hosted virtual agm services › 2020 › 04 › gq_hosted...hosted virtual agm service •...
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Hosted Virtual AGM ServicesAn introductory webinarApril 2nd, 2020
Starting at 10:02 am
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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..)
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Agenda
1. Virtual Meetings
2. Electronic Voting
3. GQ’s New Hosted Virtual AGM Service
4. Q & A
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Definitions, Benefits and Best Practices
Virtual AGMs
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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
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Virtual AGM Benefits
• Better accessibility
• Increased participation
• Reduced costs and effort
• Adheres to social distancing measures
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Virtual AGM Best Practices
• Communicate with owners early
• Dress rehearsal
• Q & A Management
• Voting governance
• Technical Support and Moderation
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Virtual AGM Technology
Webcasting capabilities and procedures
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Virtual AGM - Participant Types
• Hosts
• Speakers
• Attendees
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Virtual AGM - Audience Controls
• Speakers and attendees muted by default
• Hosts control who can be unmuted
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Virtual AGM - “Raising Hands”
• Useful for:
– Motions– Show of hands– Objections– Questions from audience
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Virtual AGM - “Live Polls”
• Live survey with results that can be shared
• Another option for show of hands
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Virtual AGM - “Chat / Q&A”
• Allows attendees to ask questions by text
• Can be private (only seen by host & speakers)
• Warning: can get overwhelming
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Virtual AGM - Real-time Voting
• Secure and auditable
• Must combine results votes prior to meeting
• Not part of web cast software
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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
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Virtual AGM Considerations
Additional Thoughts
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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
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Virtual AGM Considerations (cont’d)
• Legal Considerations
– Governing statutes
– By-laws
– Legal Advice
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Virtual AGMs - Life After...
• Social distancing may be here for a while
• Hybrid virtual meetings are the future
• Emphasis on advanced voting & proxies
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Changing the way you meet
Hosted Virtual AGM Service
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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
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Thank youQuestions? [email protected]