{"id":19345,"date":"2021-04-06T05:29:38","date_gmt":"2021-04-06T05:29:38","guid":{"rendered":"https:\/\/www.encore-can.com\/how-to-plan-a-hybrid-annual-general-meeting\/"},"modified":"2024-07-02T14:45:41","modified_gmt":"2024-07-02T14:45:41","slug":"how-to-plan-a-hybrid-annual-general-meeting","status":"publish","type":"post","link":"https:\/\/info.encore-can.com\/fr\/how-to-plan-a-hybrid-annual-general-meeting\/","title":{"rendered":"Comment planifier une assembl\u00e9e g\u00e9n\u00e9rale annuelle hybride"},"content":{"rendered":"\t\t<div data-elementor-type=\"wp-post\" data-elementor-id=\"19345\" class=\"elementor elementor-19345 elementor-19324\" data-elementor-post-type=\"post\">\n\t\t\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-2447ecd3 elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"2447ecd3\" data-element_type=\"section\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-5dff365\" data-id=\"5dff365\" data-element_type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-588d5fda elementor-widget elementor-widget-text-editor\" data-id=\"588d5fda\" data-element_type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<h3><strong>4 questions to get you started<\/strong>\u00a0<\/h3>\n<p>With majority of events turning to a hybrid format, so too are company\u00a0<a href=\"https:\/\/www.encore-anzpac.com\/event-types\/annual-general-meeting-production\" target=\"_blank\" rel=\"noreferrer noopener\">Annual General Meetings<\/a>.\u00a0As of January 1, 2021, the\u00a0<a href=\"http:\/\/www.ic.gc.ca\/eic\/site\/cd-dgc.nsf\/eng\/cs08888.html\" target=\"_blank\" rel=\"noreferrer noopener\">Canadian government ordered the normal rules apply for calling an AGM and presenting financial statements<\/a>, as opposed to last year\u2019s\u00a0extension deadlines.\u00a0<\/p>\n<p>This means that\u00a0\u201cby law, all federally incorporated businesses, not-for-profits and cooperatives have to hold an annual general meeting of\u00a0shareholders\u00a0or\u00a0members every year\u201d. While the government recognizes that hosting an in-person AGM during the pandemic would\u00a0contradict\u00a0public health advise,\u00a0the Canadian government has recommended pending by-laws, that the organization consider a virtual or hybrid meeting as an alternative.\u00a0\u00a0<\/p>\n<h3><a href=\"https:\/\/www.encore-can.com\/hybrid-annual-general-meetings\/\"><strong>So what e<\/strong><strong>xactly constitutes a hybrid AGM?<\/strong>\u00a0<\/a><\/h3>\n<p>A <strong><a href=\"https:\/\/www.encore-can.com\/hybrid-annual-general-meetings\/\">hybrid AGM<\/a><\/strong>\u00a0is an AGM that\u00a0has both in-room attendees as well as remote attendees who participate via a virtual event platform.\u00a0Like any\u00a0<a href=\"https:\/\/www.encore-can.com\/hybrid-plus\/\" target=\"_blank\" rel=\"noreferrer noopener\">type of hybrid event<\/a>,\u00a0it\u2019s the combination of both\u00a0the in-room and online\u00a0experience\u00a0which makes it hybrid.\u00a0<\/p>\n<p>These two audience groups can apply to both the shareholders as well as the company board of directors and other stakeholders. For example:\u00a0<\/p>\n<ul>\n<li>In-room and virtual attendees with board of directors\u00a0attending\u00a0in-person\u00a0<\/li>\n<li>\u00a0In-room and virtual attendees with all, or some of the board of directors attending\u00a0virtually.\u00a0<\/li>\n<\/ul>\n<p>Unlike other elective events, <a href=\"https:\/\/www.encore-can.com\/hybrid-annual-general-meetings\/\">AGMs<\/a> are a legal requirement of publicly listed companies and come with a unique array of requirements. This new hybrid model presents AGM planners with a whole\u00a0new\u00a0set of challenges and\u00a0considerations.\u00a0<\/p>\n<p>To assist with\u00a0your\u00a0planning, here are\u00a0four\u00a0helpful\u00a0starter questions on\u00a0<a href=\"https:\/\/www.encore-can.com\/hybrid-annual-general-meetings\/\"><strong>how to plan a hybrid Annual General Meeting<\/strong>.