Extraordinary General Meeting Checklist

An extraordinary general meeting needs more than a room and an agenda. You need to confirm the date, prepare the meeting documents and voting procedure, and give attendees enough time to register. On the day, separate tables for information and voting help people find their way quickly. This checklist covers the sequence from booking the room to testing the microphone, projector and presentation before guests arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve the room
Confirm meeting date
2 people
Draw up the schedule
2 people
Collect meeting documents
2 people
Prepare the voting procedure
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send reminder
Create the attendance list
Print ballots
Print meeting documents
2 people
Prepare name badges
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Open hall
2 people
Set up tables
4 people
Set up chairs
3 people
Set up the meeting table
2 people
Set up the information table
2 people
Set up the voting table
2 people
Test sound system
2 people
Test presentation
Lay out meeting documents
2 people

Event

Staff the registration table
2 people
Check members and proxies
2 people
Serve coffee and tea
2 people
Open the meeting
Take minutes
Run the presentation
Lead the atmosphere
2 people
Count the ballots
3 people
Refill drinks
2 people
Serve snacks
2 people
Close the attendance list
Formally close the meeting

Aftercare

Clear away dishes
3 people
Collect waste
2 people
Clean the kitchen
2 people
Clean the room
3 people
Put tables and chairs back
4 people
Clear away equipment
2 people
Collect lost property
Empty waste containers
2 people
Wash dishes and supplies
2 people
Archive meeting documents
Prepare the minutes
Send Results to Members
Return rental items
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 60
Meeting table
Information desk
Voting table
Tableclothsqty 8

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cake platesqty 60
Teaspoonsqty 60
Forksqty 60
Serving spoonsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Laptop
Projector
Projection screen
Microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Meeting materials

Ballot box
Clipboardsqty 6
Ballpoint pensqty 80
Name badgesqty 60
Badge holdersqty 60
Notepadsqty 60
Ballotsqty 80
Staplersqty 2
Hole punchesqty 2
Rolls of tapeqty 4
Directional signsqty 6

Kitchen

Thermos flasksqty 4
Serving plattersqty 8
Scissorsqty 2
Cutting boardsqty 3
Bread knivesqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the date and reserve the room before preparing the schedule. Allow enough time for the agenda, document collection and any voting procedure to be reviewed before invitations go out.
Send invitations with the registration deadline and meeting documents as early as possible. Keep the attendance list updated as registrations arrive, then send a reminder before the meeting.
Print ballots, meeting documents, name badges and notepads before the day itself. Prepare a few extra copies and keep the ballot box, clipboards and pens together at the voting table.
Plan the room around the meeting flow: use a meeting table for the organisers, an information table for documents and a separate voting table. Set out chairs, tablecloths and tableware before catering is placed.
Open the hall early enough to test the laptop, projector, screen, microphone and speakers with the actual presentation. Check extension cords and power strips before attendees arrive, then chill drinks and set out coffee equipment.

Frequently asked questions

How far in advance should I plan an extraordinary general meeting?: Start the planning at least 3 to 4 weeks before the meeting. Confirm the date and room first, then allow time for the schedule, documents, voting procedure, invitations and registrations.
When should I send invitations for an extraordinary general meeting?: Send invitations as soon as the date, room and essential meeting information are confirmed, preferably at least 2 weeks in advance. Set a registration deadline several days before the meeting so you can prepare the attendance list and name badges.
How many printed meeting documents and ballots do I need?: Prepare one complete set of meeting documents for every registered attendee, plus at least 5 extra sets. Print one ballot per expected voter and keep 10% additional ballots available for mistakes or replacements.
How early should the room be set up before the meeting?: Open the hall at least 90 minutes before the scheduled start. Use the first hour for tables, chairs, documents and catering, and reserve the final 30 minutes for testing the presentation, microphone and speakers.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.