|ASAP – up to one year||Set date for AGM|
|Nominations process begins: candidate identified, Committee or Chair contacts, applications received|
|4-6 months||Begin preparing background materials. Financial information taken to accountant for financial statement. Request Chair etc. to begin reports|
|4-6 months||Prepare list of members to attend and send out Notice of Annual General Meeting to membership|
|3-4 months||Prepare budget for AGM. Make arrangements for AGM location, food and speakers|
|3-4 months||Start preparing the Annual Report publication|
|1 month||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|
|Fortnight||Do a seating plan – use table/s? Auditorium style?|
|Fortnight||Draft script with all details of the meeting|
|Fortnight||Ensure materials are available on the web site|
|1 week||Confirm attendance of speakers/performers (if applicable)|
|1 week||Check out venue and determine what equipment you will need to bring eg. cups, urn, laptop.|
|1 week||Determine roles for board members and/or staff at the meeting.|
|1 week||Finalise script for Chair and other Board members as needed|
|1 week||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.