure a smooth experience for everyone.
3. Agenda and Timelines
   Clearly communicate the schedule of events to all attendees, specifying when virtual participants can actively participate or ask questions.
4. Engagement and Interaction
   Offer ways in which the remote audience can ask their questions – written in via the platform or actually speaking it in person via an teleconference line or virtual software so they can have a real time conversation with the Chair without the need to be there in person.
5. Audio and Visual Quality
   Ensure that both the audio and visual components of the hybrid AGM are of high quality. Consider all the camera viewing angles and storyboard the online experience out to ensure that the online audience can fully participate in the viewing experience.
6. Accessibility and Inclusion.
   Take steps to make the hybrid AGM accessible and inclusive for all attendees. Provide closed captioning or sign language interpretation for all participants, consider accommodating time zone differences, and offer alternative methods for submitting questions or feedback.

Remember that these considerations may vary depending on the specific needs and requirements of your organisation and the attendees. It is essential to plan ahead, conduct thorough testing, and seek feedback from participants to continuously improve the experience of your hybrid AGM.

To help you organise an effective hybrid meeting we’ve put together a comprehensive checklist that you can download here.