The Virtual AGM allows shareholders and boards to come together on a
secure online platform to execute the company’s business, ask
questions, vote and participate.
Virtual AGM's are proving to a hit with stakeholders, not just as a
pandemic solution, since they reach a wider geographic coterie of
stakeholders than in-person meetings, with a replay extending the
availability of the company’s presentation.
We send every meeting participant a meeting confirmation.
You determine how many rooms you need and who will occupy them.
We set up your Private Rooms, with your custom branding, so you are
ready to go.
Decide who you want to meet with an email to target customers with a
link to your Private Rooms web page. Or, if you are running a
Virtual Conference, the Private Rooms can link direct from the
event.
Delegates will view your meeting room bios and use the integrated
calendar to set up a meeting.
SEAMLESS PROCESS
How it works
From breakout sessions and interactive live polls to meeting scheduling,
our virtual conference platform has everything you need to create a
memorable event. All of our events are customisable and flexible, so you
can switch on and off the features most useful to you and your audience.
Our solution successfully navigates the essential stages of a successful
Virtual AGM:
The Virtual AGM allows shareholders and boards to come together on a secure online platform to execute the company’s business, ask questions, without the need to travel to a public meeting.
We work to pre-record the AGM presentations in advance (as near to the AGM date as possible)- filming via remote webcams or in our studios. We recommend that, where possible, the board pre-record presentations, to achieve the best quality and consistency. This process de-risks the event from the unforeseen issues that can plague an ‘all-live’ event. These pre-recorded videos are played ‘as-live’ at the AGM, moving through the meeting agenda in the normal way.
Importantly, the presenters can be immediately available for a live Q&A with stakeholders.
Each AGM has a branded event page in the company livery. The Virtual AGM web page is suitable for desktop, mobile and tablet and comprises of a video player with live question option. Other documents can also be added to the page for download.
At the allotted time the meeting will go live. The board can choose to set live a pre-recorded presentation or present live. Questions can be taken live and moderated, before offering to the panel for a response.
Case Study
Fidelity International
Given the restrictions imposed by the Covid-19 pandemic in 2020,
Fidelity explored solutions to support their investment trust AGMs
with virtual presentations, to keep shareholders engaged at this
important time.
Fidelity selected Asset TV, to deliver the events for three flagship
trusts: Fidelity China Special Situations PLC, Fidelity Asian Values
PLC and Fidelity Special Values PLC.
Find the answers to some of the most common questions about the Virtual AGM below. If there’s anything you’d like more information on, get in touch with us today.
Virtual AGMs held exclusively online without a corresponding physical meeting. In some cases, companies hold a ‘Hybrid AGM’, where they meet physically but also project the AGM online as a Virtual AGM. Both types of meeting are becoming increasingly popular, as technology enables companies to replicate the format of the AGM online, to reach a greater number of shareholders.
Companies must check to see that their Articles of Association permit them to hold a Virtual AGM. Owing to the Coronavirus pandemic governments are moving to change the rules for AGMs to make them applicable to all companies. We anticipate that the concept of virtual AGMs being universally permitted, without the need to change company’s Articles of Association, may well be approved in the next few weeks. This is subject to the government either passing necessary legislation or issuing an edict that the legislation to permit this is not required.
There are no technical limits to restrict the number of shareholders able to attend a Virtual AGM.
Yes, the Company can restrict the AGM participants to shareholders only. Each shareholder must register to attend the meeting and the registration details.
As with any website which streams video, the virtual AGM does require you to have certain minimum requirements and these are detailed below:
Operating System: Windows 10, Windows 8.1+ Pro, Windows 7, Android 4.4+, Apple Mac OS X 10.10+, Apple iOS 10+
Processor 1.6Ghz
RAM: 2GB
Internet Browser: Google Chrome 62+, Internet Explorer 11+, Firefox 52+, Safari 10+, Edge Browser
Audio Hardware: Sound Card with speakers
Video Hardware: Screen with 1024x768+ resolution support
Media Playback: HTML5 streaming enabled browser, Apple iOS http streaming enabled browser, Android http streaming enable browser
Internet Connection: Dedicated high-speed connection of 900kbps+.
Each shareholder will be asked to register for the virtual AGM in the Company’s written notice of AGM.
Each shareholder will be asked to register for the virtual AGM in the Company’s written notice of AGM. Shareholders will be given details of the unique AGM event URL in the written notice of the meeting, together with, the unique AGM event ID. Shareholders will have the opportunity to pre-register for the meeting, with first name, second name and email address. Having pre-registered, shareholders would have the benefit of receiving an email reminder shortly before the AGM is due to go live. Shareholders, who do not pre-register, but instead visit the URL at the time of the event, will be asked to register, before passing through to the live AGM player.
This is at the discretion of the Company’s board. The Virtual AGM will allow shareholders to submit questions to the company whilst the virtual AGM is live. Assuming the AGM is pre-recorded and streamed ‘as live’, then any questions will be collated post-event and passed to the company for consideration. With each question identified by the registrant’s details (including email address) and time stamped, so the company could respond to address the question following the meeting. If the AGM were to run ‘truly live' rather than pre-recorded, then questions could be passed to the company for curation and potentially addressed by the board. Each question is identified by the registrant’s details.
Deciding whether to enable voting at the Virtual AGM, is at the discretion of the Company’s board. By the nature of the Virtual AGM, all voting should be by proxy only or by poll. The Virtual AGM will allow the board to include voting for all resolutions. This is a custom form, so the number of questions is at the discretion of the board. The voting form is situated beneath the player. At the end of the AGM, the votes are collated and returned to the Company for counting and validation. The voting returns will show: The name and details of the registrant; A time stamp; And the voting preferences. All registrants can be validated against the share register by the company, and their votes added to the poll.
The voting module on the Virtual AGM player is designed to support single issue voting. However, at the Company’s discretion, we are able to facilitate those shareholders wishing to split their votes though a link with the Company registrar.
The Virtual AGM platform is securely hosted on servers, distributed across two separate geographical regions. Access to our platform is exclusively via HTTPS with client to server encryption and advanced in transit security and Distributed Denial of Service protection.
Entry into each Virtual AGM is via a unique URL and requires registrants to provide a meeting ID along with their own personal details. Participants may ask questions or complete polls/votes via our secure form services, access to these forms is also secured by HTTPS and Think Digital Group staff carefully moderate all submissions to ensure data integrity before being forwarded to the customer. Participants may only vote in polls once and are locked to both an email address and secure cookie placed on the participants device, all submissions are time stamped and easily linked to the participant.
Contact Us
Request a demo
If you would like like a demonstration to find out how the Virtual
Conference Partnership can help with your requirements, please get in
touch with us today.
