Checklist Steps to Planning an Annual Meeting

This checklist steps to planning an annual meeting template has 3 pages and is a MS Word file type listed under our business plan kit documents.

Sample of our checklist steps to planning an annual meeting template:

CHECKLIST Steps to Planning an Effective Annual SHAREHOLDERS Meeting Annual shareholder meetings are crucial to securing continued and future investors. Therefore, the utmost regard must be given to ensure a flawless presentation. The meeting planning process involves much more than merely setting an agenda and choosing speakers. The following checklist provides a comprehensive strategy to planning an effective annual meeting, so that no details will be overlooked. List every goal that the meeting must accomplish This list will set the agenda for the meeting. Identify the themes you wish to present Choose the main messages to present, along with current and potential issues that should be communicated. Keep the number of themes small, to present a unified message. Prepare an annual meeting script From start to finish, script every detail of what must occur and when, down to the minute. This will ensure that all goals are met while maintaining control and preventing the meeting from running long, which is sure to displease shareholders and guests. Detail task assignments Record all task assignments in a timeline and a check-off format, showing deadlines and the organizer responsible for completion. Software can automate this record keeping and print updated assignments and reports on demand. Select and brief presenters Select the presenters and work with them early to outline their scripts. Prepare a list of questions Listing questions likely to be raised and preparing thoroughly researched answers will help presenters at the annual meeting. Make detailed guest lists Although shareholders are automatically invited to the annual meeting, other invitees to the annual meeting and to special events such as a dinner or reception will vary. Make contingency plans A flawless event is rare, if not impossible. What will happen if a key presenter becomes ill? What will happen if the meeting is disrupted by a fire alarm, loss of power, or other emergency? What will organizers do if a piece of AV equipment fails? Spending some time to make backup plans is well worth the effort. Create a control book The Control Book is the central repository for all information regarding the annual meeting and all related events before and after it