How can audio-visual services deliver a memorable, high-impact AGM?

How can audio-visual services deliver a memorable, high-impact AGM?
The Annual General Meeting (AGM) is an essential event for companies, as it provides a platform to communicate with their shareholders. The AGM is governed by laws in Australia and must be conducted fairly and accurately. 

The Annual General Meeting (AGM) is an essential event for companies, as it provides a platform to communicate with their shareholders. The AGM is governed by laws in Australia and must be conducted fairly and accurately. 

With the advent of technology, audio-visual (AV) production services have become increasingly popular for delivering high-impact and memorable AGMs. AV production specialists can create hybrid or virtual AGMs tailored to meet the needs of each company’s stakeholders. 

This article will explore how audio-visual production services can help deliver an effective, engaging, and memorable Annual General Meeting to exceed expectations.

The Importance, and Impact, of an audio-visual Annual General Meeting

The AGM is a vital event for companies and their stakeholders. It provides an opportunity to update shareholders on the financial and operational performance of the company, as well as any strategic plans or changes in leadership. The AGM also provides a chance for shareholders to ask questions, provide feedback, and vote on resolutions. It is essential this meeting be conducted fairly and accurately, in accordance with the relevant laws in Australia.

Audio-visual production services can play a pivotal role in delivering a successful, memorable and highly impactful AGM. AV specialists are equipped with the knowledge and experience to create hybrid or virtual AGMs tailored specifically to the needs of each company's stakeholders. 

Audio-visual production services allow for more engaging presentations, with interactive features such as polls, Q&A sessions, and audience participation activities. AV specialists can also provide audio-visual support before, during, and after the AGM to ensure all necessary elements are included in the presentation.

By leveraging audio-visual production services, companies can deliver impactful and memorable Annual General Meetings leaving their shareholders feeling informed and engaged. With interactive features combined with high-quality visuals and sound systems provided by experienced AV specialists, companies can be sure their AGMs will exceed expectations every time.

Australian Corporate Laws and AGMs

The Corporations Act 2001 governs the conduct of AGMs in Australia. This legislation outlines a number of mandatory requirements in order for an AGM to be deemed valid. 

These include: 

  • the need for the company to give at least 14 days' notice of the meeting; 
  • the presence of a chairperson who is either appointed by the board or elected by shareholders; 
  • ensuring all those entitled to take part in the voting, are able to in person or through other digital methods. 

The legislation also stipulates there must be sufficient time provided for discussion and debate on any resolutions put forward during the meeting.

Furthermore, companies must also ensure their shareholders have access to certain key documents such as financial accounts and reports prior to the meeting, to ensure they are properly informed before voting. 

The Corporations Act also requires companies to keep minutes of each AGM, detailing all decisions taken, resolutions passed, and discussions held throughout. All these laws must be strictly adhered to in order for an AGM to be considered valid under Australian law.

Audio-visual production services can help companies meet these requirements by facilitating more effective communication between shareholders and board members. AV specialists can provide support with setting up a hybrid or virtual AGM – allowing all participants to remain connected throughout the meeting via audio/video conferencing tools, while still ensuring everyone has access to relevant documents and information prior to voting. 

How do audio-visual production specialists set up your AGM?

Audio-visual production specialists are essential in ensuring the success of an Annual General Meeting (AGM). The AV production team works closely with company management to ensure all requirements for a valid AGM as outlined by the Corporations Act 2001 are met. 

This includes setting up technical equipment such as large-scale screens or projectors, and testing audio systems to make sure everyone can be heard clearly. The AV specialists also help create interactive features such as polls, Q&A sessions, and audience participation activities – to ensure shareholders remain engaged throughout the meeting.

 

Audio-visual production services are responsible for providing access to documents and information prior to voting, helping ensure shareholders can be properly informed before casting their votes.

The AV production team will also work on creating a professional and visually appealing presentation for the AGM. This includes designing slides and graphics in line with company branding guidelines, preparing soundtracks and video content if needed, and ensuring all presentations run smoothly. 

Virtual and Hybrid AGMs

The pandemic has brought significant changes to the events industry in Australia, forcing 41% of businesses to shift to hybrid or virtual events permanently. Due to this, the government passed a law making virtual AGMs a regular option for businesses. While this is a positive change, accommodating the needs of in-person and remote attendees can be quite challenging. The success of a hybrid AGM depends heavily on the physical space used, particularly when accommodating both in-room and virtual audiences.

