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Virtual AGM with

Convene Assembly

End-to-end annual general meeting solution for Company Secretaries, Shareholders, Executives and Registrars

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Don't let Covid-19 stop your AGM

The current Covid-19 crisis has meant many European countries are in lockdown causing thousands of public companies and organisations to re-think how they are going to hold their annual shareholder meeting.

With Convene Assembly, you can do so virtually – from the safety of your own home!

Convene Assembly is an all-in-one solution with proxy registeration beforehand, live webcasting, shareholder questions and weighted voting during and detailed reports and audit checks afterwards.

 

 

Louise Kapor, Executive Committee Secretary & Membership Manager. International Federation of Essential Oils and Aroma Trades
There is a large conference held annually. We are having a virtual conference instead but this comes with its own challenges. We are all based remotely, dialing in from home. Things are different at the moment, and we haven’t seen each other since February. All our committee meetings are online, our AGM is now online, so there are a lot of big changes.
Louise Kapor
Executive Committee Secretary & Membership Manager

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KEY FEATURES

Every feature you need to host a physical AGM - but virtually, with Convene Assembly

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    Web-based Solution

     

    We have kept the whole solution web-based so it is accessible to any and all shareholders without the need to download an application

     

     

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    Proxy REGISTRATION form

    Once registered, shareholders can submit a proxy form detailing how they intend to vote on each resolution.

    The system will stop receiving proxy forms 72 hours prior to the AGM.

    The share registrar will then check and validate the proxy forms received against the updated list from the share depository, and reject invalid proxy forms.

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    Managed Question Platform

     

    Shareholders can submit questions and view their submitted questions prior to and during the AGM

    Questions can be vetted to exclude profanities and explicit comments etc. 

     

     

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    Real-time Weighted Voting

    During the AGM, the shareholder can click on “vote” to view the resolutions and the results in real time

    Voting is weighted to reflect the stocks (and therefore influence) a shareholder has

    The meeting scrutineer is sent the results of the voting to create a summary.

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    Detailed Reports + Audit Trails

     

     

    The records of voting and relevant documents can be export by the scrutineer to create an audit report of the meeting.

     

     

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    Interface Customisation

     

     

    Choose a colur scheme and embed your company logo to personalise the software interface.

     

Before the AGM

  • Meeting administrator assigns meeting roles to users

  • Unique registration code is sent out to all shareholders with the AGM URL

  • Shareholders register for the AGM, view documents and resolutions, and fill out a proxy form

  • Meeting administrator sent list of proxy forms to align with share register

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During the AGM

  • Shareholders join the AGM via webcast

  • Questions submitted via question platform and vetted 

  • Meeting administrator can track attendance to ensure quorum

  • Shareholders vote on resolutions. Voting is weighted based on stocks owned

  • Vote results displayed instantly



After the AGM

  • Meeting report available for download for meeting administrator and scrutineer

  • Data exports and voting results available for reports and records

 

 

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Support and Security

  • We offer a free dry-run of your AGM so the meeting administrator understands the software

  • Support is available 24/7 via email or phone

  • On the day of your AGM, we offer 'on-site' support for the duration of the meeting 

  • User access is safeguarded with unique security code. SMS 2-Factor authentication available as add-on

  • As the data processor we do not handle any of the personal data that is required to make the meeting happen.

  • Only yourselves or others appointed on your behalf (i.e. auditors) will have access to the personal data that is contained on the shareholder registration details, meeting attendee details, or voting audit logs

  • ISO-certified AWS Hosting (ISO 9001, 27001, 27017, and 27018) and AICPA (SOC 1/2/3) compliant hosting facilities worldwide which are audited under the SSAE-18 standards

Awards & Accreditations

CMMI5-logo-249 ISO4001-logo-107 SOC2-225x cyber-essentials-badge iso-27001-logo-300 ssae500-181x148 ISO-9001-203x115

 

Try Convene Assembly Today!

Fill out the form to book a walkthrough of Convene Assembly and we will be in touch shortly!

Free Trial

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