When first joining a club or society, it can be difficult to distinguish between the different types of meetings. There are Annual General Meetings, known as the AGM and ordinary meetings. Both of these meetings hold a different purpose and are held in either a formal or informal manner.
An AGM occurs once a year and consists of elections, budgeting and changes to the organisation’s constitution. AGM’s have special requirements which must be upheld for the meeting to be valid. There is a required period of notice that must be given as well as disclosure of the information that will be discussed. Any member of the organisation is invited to attend the AGM.
An ordinary meeting is held on a regular basis, where no special notice needs to be given, and business matters are conducted in an informal setting.
All in all, meetings may have different names and be held for different purposes, but most are conducted in a similar fashion.
Here are some tips to keep in mind when organising your next meeting:
- Organise the time and place of the meeting well in advance mostly important for AGM’s
- Provide the Agenda and previous meeting’s minutes beforehand
- State the purpose of the meeting and set objectives before you begin
- Start and end the meeting on time
- Food is a great way to bring people together and encourage attendance
- Ensure all documentation is ready to go
- Encourage relevant discussion
Here are some helpful links to assist your club or society: