Key Takeaways
- AGM day production begins at 6am (or earlier) — the legal team arrives at 9:30am; the production team has been there for 3+ hours before that
- The production company owns: technical setup, broadcast, registration desk, quorum management logistics, catering coordination, and documentation
- The legal team owns: resolutions, voting procedures, company secretary functions, scrutiniser oversight
- These roles must not overlap — a company secretary managing the production setup and a production company managing the voting procedure are both operating outside their competence
- Post-AGM production close (equipment removal, venue reinstatement, documentation handover) must be completed within 4 hours of meeting close
The 6am–9am production setup window
An AGM venue setup begins 3–4 hours before the meeting opens. Production tasks in this window: PA system positioned and tested; cameras positioned and connected to the streaming encoder; streaming encoder powered and a test stream verified at the platform; local recording device operational; e-voting terminal(s) set up and linked to the NSDL/CDSL system (with a test vote completed); board member microphones labelled and positioned on the head table; shareholder registration desk operational with printed attendance registers, proxy forms, and delegate packs; directional signage placed; security positions confirmed. All of these items must be operational before the company secretary and board members arrive. Their arrival time should not be delayed by production setup that is still in progress.
Quorum management logistics
The production team manages the delegate registration desk, which is the source of quorum data. A production coordinator at the registration desk monitors the attendance count, provides real-time updates to the company secretary, and ensures the count is accurate (not duplicated by multiple entries for the same shareholder). If quorum is not reached within 30 minutes of the scheduled meeting time, the company secretary needs accurate attendance data to make the adjournment determination — production provides this. The registration desk is a production responsibility, not a hotel banqueting responsibility.