Sample AGM Task Sheet

Time	Task	Responsibility
ASAP – up to one year	Set date for AGM
4-6 months	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.
Post AGM	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.