Notice of AGM (Hybrid meeting)

IN LIGHT OF THE ECONOMIC CRIME & CORPORATE TRANSPARENCY ACT 2023, THIS TEMPLATE IS CURRENTLY UNDER REVIEW. 

Many companies choose to offer virtual attendance at shareholder meetings for practical and logistical reasons.

This notice is designed for a hybrid AGM (with a physical meeting location and electronic participation), giving shareholders the option to attend in person or virtually.

Use this notice to convene a hybrid AGM for a private company that is required to hold one

Private companies are not required under the Companies Act 2006 to hold AGMs. However, some private companies have provisions in their constitution requiring an AGM each year.

This template notice is intended for those SME private limited companies that are required to hold an AGM.

Hybrid meetings: the practical approach where purely virtual meetings are uncertain

As there remains some legal uncertainty over purely virtual general meetings, a hybrid meeting is often the most practical way to proceed.

Unless a company’s articles specifically prohibit virtual attendance at meetings, or require shareholders to be physically present to count as attending, it can host a hybrid meeting.

Ensure equal participation for in-person and virtual attendees

For a hybrid meeting to be validly held, all participants (whether physical or virtual) must be able to participate on an equal basis.

Companies will need to ensure they have the technology in place to allow everyone to speak and be heard.

Proxy arrangements where most shareholders attend virtually

Shareholders who attend virtually can appoint the chairperson as their proxy.

This template has been drafted on the basis that most shareholders will attend virtually, and the chair has been appointed as their proxy.

Notice of AGM (Hybrid meeting) is part of Corporate. Just £38.50 + VAT provides unlimited downloads from Corporate for 1 year.