<img height="1" width="1" style="display:none;" alt="" src="https://px.ads.linkedin.com/collect/?pid=3906484&amp;fmt=gif">

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.

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.

Watch Video

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


We live in a world that is increasingly a combination of the physical and the virtual – we can watch a film at the cinema or download it from Netflix, pick up a newspaper or read it online. This hybrid world is becoming more common in the world of annual meetings.

At a traditional members meeting, members can meet the board, hear their view of the year just past and hold them to account in person. Then there are virtual meetings, which are becoming increasingly popular, particularly in the United States. They are conducted entirely via an online platform that allows participants to take part electronically, without having to visit the annual meetings physical location.

Hybrid AGM combine these two approaches, allowing people to attend the meeting in person, as well as having members attending remotely, online. This allows the greatest possible number of people to take part, increasing attendance and engagement while cutting the cost, time and inconvenience of attending meetings.

 

Hybrid meetings open up your organization to the online generation of millennial consumers, who expect a digital option for everything they do without alienating older generations who prefer to turn up in person.

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 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 specifically designed to help improve the meeting as a whole, therefore it is not disruptive to the in-room attendees; in fact, alongside using in-room technology such as Audience Response, it has been shown to improve engagement, attentiveness and 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

If you are holding a hybrid AGM, where you are allowing shareholders or guests to join the meeting from a remote location, then you will need to include the user name and password details, so the remote participants can authenticate themselves in to the meeting at the appropriate time.

Never deliver a bad meeting again

We’ve all attended them; bad meetings that stretch mournfully into productive work time and professional good will. Muted microphones, cameras off, an untidy agenda, no opportunity for questions— bad.

But these meetings happen, and do happen, to professionals and organizations from time to time. Less tolerable, and less tolerated however, is a bad AGM; a muted board, no agenda, lack of opportunity for engagement can hurt businesses in the long term, seriously impacting stock price and investor affinity.

Keep reading for our top tips to enhance experience at your next meeting.

Find out more

How Secure is a Hybrid Meeting?

Ensuring your hybrid meeting is secure is of the utmost importance and hybrid technology is an area that has received a lot of attention. Security is critical to hosting a successful Hybrid event and a meeting’s integrity depends on both the certainty and security of the identification of shareholders/members and access to this secure list, to ensure these virtual participants are who they claim to be.

Furthermore, hybrid meetings are instantly audited and everything is recorded, giving a complete objective record of the meeting, pinpointing exactly what each member did, including abstentions.

The Meeting Experts


Hybrid meetings have a plethora of benefits from removing attendance barriers, to higher involvement and improved transparency. On top of these factors, a hybrid meeting increases the efficiency with an easy, secure and audited format for your meeting, reducing the overall time and removing potential efficiency affecting issues.

At Lumi, we are committed to helping membership organizations and companies improve their meetings with our technology, expertise and facilitation; as an industry leader we have helped countless clients host successful, secure and smooth Hybrid meetings.

If you are interested in holding a Hybrid meeting for your organization we'd love to hear from you, contact our team today!

 
Book a meeting

5 Myths about Hybrid AGMs


Hybrid AGMs are becoming more and more common amongst businesses and organizations of all sizes and in all industries. As the workforce becomes more digitally adept and a renewed focus is placed on inclusivity and accessibility, virtual options for attendance, voting and giving feedback become more necessary.

However, not every organization is instantly sold on the idea of a Hybrid AGM. As we speak to companies and associations around the globe, the same five concerns surface again and again. However, these concerns are simply myths about Hybrid AGMs, and it’s important to have all the facts before deciding if a hybrid option is right 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
While the idea of reconciling online and in-room votes seems like it may cause problems, using a single platform that works across all stages of your meeting can actually lessen the margin of error when it comes to voting and measuring engagement. This is especially true when voting technology is used at the Hybrid AGMs, making the possibility of error extremely low compared 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. However, the simple fact is that virtual options are often more secure than in-person options and easier to govern. Click here to learn more about security at Hybrid AGMs.

MYTH #4: Virtual attendees will be less engaged than in-person attendees
A common myth about virtual attendees is that they have chosen the digital option because they aren’t as engaged as members that take the time to turn up in person. However, this couldn’t be further from the truth. From the cost and distance of travel to accessibility issues, there are a myriad of genuine reasons that people struggle to attend AGMs and would therefore prefer a virtual option.

The truth is that those who choose the virtual option are those who would otherwise have been unlikely to attend at all. Including them actually results in a more engaged organization, where all members feel valued and included in important matters.

MYTH #5: Virtual options will negatively impact the in-person experience
On the other hand, however, for many organizations considering a Hybrid AGM, their primary concern is how digital options might affect the in-person experience, especially for the board. Will the in-person attendees feel the intrusion of the technology required to accommodate virtual attendees? Will the flow of the event be interrupted for the sake of those attending online?

Factors to Consider When Hosting a Hybrid Meeting


Adapt or Get Left Behind

Hybrid meetings are now commonplace amongst companies and membership organizations of all sizes, and the importance of staying with this development should not be overlooked. If you fail to adapt, you will be left behind, hosting outdated meetings and causing upset amongst your attendees and disappointment from those unable to participate remotely.

Age Range of Your Audience

As the global workforce changes, of course so do the methods and technologies along with it. With the growing number of millennials making up the majority of our workforces, it is time to embrace change and make annual meetings engaging for all audiences. This is a large reason why hybrid meetings have become more prevalent in recent years.

Transparency

Hosting a hybrid meeting allows for a much more transparent event. For instance, your shareholders or members can see the voting outcome in real time, but this also means that your chair has a good idea of the results as they come in, allowing them to prepare their comments.

On a similar note, questions can be addressed and anyone may participate, either anonymously or by name. Creating this transparency can be both an advantage and a risk, but handled correctly it makes your audience much more trusting and engaged.

Engagement

As with any updates of technology there will always be a certain level of resistance. However with the industry changing, hybrids and even virtual AGM will become more and more common in coming years; therefore a more organic rather than forced approach would be recommended.

With a Hybrid Meeting you open up your options to engage your audience, not everyone is passionate enough to attend an on-site event or even vote if it’s not convenient for them; removing barriers such as travel, as alluded to before, increases your engagement and can improve your attendance, both real and virtual.

Want to transform your next meeting?


If you have a question, would like more information or would like to talk to one of our experienced team, then please complete the short form on the right and we will be in touch as soon as we can. We look forward to hearing from you.

Lumi Global needs the contact information you provide to us to contact you about our products and services. You may unsubscribe from these communications at anytime. For information on how to unsubscribe, as well as our privacy practices and commitment to protecting your privacy, check out our Privacy Policy and GDPR Compliance statement.