Virtual AGM's

Secure, online, robust meetings.

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.

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Virtual AGM’s are here to stay

What’s special about our solution?

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.

Our technology is robust and proven, over many years and hundreds of live events. The Virtual AGM solution can flex to suit small and large companies.

Our experienced team are familiar working with senior executives, to film, coach and provide tech solutions, which ensure they look their best for the AGM.

We film in studio or virtual.

Our editorial oversight means we can advise on the best solutions for presentations and live Q&A – even down to moderating the Q&A process for you.

Our knowledge and experience mean we do whatever is needed to get it right and inspire confidence and quality and de-risk the process.

If you want to learn more, get in touch with us today.

seamless process

How it works

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.

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.

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.

Frequently asked questions

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.

What is a Virtual AGM?

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.

Can all companies hold a Virtual AGM?

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.

How many shareholders can attend a Virtual AGM?

There are no technical limits to restrict the number of shareholders able to attend a Virtual AGM.

Is a Virtual AGM secure?

Yes, the Company can restrict the AGM participants to shareholders only. Each shareholder must register to attend the meeting and the registration details.

Can I watch the AGM on my mobile, tablet or computer?

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.

How can a shareholder attend a Virtual 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.

Are you able to ask live questions during the meeting or are they only pre-submitted?

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.

How does the voting operate?

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.

Will the Virtual AGM allow nominee shareholders to split their shares in order to vote in more than one way?

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.

How does the Virtual AGM address cybersecurity?

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.

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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.

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