Whether it’s for an association, a company, or a housing co-op, the general meeting (GM) is a key moment in the life of any organisation. It’s a time to reflect on the past year, make important decisions, and get members involved in the running of the organisation. But to be effective, the meeting must be properly planned to ensure it runs smoothly and holds legal weight.
Here’s a complete guide on how to organise a general meeting in a clear, structured, and compliant way.
Summary
1. Define the legal framework and requirements
Before anything else, it is essential to understand the legal framework that applies to your organisation. A general assembly will have different requirements depending on the type of structure you are working within. Whether it is a charity, a limited company, a community group or a residents’ association, each is subject to specific rules that govern how meetings must be convened. These include how members are notified, the timeframes to follow, the required quorum, the voting procedures, and how to document the meeting through formal minutes.
The first step is to review your organisation’s governing documents carefully. These form the basis for decision-making and often detail how frequently general meetings must take place, who is authorised to call them, what voting thresholds apply for different types of resolutions, and how to handle proxy voting.
In some cases, additional materials such as internal policies, standing orders or member agreements may help clarify further practical details. It is important not to overlook any of these to avoid future disputes about the legitimacy of the decisions made during the meeting.
If you are unsure about any aspect of the process, it is advisable to consult a professional such as a solicitor, governance adviser or chartered accountant. This is particularly important if the meeting involves significant legal or financial implications. Seeking expert advice helps ensure that your approach is sound and that your general assembly is valid from the moment it is announced.
2. Set the date, location and format
Once you’ve got the legal groundwork in place, choose a date that aligns with your goals. Ideally, avoid holiday periods or peak activity times so you can maximise attendance.
Also think about the format:
- In person: on your premises, in a meeting room or a venue that suits the expected turnout
- Online: using video platforms like Zoom or Teams, as many organisations now hold their meetings remotely
- Hybrid: particularly useful if your members are spread out geographically
Whatever format you choose, plan the logistics in advance: venue access, presentation equipment, microphones, recordings, document access, sign-in process and so on.
3. Prepare the agenda for the general meeting
The agenda is the backbone of your general meeting. It organises the flow of the session, keeps discussions focused and helps with decision-making. It should be carefully drawn up, reviewed by the board or relevant leadership, and sent out with the meeting invitation.
Its contents depend on the type of meeting you’re organising, whether it’s a regular annual meeting, an extraordinary session or a combination of both. In any case, the agenda should reflect the reality of your organisation and the topics needing decisions.
It usually includes the following:
- Review and approval of financial statements or annual accounts
- Presentation of the activity report or chairman’s report, written by leaders or board members
- Renewal of mandates or election of new board members
- Resolutions to be adopted, including strategic plans, upcoming projects or statute amendments
- Voting, typically by a show of hands unless otherwise stated in your rules
- Any other business, offering members or shareholders a chance to raise extra points
It’s worth highlighting the key role of the treasurer, especially when it comes to presenting financial reports.
Depending on your context, the agenda might also include input from an auditor, approval of new organisational projects, or a communications update on results achieved. In associations, this can also be a valuable opportunity to re-engage members, start conversations or gather new ideas for the future.
To ensure everyone is well informed, it’s a good idea to attach key documents to the invitation, things like reports, draft resolutions and lists of candidates. These can be shared by email, post or through a secure website depending on your usual practices.
A clear and well-organised agenda makes the meeting smoother and builds trust among participants.
4. Write and send the general meeting invitation
The invitation to a general meeting is an essential formality. It is not simply a reminder of an appointment, but an official document binding on the organisation and its members. As such, it must comply with a certain format to ensure the validity of the decisions taken at the meeting. The minutes of the meeting are crucial for keeping members informed and ensuring clear communication.
The deadlines for sending them are often specified in the articles of association of the company or co-ownership. Failing that, it is generally advisable to send them out at least 15 days in advance, to give everyone time to read the documents and prepare to take part.
The notice of meeting is also an opportunity to strengthen support for the items on the agenda, particularly in associations where the commitment of members is a key factor.
The content of the notice of meeting must be clear and complete. It must state the name of the organisation concerned, the date, time and precise location of the general meeting (or the connection link if it is being held remotely). A detailed agenda is compulsory: it sets out the points to be discussed and avoids any subsequent disputes.