\u00a0<\/a><\/p>\n<h3><a href=\"https:\/\/www.encore-can.com\/hybrid-annual-general-meetings\/\"><strong>How do you start planning\u00a0<\/strong><strong>a\u00a0hybrid\u00a0annual general meeting?<\/strong><\/a>\u00a0<\/h3>\n<p><b>1.\u00a0How\u00a0many shareholders and speakers will I need to allow for and where are they located?\u00a0<\/b><\/p>\n<p>The first two parts of this question you can determine quite simply. Once you have your total possible audience size, you need to factor in your average attendance rates as well as your venue\u2019s capacity, taking into account\u00a0<strong><a href=\"https:\/\/www.encore-can.com\/meetsafe\/\">MeetSAFE\u00a0requirements.\u00a0\u00a0<\/a><\/strong><\/p>\n<p>With current travel restrictions in place, you should allow for a larger portion of shareholders\u00a0and attendees\u00a0to attend virtually. Similarly, depending on the location of your board\u00a0members or\u00a0other speakers, they may choose to attend in-person at the venue or virtually via a live-stream or\u00a0pre-recorded video.\u00a0<\/p>\n<p>Understanding\u00a0your\u00a0numbers\u00a0will assist in both\u00a0your\u00a0venue selection\u00a0and\u00a0in\u00a0determining\u00a0your\u00a0<strong><a href=\"https:\/\/www.encore-can.com\/virtual-events\/\">virtual\u00a0event platform<\/a><\/strong> and hosting\u00a0requirements. For example, a virtual audience of only 20 requires far less\u00a0technical\u00a0power and\u00a0support\u00a0than an AGM of 10,000 shareholders\u00a0with\u00a0attendees\u00a0streaming from different locations.\u00a0\u00a0<\/p>\n<p>Once you have an idea of\u00a0how many attendees will be attending virtually vs. in-person, you can better\u00a0establish\u00a0the basis of your technical\u00a0requirements\u00a0with\u00a0your hybrid AGM production partner.\u00a0\u00a0<\/p>\n<p><b>2<\/b>.\u00a0<strong>What AGM participation requirements do I need to consider?<\/strong>\u00a0<\/p>\n<p>The key to running an <strong><a href=\"https:\/\/www.encore-can.com\/hybrid-annual-general-meetings\/\">effective hybrid AGM<\/a><\/strong> is using hybrid technology that\u00a0does not\u00a0disrupt\u00a0the in-room experience but\u00a0also encourages\u00a0participation for the virtual attendees.\u00a0As mentioned previously, understanding how many shareholders will attend in-person versus virtually will help identify which virtual solution will meet your needs.\u00a0<\/p>\n<p>With many solutions available, finding the right virtual event platform for you needs can seem overwhelming. An obvious place to start is asking your\u00a0venue\u2019s\u00a0in-house event\u00a0technology\u00a0partner\u00a0if they offer one.\u00a0Encore\u00a0Canada\u00a0is in-house at more than\u00a0200\u00a0venues across\u00a0the country\u00a0and boasts an award-winning\u00a0interactive\u00a0event platform,\u00a0<strong><a href=\"https:\/\/www.encore-can.com\/hybrid-annual-general-meetings\/\" target=\"_blank\" rel=\"noreferrer noopener\">Chime Live<\/a><\/strong>. The platform has already been used for hundreds of hybrid and virtual AGMs worldwide because it\u00a0offers\u00a0a virtual experience, that\u2019s engaging, flexible and supported by a team of experts. It combines high-definition video streaming with a suite of interactive features like live polling,\u00a0secure voting,\u00a0Q&amp;A, speaker bios,\u00a0networking solutions,\u00a0documents and more. Importantly, it has all the security protocols in place\u00a0to\u00a0be legally compliant for hosting AGMs online.\u00a0<\/p>\n<p>As sensitive company content is shared\u00a0along with important decisions made\u00a0during AGMs, you\u2019ll need to source a platform or integrated solution that allows for secure virtual registrations to ensure the correct\u00a0people are actually attending and voting.\u00a0Your AGM production partner will be able to provide a solution to manage this both in-person and virtually.\u00a0<\/p>\n<p>If the company wants to share documents, videos and other company reports you\u2019ll need to consider how both in-person and virtual attendees will access these. Additionally, you might want to ask attendees to complete a survey on how they found the experience and\u00a0ask for\u00a0improvements. We recommend tailoring these surveys to the different audiences\u00a0(in-person vs.