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How to Run a Hybrid AGM

Hybrid AGMs are the future of annual meetings and are gaining popularity around the world.

For everything you need to know about running a hybrid AGM – from the notice of meeting, to the live streaming, voting and Q&A – we help you consider how all the key elements of your meeting would work. This ensures that your hybrid AGM goes as smoothly as your previous in-room meetings.

Hybrid Meeting Meaning

A hybrid Annual General Meeting AGM or hybrid meeting is a form of an electronic meeting which uses the best elements of the other two major forms of meetings, traditional AGM and virtual AGM.

Click here to watch video

How to Run a Hybrid AGM

Hybrid AGMs are the future of annual meetings and are gaining popularity around the world.

For everything you need to know about running a hybrid AGM – from the notice of meeting, to the live streaming, voting and Q&A – we help you consider how all the key elements of your meeting would work. This ensures that your hybrid AGM goes as smoothly as your previous in-room meetings.

Hybrid Meeting Meaning

A hybrid Annual General Meeting AGM or hybrid meeting is a form of an electronic meeting which uses the best elements of the other two major forms of meetings, traditional AGM and virtual AGM.

Click here to watch video

What is a Hybrid AGM and how do you run one?


The physical and virtual worlds are increasingly intertwined today. Examples include watching a movie at the cinema, streaming it on Netflix, or reading a newspaper in print or online. This hybrid approach is now becoming more prevalent in the realm of annual meetings.

 

In a conventional members meeting, attendees can personally meet with the board, listen to their perspectives on the past year, and hold them accountable. Meanwhile, virtual meetings, especially in the United States, are gaining popularity, where participants can fully engage through an online platform without the need to attend the physical location of the annual meeting.

 

Hybrid AGMs merge these two methods, enabling individuals to join the meeting in person or online. This expands participation, boosts engagement, and reduces the expenses, time, and hassle associated with attending meetings.

 

 

Hybrid meetings provide an opportunity for organizations to reach the millennial consumer base, who expect a digital option for all activities, without excluding the older generation who prefer in-person attendance.

 

But while a hybrid annual meeting opens up new possibilities, the basics of arranging the meeting remain the same. It’s important that a remote attendee can participate in the meeting fully, so there are several points that need due consideration, in order for this to happen.

From the notice of a meeting to the live streaming, voting, and Q&A, our Hybrid AGM Checklist makes sure you consider how all the key elements of your meeting would work, to make sure your smart meeting goes as smoothly as your previous in-room meetings.

What is a Hybrid AGM?


What is a Hybrid AGM? Why is it advantageous for companies? What are the best practices for holding one? Get answers to all of these questions and more in our Ultimate Guide to Hybrid AGM. 

Download the report now. 

Find out more

How does Hybrid Technology affect the In-Room Audience?


Hybrid Technology is a game-changing solution that is designed to enhance meetings and events, without causing any disruption to the in-room attendees. On the contrary, it works in tandem with in-room technology like Audience Response, leading to increased engagement, attentiveness, and a positive perception of the organization.

The core essence of hybrid technology is to create a more inclusive meeting that allows everyone to get involved while simultaneously removing barriers to attendance such as travel or time. Therefore, all of the attendees in-room are passionate to be there creating a more positive experience at the event while still allowing everyone to attend.


The Essentials of a Successful AGM


Notice of Meeting

In the event that you are organizing a hybrid AGM, which involves allowing shareholders or guests to attend remotely, it is necessary to provide the user name and password details. This will enable remote participants to authenticate themselves and gain access to the meeting at the designated time. 

Technical Issues

More and more AGMs are incorporating technology, which means it is essential to verify whether your chosen venue can accommodate the technological requirements, such as audio, video streaming, and other innovations. 

Investor Relations

Regardless of whether your business has undergone rapid growth that has attracted investor attention, or you have recently gone public and are now dealing with shareholders for the first time, it is crucial to have an investor relations strategy. Obtaining professional assistance can be highly beneficial. If you do not have an in-house IR department, it may be worth considering engaging the services of a reputable IR consultant to assist you in managing your shareholder relationships.

Power of Place

Selecting the appropriate venue is crucial, and it is advisable to begin planning as early as possible. Since attendees may be traveling from distant locations, it is essential to ensure that the venue is conveniently accessible. In addition, don't overlook technical requirements, particularly if there will be audio-visual production or if you plan to stream the AGM to remote participants.

Technology

In the case of a hybrid AGM where the event will be live-streamed, it is essential to confirm that the venue's internet infrastructure can handle the demands of streaming and that there are on-site personnel available to assist if any issues arise. It is also important to assess whether conference technology is necessary for other components of the AGM, such as registration, Q&A, and voting.

Never deliver a bad meeting again

We've all been there: unproductive meetings that waste valuable work time and damage professional relationships. Whether it's a poorly planned agenda, muted microphones, or lack of opportunities for questions, bad meetings can be frustrating and detrimental to organizations.

But bad AGMs are even less acceptable. A muted board, no agenda, and lack of engagement can have severe consequences for businesses, leading to decreased investor affinity and damaging the stock price.

To ensure your next meeting is a success, read on for our top tips to improve your attendees' experience.

Find out more

How Secure is a Hybrid Meeting?

