This document provides a step-by-step checklist to use when planning an annual
meeting. This form gives advice about planning and communication among the
organizers to ensure that the meeting is successful. The checklist provides information
about important steps in the preparation process, such as notices, agenda, mailing lists,
and RSVPs. Additionally, this form includes a sample meeting agenda but this
document can be modified to fit the needs of the meeting planners.
Chec klist fo r
Yo ur Next A nnual Meeting
Meeting Notices
Notices should be sent to the guest speakers, VIPs and Senior Management as soon as possible.
Once you receive confirmation from all of the presenters, you can finalize the meeting agenda
outline.
Setting the Agenda
A proposed agenda go hand and hand with the meeting notice. Agenda item owners should be
asked to submit either an abstract, or a summary of their agenda topic item. As people respond,
adjust times appropriately.
The Mailing List
Maintaining the mailing list is an ongoing function. It will include internal and external people,
and the media and guest speakers if applicable. This database gives you a comprehensive mailing
list that can be used for other events. Make sure that this list is kept current by updating it
regularly.
You may also want to develop a webpage that includes all relevant meeting notice information
including:
The meeting date/time/location
Proposed agenda
Participant and speaker instructions
The webpage should be discussed with appropriate IT staff.
RSVPs
Make sure to send RSVPs to all persons who are accessible prior to the meeting. It is essential
that the person who sends out the RSVPs be fully acquainted with all of the particulars of the
meeting and the location, so that they can answer logistical questions about parking, access, etc.
Finalize the arrangements once they have been sent out.
2
© Copyright 2013 Docstoc Inc.
Chec klist fo r
Yo ur Next A nnual Meeting
Sa mp le Ag e nd a
XYZ Company
Annual Shareholders Meeting
Date: Time: am pm
Location:
Meeting Agenda
Agenda Item Number Agenda Topic
1. Opening of the Meeting
2. Apologies
3. Approval of the minutes from the prior Annual
Shareholders Meeting
4. Presentation - Annual Report
5. Adoption of the Annual Report
6. Presentation - Treasurer’s Report
7. Election – New Executive Director
8. Appointment of Auditor
9. Vote of Thanks to Outgoing Executive
10. Determination of Annual Membership Fee
11. Notice(s) of Motion
12. Urgent General Business
13. Closure
3
© Copyright 2013 Docstoc Inc.
Chec klist fo r
Yo ur Next A nnual Meeting
INFORMATION AND FORMS ARE PROVIDED "AS IS" WITHOUT ANY EXPRESS OR IMPLIED WARRANTY OF ANY KIND
INCLUDING WARRANTIES OF MERCHANTABILITY, NONINFRINGEMENT OF INTELLECTUAL PROPERTY, OR FITNESS
FOR ANY PARTICULAR PURPOSE. IN NO EVENT SHALL DOCSTOC, INC., OR ITS AGENTS, OFFICERS, ATTORNEYS,
ETC., BE LIABLE FOR ANY DAMAGES WHATSOEVER (INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF
PROFITS, BUSINESS INTERRUPTION, LOSS OF INFORMATION) ARISING OUT OF THE USE OF OR INABILITY TO USE
THE MATERIALS, EVEN IF DOCSTOC HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. They are for
guidance and should be modified by you or your attorney to meet your specific needs and the laws of your state or jurisdiction. Use at
your own risk. Docstoc® is NOT providing legal or any other kind of advice and is not creating or entering into an Attorney-Client
relationship. The information, reports, and forms are not a substitute for the advice of your own attorney. The law is a personal matter
and no general information or forms or like the kind Docstoc provides can always correctly fit every circumstance.
Note: Carefully read and follow the Instructions and Comments contained in this document for your customization to suit your specific
circumstances and requirements. You will want to delete the Instructions and Comments from open bracket (“[“) to close bracket (“]”)
after reading and following them. You (or your attorney) may want to make additional modifications to meet your specific needs and the
laws of your state. The Instructions and Comments are not a substitute for the advice of your own attorney.
◊ Where within this document you see this symbol: ◊ or an instruction states “Insert any n