\u00a0virtual)\u00a0as some questions\u00a0will\u00a0be irrelevant\u00a0to each audience. <a href=\"https:\/\/www.encore-can.com\/chime-live-app\/\"><strong>A platform like Chime Live<\/strong><\/a> can provide you with two survey versions for your audience groups\u00a0to access digitally.\u00a0<\/p>\n<p>Secure voting and Q&amp;A sessions are typically required at AGMs. Your virtual event platform will need to be able to facilitate this with all security and moderation protocols in place. For example, limiting voting to only those members allowed to vote as well as being able to cast a single vote anonymously. The beauty of an\u00a0online voting system\u00a0means your in-person shareholders can cast their votes using an internet-enabled device like their tablet\u00a0or\u00a0Smartphone.\u00a0Similarly, for the Q&amp;A session rather than running\u00a0around the room sharing a microphone\u00a0which goes against COVID-safety\u00a0rules,\u00a0in-room shareholders can ask their questions using the virtual Q&amp;A feature in the virtual platform.\u00a0We recommend a\u00a0designated moderator\u00a0or virtual\u00a0concierge\u00a0vet questions before sending live to screen.<\/p>\n<p><b>3<\/b>. <strong>What challenges might\u00a0the shareholders or board members\u00a0face?<\/strong>\u00a0<\/p>\n<p>Challenges can range from bandwidth issues to scheduling content within different time zones.\u00a0This is particularly challenging when your shareholders are international.\u00a0In that case, there will likely be latency (delay) to contend with, which your presenters and operators need to know in advance. It becomes essential for live presenters or operators to have these details when collecting audience feedback, such as timing a poll question and determining how long it<\/p>\n<p><img fetchpriority=\"high\" decoding=\"async\" class=\"wp-image-19332 alignleft\" src=\"https:\/\/info.encoreglobal.com\/app\/uploads\/sites\/3\/2021\/04\/Watching-Webinar_fr-300x230.jpg\" alt=\"\" width=\"267\" height=\"204\" srcset=\"https:\/\/cdn.encoreglobal.com\/wp-content\/uploads\/sites\/3\/2021\/04\/06053847\/Watching-Webinar_fr-300x230.jpg 300w, https:\/\/cdn.encoreglobal.com\/wp-content\/uploads\/sites\/3\/2021\/04\/06053847\/Watching-Webinar_fr-1024x784.jpg 1024w, https:\/\/cdn.encoreglobal.com\/wp-content\/uploads\/sites\/3\/2021\/04\/06053847\/Watching-Webinar_fr-768x588.jpg 768w, https:\/\/cdn.encoreglobal.com\/wp-content\/uploads\/sites\/3\/2021\/04\/06053847\/Watching-Webinar_fr.jpg 1108w\" sizes=\"(max-width: 267px) 100vw, 267px\" \/><\/p>\n<p>\u00a0remains open.\u00a0<\/p>\n<p>In-person attendees will want peace of mind that their health and safety are of the highest priority. Due to the event industry\u2019s recent adaptations to combat\u00a0COVID-19, this will remain important for some time.\u00a0Encore\u2019s leading\u00a0<strong><a href=\"https:\/\/www.encore-can.com\/meetsafe\/\" target=\"_blank\" rel=\"noreferrer noopener\">MeetSAFE<\/a><\/strong>\u00a0program delivers best-practice in\u00a0the design and delivery of safe\u00a0AGMs and events of all kinds. These\u00a0guidelines ensure events\u00a0are delivered\u00a0safely in the changing landscape for live, virtual and hybrid meetings and events. The guidelines were developed with four key areas of event design and delivery in mind:\u00a0\u00a0<\/p>\n<ul>\n<li>Room layout\u00a0<\/li>\n<li>\u00a0Traffic flow<\/li>\n<li>\u00a0Technology enhancement<\/li>\n<li>\u00a0Cleaning guidelines<\/li>\n<\/ul>\n<div>\u00a0<\/div>\n<p>Be ready to ask your\u00a0event production\u00a0partner these questions\u00a0and\u00a0how they can help mitigate challenges remotely and in-person to ensure\u00a0a positive experience for your AGM attendees.\u00a0The good news it, one of the biggest benefits of running a hybrid AGM lies in the ability of being able to ask some shareholders to attend virtually if restrictions change dramatically.