Key Takeaways
- The AGM notice must be dispatched at least 21 days before the meeting (or 14 days with shareholder consent) — venue and production must be confirmed before notice dispatch
- The scrutiniser must be appointed before the meeting — they are independent of the company and are a requirement under the Companies Act
- The venue must be within the city where the registered office is located
- Route maps and accessibility information must be included in the notice
- The broadcast recording is a legal document — it must be archived for the period specified in the MCA framework
12+ weeks before the meeting
- Confirm meeting date (must be within 6 months of financial year end for listed companies)
- Select and confirm venue (within registered office city; verify the venue can accommodate the expected attendance and has the required AV infrastructure)
- Engage production company for day management, AV and broadcast
- Confirm registrar and share transfer agent for e-voting integration
- Appoint scrutiniser (independent professional accountable for voting result certification)
- Select VC/broadcast platform for hybrid participation
8–6 weeks before
- Draft and approve notice of meeting (resolutions, explanatory statements, directors' reports, audited accounts)
- Dispatch notice — 21 days before meeting date minimum
- Open e-voting (must open at least 3 days before AGM and close 48 hours before the meeting starts)
- Publish meeting details on company website and stock exchange platforms (BSE/NSE)
- Brief production company on venue access, load-in window, and compliance requirements
1 week before
- Confirm attendance registration process (digital or physical proxy forms)
- Test complete hybrid broadcast setup at expected load
- Brief chair and board members on the run of show and technical environment
- Confirm scrutiniser is briefed on voting system and result reporting format
- Print attendance register, proxy forms and ballot papers (if physical voting is being used)
- Confirm quorum contingency plan with company secretary
Day of meeting
- Production team on site minimum 4 hours before meeting start
- Test all AV systems, PA, broadcast stream and e-voting terminal
- Scrutiniser on site before meeting opens
- Registration desk operational minimum 45 minutes before meeting start
- Confirm quorum count as members register
- Chair opens meeting only when quorum is confirmed
- All resolutions voted on in sequence; scrutiniser confirms vote count after each vote
- Meeting closed; broadcast archived immediately to local storage
Within 48 hours post-meeting
- Scrutiniser submits voting results report to the board
- Results published on stock exchange platforms (BSE/NSE) and company website
- Broadcast recording archived and access confirmed
- Meeting minutes drafted by company secretary for board approval
- Production post-event report completed and filed