Hosted Virtual AGM ServicesAn introductory webinarApril 2nd, 2020

Starting at 10:02 am

GetQuorum Services Overview

• Hosted Virtual AGMs & Real-time Voting - *NEW*

• Consent, Opt-in and Voting Certificate Gathering

• Meeting Notice Distribution

• Electronic Proxy Voting & Advanced Balloting

• High Capacity Printing & Mailing

• Governance Notice Distributions (e.g. Mailers, Budgets, Circulars, etc..)

Agenda

1. Virtual Meetings

2. Electronic Voting

3. GQ’s New Hosted Virtual AGM Service

4. Q & A

Definitions, Benefits and Best Practices

Virtual AGMs

Virtual Meetings: Definition and variations

What is a Virtual Meeting?

• Takes place using telephonic or electronic means (ie. online technology)

• Members can participate

• Types of Virtual Meetings;

– Virtual-only: held exclusively online (no in-person meeting)

– Hybrid: held in conjunction with an in-person meeting

Virtual AGM Benefits

• Better accessibility

• Increased participation

• Reduced costs and effort

• Adheres to social distancing measures

Virtual AGM Best Practices

• Communicate with owners early

• Dress rehearsal

• Q & A Management

• Voting governance

• Technical Support and Moderation

Virtual AGM Technology

Webcasting capabilities and procedures

Virtual AGM - Participant Types

• Hosts

• Speakers

• Attendees

Virtual AGM - Audience Controls

• Speakers and attendees muted by default

• Hosts control who can be unmuted

Virtual AGM - “Raising Hands”

• Useful for:

– Motions– Show of hands– Objections– Questions from audience

Virtual AGM - “Live Polls”

• Live survey with results that can be shared

• Another option for show of hands

Virtual AGM - “Chat / Q&A”

• Allows attendees to ask questions by text

• Can be private (only seen by host & speakers)

• Warning: can get overwhelming

Virtual AGM - Real-time Voting

• Secure and auditable

• Must combine results votes prior to meeting

• Not part of web cast software

Virtual AGM Recommended Procedures

• One speaker at a time, everyone else on mute

• Encourage questions to be sent before hand

• Chat should be private and enabled only when needed

• Encourage participants to go online

• Record your virtual AGM

• Chairperson should familiarize themselves with the software

Virtual AGM Considerations

Additional Thoughts

Virtual AGM Considerations

• Adapting normal meeting procedures

• Moderation of webcast software can be a challenge

• Motion, Q&A and Owner / Member Speaking Opportunities

• Interaction between proxies & advanced ballots with real-time voting

Virtual AGM Considerations (cont’d)

• Legal Considerations

– Governing statutes

– By-laws

– Legal Advice

Virtual AGMs - Life After...

• Social distancing may be here for a while

• Hybrid virtual meetings are the future

• Emphasis on advanced voting & proxies

Changing the way you meet

Hosted Virtual AGM Service

Hosted Virtual AGM Service

• Enterprise Webinar Technology

• Advanced Speaker Controls managed by GetQuorum

• Live Meeting Moderation provided by GetQuorum

• Audience Engagement (Q&A) moderated by GetQuorum

• Attendee Registration monitored by GetQuorum

• Real-time voting via GetQuorum platform

• Integration with Electronic Proxy or Advanced Electronic Ballots

• Minutes via our partners Minutes Solutions (or your own minutes taker)

• Dress Rehearsal

Thank youQuestions? benz@getquorum.com