\u00a0\u00a0\u00a0<\/p>\n<p>On the other\u00a0hand, adding a virtual element can be daunting to\u00a0from both the planning perspective and attendee perspective. We strongly encourage partnering with an experienced production company who can provide rehearsals, virtual stage management, and on-site technical\u00a0support. Even the concept of a <a href=\"https:\/\/www.encore-can.com\/the-hybrid-plus-checklist\/\"><strong>COVID-safe hybrid event<\/strong><\/a> is hard to imagine for those not familiar with the model.\u00a0If you\u2019re facing difficulty getting the hybrid AGM design over the line with\u00a0your\u00a0board of directors, consider presenting them with a\u00a0realistic 3D render of the event.\u00a0\u00a0<\/p>\n<p>Security\u00a0is one of the most important elements when organising a hybrid AGM. Ensuring your virtual platform is secure as well as any integrated software (if you use a third-party provider) is critical to the company\u2019s integrity and AGM\u2019s success. An experienced hybrid AGM technology provider would already have all the relevant measures in place to keep the AGM secure\u00a0from anti-hack platforms, to tight security protocols to secure cloud based networks.\u00a0Recording the event is another security measure to enable the AGM to be instantly audited allowing a complete review of the entire event and ability to pinpoint each member\u2019s activities and attendance. As a courtesy, you should notify all attendees at the start of the AGM that the event is being recorded for security.\u00a0<\/p>\n<p><a href=\"https:\/\/www.encore-can.com\/hybrid-annual-general-meetings\/\"><strong>Speak with your event technology partner to find out what security protocols they have in place for their platforms.\u00a0<\/strong><\/a><\/p>\n<p>Accessibility is another important element to ensure your AGM caters for attendees\u2019\u00a0specific needs. There are a range of accessibility features which can be incorporated into the in-room experience as well as via the event platform to ensure everyone is accounted for. From something as simple\u00a0zoom,\u00a0audio control,\u00a0font size and typeface,\u00a0through to sign-language, translations and captioning. Discuss options with your production partner to see what is right for your company\u2019s stakeholders.\u00a0\u00a0<\/p>\n<p><b>4. \u00a0How will\u00a0board members\u00a0deliver\u00a0their\u00a0content?\u00a0\u00a0<\/b><\/p>\n<p>The nature of hybrid events means you\u2019ll have to allow for both in-person production\u00a0services\u00a0as well as virtual. Depending on how your board members plan on presenting, you\u2019ll need to consider the stage\u00a0design\u00a0as well as a virtual backdrop for those presenting virtually.\u00a0With restrictions still in-play, make sure you follow the COVID-safety plan of your venue and event production partner when designing the stage look to ensure there\u2019s adequate spacing, hygiene measures\u00a0etc.\u00a0<\/p>\n<p>For consistency, it\u2019s best when the stage\u00a0designs\u00a0mimic each other. Whilst you\u2019re\u00a0limited to what\u2019s available for the in-room\u00a0stage look,\u00a0Presentation Stages\u00a0have the ability\u00a0to\u00a0incorporate a range of digital assets into the backdrops such as embedded videos, animated graphics, microsites and more.\u00a0They can even change in appearance to suit the topic of the presentation.\u00a0The basic\u00a0Presentation Stage\u00a0typically consists of a static backdrop or green screen\u00a0and desk\u00a0with the presenter and production team. Your speakers have the opportunity to live stream their presentation or pre-record it\u00a0and host on the virtual platform. If you\u2019re looking for something that stands out, Encore\u00a0has\u00a0launched\u00a0a variety of\u00a0Presentation\u00a0Stage environments\u00a0that vary in size, technology, and custom content options\u00a0Whilst extremely impactful, this type of\u00a0environment\u00a0requires\u00a0rehearsal and production\u00a0time\u00a0In\u00a0advance of your AGM.