It is also necessary to enclose the supporting documents that are essential to the decision-making process, such as the activity report, annual accounts or draft resolutions. In some cases, the notice of meeting may also specify the voting method chosen for example, a show of hands or set out the formalities for appointing a proxy for absent members.
The notice of meeting may be sent by e-mail, post or via a digital tool specialising in managing general meetings. The latter can be particularly useful for centralising responses and proxies and facilitating access to documents.
In all cases, be sure to keep a record of the mailing, in particular to prove that the procedure was followed in the event of a dispute.
Properly prepared, the notice of meeting is more than just an obligation: it is the starting point for an effective and well-prepared AGM, at which every participant can act in full knowledge of the facts.
5. Managing registration and attendance
To make organising your event easier, you can set up a pre-registration system. This will enable you to estimate the number of participants, prepare the attendance lists, and plan the number of seats, microphones or remote votes.
On the big day, make sure that the sign-in sheet is clearly legible: in paper or digital form. If you are organising a vote, remember to provide ballot papers, ballot boxes or electronic voting systems according to your configuration.
6. Moderating the general meeting
Running a general meeting involves a subtle balance: it must be dynamic and fluid, but also rigorous. Respecting the agenda is essential to maintain a clear framework, while giving everyone the opportunity to express their views. This guarantees the legitimacy of the decisions taken and the support of the participants.
To structure the meeting properly, start by appointing a chairperson. In general, the chairperson of the organisation is responsible for opening and directing the discussions. It is also advisable to appoint a secretary, whose role will be to take note of all the debates and resolutions passed, with a view to drafting the minutes.
At the start of the meeting, take a few moments to remind the participants of the operating rules: agenda, voting procedures (show of hands, secret ballot, quorum, etc.), length of speeches. If necessary, time the speeches to ensure that each member gets a fair amount of time.
In the event of a large number of debates, organise the discussions by giving the floor in turn, according to the questions or resolutions raised.
This kind of controlled facilitation helps to maintain attention, avoid drift or off-topic discussions, and ensure that everyone leaves with the feeling that they have been listened to and understood. It is also a guarantee of seriousness and transparency in the running of your organisation.
7. Formalising decisions and writing the meeting transcript
At the end of the AGM, it is essential to write the meeting transcript. This official document provides an accurate record of the proceedings of the meeting: it lists the items on the agenda, the decisions taken, the detailed results of the votes, and any comments or observations made by the members present. In the event of disagreement or dispute at a later date, this document is an essential reference.
The minutes must be drawn up in a clear, structured and unambiguous manner. They are generally drafted by the meeting secretary, then signed by the meeting chairman and the secretary, to guarantee their authenticity. Once validated, they must be archived in the body’s administrative documents and, depending on the case, sent to members, published on a dedicated space (internet site, intranet, etc.) or filed with a third party (prefecture, court registry, local authority).
In some organisations, the minutes are also required to initiate certain procedures, such as amending the articles of association, declaring a new board, obtaining grants, etc. The drafting and distribution of the minutes must therefore be carefully considered, in the same way as the organisation of the meeting itself.
8. Using the data and preparing for what comes next
A General Meeting is more than just a meeting on the day. It’s also an opportunity to strengthen the bond with your community and initiate new dynamics.
Take advantage of this moment to prepare new projects:
- Update your member base and their contact details.
- Identify invested profiles to involve them in your next projects.
- Re-establish links with members who have not been present until now.
- Highlight the value of decisions taken through clear communication (newsletter, article, social network).
- Draw up a collective roadmap, capitalising on the energy of the meeting.
These simple but strategic actions extend the impact of your AGM well beyond the meeting itself.
9. Facilitate your AGM with a solution like Weezevent
To efficiently manage registrations, collect attendance figures, send out invitations or even offer ticketing (for AGMs with meals or conferences), a solution like Weezevent can be invaluable.
Weezevent can also facilitate the organisation of general meetings:
- Manage access for a smooth welcome
- Send personalised emails
- Generate post-event reports
Organising a general meeting requires method, anticipation and a real eye for detail. By following the steps outlined in this article, you can transform this corporate event into a real highlight for your community.
And if you’re looking for a technical partner to help with the organisation, Weezevent can provide you with the right tools… at the right time.
For a well-organised general meeting from start to finish, rely on a solution like Weezevent. From the convocation to the sign-in sheets, including registration management and access control, you centralise all the data and facilitate the work of your team.