 

Ensuring your hybrid meeting is secure is critical, and the field of hybrid technology has received significant attention in this area. The success of a hybrid event heavily depends on security, as the authenticity and safety of shareholders/ members' identification and access to a secure list are crucial for maintaining the meeting's integrity. 

Security is a crucial factor for hosting a successful hybrid event, as the meeting's integrity depends on the certainty and safety of shareholders/members' identification and access to a secure list. Verifying the authenticity of virtual participants is essential to maintain the meeting's integrity.

Moreover, hybrid meetings are automatically recorded and audited, creating a comprehensive and impartial record of the meeting. This record captures each member's actions, including abstentions, providing an accurate and transparent understanding of the meeting's proceedings.

The Meeting Experts


Hybrid meetings offer numerous benefits, including increased involvement, improved transparency, and the removal of attendance barriers. They also provide a secure, audited, and easy format for meetings, improving efficiency, reducing time, and eliminating potential issues that may affect productivity.

At Lumi, we are committed to leveraging our expertise, technology, and facilitation to assist membership organizations and companies in enhancing their meetings. As a leading industry player, we have helped numerous clients host seamless, secure, and successful hybrid meetings.

If your organization is planning to host a hybrid meeting, we would be thrilled to hear from you. Please contact our team today to explore how we can help you achieve your meeting goals.

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5 Myths about Hybrid AGMs


As technology becomes more integrated into the workforce and inclusivity and accessibility are prioritized, hybrid AGMs are increasingly prevalent among businesses and organizations of all sizes and industries. Virtual attendance, voting, and feedback options are becoming more crucial.

Many organizations have reservations about implementing a Hybrid AGM. We often hear the same five concerns raised by companies and associations worldwide. However, these concerns are unfounded myths, and it is essential to have accurate information before deciding whether a hybrid option is suitable for your meeting.

MYTH #1: Planning both an in-person option and a virtual option takes too much time

Admittedly, it does take consideration and planning to effectively create a Hybrid AGM that feels seamless for both online and in-person attendees. However, it’s not true that Hybrid AGMs take more time overall. In fact, they can save time for organizers, especially after the event, when vote counting and engagement insights are instantly available for virtual attendees. Even in the run-up to the event, Hybrid AGMs can take less time if your virtual options are supported by your existing meeting technology partner.

MYTH #2: Allowing voting in two different formats creates too much margin for error

Although reconciling online and in-person votes may seem challenging, utilizing a unified platform that operates throughout all phases of your meeting can actually reduce the margin of error when it comes to both voting and measuring engagement. This is particularly accurate when you incorporate voting technology at the Hybrid AGMs, as it significantly minimizes the possibility of errors in contrast to paper ballots and show-of-hand voting.

 

MYTH #3: Hybrid AGMs aren’t secure enough for my organization’s needs

We’ve written a lot about how secure Hybrid AGMs can be, some of which can be found here. Despite concerns, the reality is that virtual options are often more secure and easier to manage compared to in-person alternatives. Click here to learn more about security at Hybrid AGMs.

MYTH #4: Virtual attendees will be less engaged than in-person attendees

A widespread misconception about virtual attendees is that they are less involved compared to individuals who physically attend meetings. However, this is far from the truth. There are many legitimate reasons, such as the high cost and distance of travel or accessibility concerns, that make it difficult for some people to attend AGMs in person, and as a result, they prefer the virtual option.

In reality, those who opt for the virtual option are often individuals who would have otherwise been unable to attend the meeting. By including virtual attendees, organizations can create a more engaged community, where all members feel appreciated and included in crucial decision-making processes.

MYTH #5: Virtual options will negatively impact the in-person experience

Conversely, for several organizations contemplating a Hybrid AGM, their primary apprehension is how the inclusion of digital options might impact the in-person experience, particularly for the board. Will the technology required to facilitate virtual attendees disrupt the flow of the event for those present in person? Will in-person attendees feel that their experience is being compromised to accommodate online participants?

Factors to Consider When Hosting a Hybrid Meeting


Adapt or Get Left Behind

Hybrid meetings have become increasingly popular among companies and membership organizations of all sizes, and the significance of embracing this trend should not be underestimated. Failing to adapt may result in outdated meetings, causing frustration among attendees and disappointment for those who are unable to participate remotely. It's crucial to stay current and offer hybrid meeting options to avoid being left behind.

Age Range of Your Audience

As the global workforce evolves, so do the techniques and technologies used to conduct business. As more millennials comprise the majority of the workforce, it's crucial to adopt new ways to engage with all audiences during annual meetings. This is a primary factor contributing to the increased prevalence of hybrid meetings in recent years.

Transparency

A hybrid meeting provides greater transparency during the event. For instance, shareholders or members can view voting outcomes in real time, and the chair can prepare their comments accordingly as the results come in.

Similarly, questions can be addressed, and anyone can participate, either anonymously or by name. While creating this level of transparency can be a potential risk, if handled appropriately, it can significantly increase audience trust and engagement.

Engagement

As with any technological advancements, there is often resistance to change. However, with the industry evolving, hybrid and even virtual AGMs will become increasingly prevalent in the coming years. Therefore, it's advisable to take a more organic approach rather than forcing the transition.

With a hybrid meeting, you can engage a broader audience. Not everyone has the enthusiasm to attend an on-site event or vote if it's not convenient for them. By removing barriers such as travel, as mentioned before, you can increase engagement and improve attendance, both in-person and virtually.

Want to transform your next meeting?


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