|ASAP – up to one year
|Set date for AGM
|Nominations process begins: candidate identified, Committee or Chair contacts, applications received
|Begin preparing background materials. Financial information taken to accountant for financial statement. Request Chair etc. to begin reports
|Prepare list of members to attend and send out Notice of Annual General Meeting to membership
|Prepare budget for AGM. Make arrangements for AGM location, food and speakers
|Start preparing the Annual Report publication
|Complete and send draft reports to the Chair. Send Annual Report for printing
|15 days to 1 month
|Send out Agenda, Audited Financial Statements, any Reports, resolutions or bylaw changes, and last AGM minutes to Membership
|Do a seating plan – use table/s? Auditorium style?
|Draft script with all details of the meeting
|Ensure materials are available on the web site
|Confirm attendance of speakers/performers (if applicable)
|Check out venue and determine what equipment you will need to bring eg. cups, urn, laptop.
|Determine roles for board members and/or staff at the meeting.
|Finalise script for Chair and other Board members as needed
|Assess RSVPs to help ensure quorum will be at the AGM. If quorum is going to be an issue, send out request for proxy statements.
|Day of AGM
Arrive early and ensure room is prepared.
Ensure equipment needed is in place and in working order.
Ensure a sign-up sheet is at the door to record attendance.
Have extra AGM packages available in case members forget their copies.
Distribute minutes to members.
Note anything you'd change or do differently - adjust Task list for next year.
Congratulate yourself on a job well done.