\u00a0<\/p>\n<p>For a seamless planning and production experience,\u00a0we strongly recommend using an event\u00a0technology partner\u00a0that can provide both\u00a0live and virtual production\u00a0services. This means not only will you get high-quality in-room staging and support, they\u2019ll also be able to work closely with their\u00a0digital\u00a0teams to ensure the virtual experience runs smoothly too.\u00a0\u00a0<\/p>\n<p>Whenever possible, we recommend you make content available on-demand. For one, it provides longevity to your\u00a0content as well as an archive of the\u00a0AGM for auditing purposes.\u00a0<\/p>\n<h3><strong>The take away<\/strong>\u00a0 &#8211; Hybrid AGMs are here to stay.\u00a0<\/h3>\n<p>In fact,\u00a088% of attendees at\u00a0Lumi\u00a0Global\u2019s\u00a0<em>\u2018AGMs\u00a0of the Future\u2019<\/em>\u00a0event believe that\u00a0<a href=\"https:\/\/cdn2.hubspot.net\/hubfs\/3790001\/Lumi%20-%20AGM%20FAQ%27s.pdf?__hstc=258262421.906449a6dec2f501ea6d620ede5c34f1.1614055831828.1614055831828.1614055831828.1&amp;__hssc=258262421.1.1614055831828&amp;__hsfp=867991437&amp;hsCtaTracking=73f9d643-4976-471f-af07-f9d5a5\" target=\"_blank\" rel=\"noreferrer noopener\">AGMs will be mostly\u00a0hybrid or virtual<\/a>.\u00a0<\/p>\n<p>A hybrid\u00a0annual\u00a0general\u00a0meeting\u00a0provides a solution to keep your company stakeholders feeling connected, whilst also allowing all shareholders to attend despite changing restrictions.\u00a0Answering these\u00a0four\u00a0questions is a great place to start when planning an\u00a0in-person,\u00a0hybrid\u00a0or fully\u00a0virtual\u00a0AGM. Arming yourself with detailed answers will go a long way in leading discussions with potential\u00a0production\u00a0providers.\u00a0Choose an experienced, full-service event production company\u00a0to help\u00a0guide you through the planning process and\u00a0provide a seamless service for all your needs.\u00a0<\/p>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"<p>4 questions to get you started\u00a0 With majority of events turning to a hybrid format, so too are company\u00a0Annual General Meetings.\u00a0As of January 1, 2021, the\u00a0Canadian government ordered the normal rules apply for calling an AGM and presenting financial statements, as opposed to last year\u2019s\u00a0extension deadlines.\u00a0 This means that\u00a0\u201cby law, all federally incorporated businesses, not-for-profits &#8230; <a href=\"https:\/\/info.encore-can.com\/fr\/how-to-plan-a-hybrid-annual-general-meeting\/\">En savoir plus<\/a><\/p>\n","protected":false},"author":29,"featured_media":19330,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[512,513,514],"tags":[],"class_list":["post-19345","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-featured-front-page-fr","category-home-top-story-fr","category-hybrid-virtual-events-fr","resource-types-blog","resource-types-blog-post-white-paper-article"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.4 (Yoast SEO v25.4) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Comment planifier une assembl\u00e9e g\u00e9n\u00e9rale annuelle hybride - Encore Canada<\/title>\n<meta name=\"robots\" content=\"noindex, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<meta property=\"og:locale\" content=\"fr_CA\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Comment planifier une assembl\u00e9e g\u00e9n\u00e9rale annuelle hybride\" \/>\n<meta property=\"og:description\" content=\"4 questions to get you started\u00a0 With majority of events turning to a hybrid format, so too are company\u00a0Annual General Meetings.\u00a0As of January 1, 2021, the\u00a0Canadian government ordered the normal rules apply for calling an AGM and presenting financial statements, as opposed to last year\u2019s\u00a0extension deadlines.\u00a0 This means that\u00a0\u201cby law, all federally incorporated businesses, not-for-profits ... 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