Hybrid AGMs are meetings where some people attend in person and others join by video or phone. Virtual AGMs are meetings everyone joins by video or phone. Audio-visual production services help make sure these meetings run smoothly and everyone is able to hear and see the information they need.

Some tips for setting up and delivering a successful AGM using audio-visual production services. These differ slightly depending on the type of AGM. 

Virtual AGMs

These tips are equally applicable to the AV set-up for the remote part of a hybrid AGM.


Make Your Event User-Friendly

Hosting an event is pointless if attendees struggle to access it. To prevent this, establish clear communication protocols and prioritise accessibility. Make sure your content is presented in an easy-to-understand format everyone can follow.

Use Multiple Screens

It's tempting to put all your content on one screen, with the potential to cause confusion. Instead, break up your material into several windows and slides, making it easier to navigate. Also, keep video content at a manageable size for maximum visibility.

Make collaboration easy

Transform your presentation into an interactive experience with our collaboration tools! Connect with attendees no matter where they are through moderated chat sessions, live Q&A, and engaging polls. The aim is to make virtual participation feel close to the real thing. 


Consider devices and platforms

Remember people will be using whatever equipment is most convenient for them, make sure your chosen platform can cater to all. Mobile responsiveness is key to keeping everyone engaged and entertained, especially if you're covering an international event where technology can differ. Don't forget to provide support across all devices including Android phones and tablets, iPhones and iPads, to keep everyone connected and enjoying the experience.

Hybrid AGMs

These tips apply to setting up the en-premise part of the AGM, to be physically attended by some of the shareholders. 

Design and layout considerations

The setup for the event will depend on the technology used and how attendees will interact with it. To keep everyone comfortable and engaged, think about screen placement and ample room. A plain and sleek background, like a media wall or simple draping, will keep the focus where it belongs: on the stage. Whether in-person or virtual, you want everyone to feel like they're at the heart of the action.

Camera locations

Make your audience feel like they're part of the event by positioning the camera effectively during AGM filming. Take wide shots to show the atmosphere of the room and capture both the presenter and the surroundings. It's all about finding the right angle for the shot to ensure your audience feels engaged with the proceedings. Be careful not to position the camera too close, or they may feel like they're being interrogated. And don't put it too far back, or they may struggle to connect with the presenters.

Make it engaging

Make sure your chairman and speaking directors can easily see the camera. Enhance their performance by setting up an autocue unit in front of the camera to keep them on track and looking in the right direction. Your viewers will thank you for the clear and engaging presentation!

Hybrid Q&A sessions

Engaging with people in person during Q&A sessions is more natural than engaging online, but it can be challenging to balance both audiences. Speakers can use a screen with a silhouette of a person positioned under the camera to maintain eye contact with remote audiences during phone and online Q&As. This will help them focus on answering questions rather than worrying about body language and eye placement.

Finally, testing the equipment, connectivity and rehearsal is essential.

If you're a presenter looking to engage both in-room and online audiences, a few practice sessions can make all the difference. By starting with in-room questions and gradually moving to online or phone questions, you'll learn how to smoothly transition from one audience to the other without losing engagement. Creating a natural level of engagement takes practice, but it's worth the effort to ensure everyone feels heard and involved.

Why is an AV AGM more likely to be better received by shareholders?

An AV AGM is more likely to be better received by shareholders due to the increased engagement and improved accessibility audio-visual production services can provide. 

With clear audio and visuals throughout the meeting, everyone is able to hear and see all relevant information – making the entire experience less confusing and more organised. 

Having an attractive presentation with slides and graphics customised according to company branding guidelines adds a professional touch further enhancing the overall atmosphere of the meeting. All of these factors make an AV AGM more likely to be better received by shareholders – making it a more memorable experience overall.

CTS - for a seamless, memorable AGM

Discover award-winning innovation for your next AGM with CTS. With a team of dedicated experts, experience a seamless hybrid or virtual event from staging & lighting to broadcasting and technical execution. 

Our team boasts an impressive track record of helping to run 36% of the ASX 200 AGMs. With over two decades of expertise and a commitment to professionalism, security, and captivating presentations, we'll help ensure your shareholders can vote comfortably, while expertly managing any legal requirements and engaging both in-person and virtual attendees with expert technical direction. 

Let CTS be your trusted partner in bringing your AGM to life.

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