How to organise a shareholders conference

A shareholders conference needs more than a room and an agenda. You need time for registration, annual reports, voting materials, proxy forms, presentations and questions from shareholders. Start by fixing the date, room and programme, then build the registration process around the information you must collect. In the final week, confirm speakers, catering, seating, equipment and voting procedures. A timed plan prevents the most common delays on the day.

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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

1
Confirm room booking
2
Set the date and program
2 people
3
Draft invitations
2 people
4
Send invitations
2 people
5
Open the registration form
6
Prepare agenda and ballots
3 people
7
Have annual reports printed
8
Collect presentations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Send parking information
12
Reserve equipment and internet
13
Place catering order
2 people
14
Make seating plan
2 people
15
Confirm speakers
16
Check the voting procedure
2 people
17
Check proxy forms
2 people
18
Design name and voting cards
19
Print name cards
2 people
20
Update participant list
2 people
21
Assemble document folders
3 people
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Prepare catering
4 people
25
Test presentations
2 people
26
Set up the registration table
2 people
27
Set out the room layout
4 people
28
Set up tables and chairs
4 people
29
Place the stage table
2 people
30
Set up projector and screen
2 people
31
Connect the sound system
2 people
32
Test microphones
2 people
33
Set up presentations
34
Place name cards
2 people
35
Set out song and document folders
3 people
36
Set up coffee station
2 people
37
Set up the buffet and drinks table
3 people
38
Hang route signs
2 people
39
Brief the registration team
2 people

Event

40
Register participants
3 people
41
Serve welcome coffee
2 people
42
Register late arrivals
43
Guide the opening
2 people
44
Support presentations
2 people
45
Collect questions from the audience
2 people
46
Lead the voting round
3 people
47
Count voting cards
3 people
48
Serve break drinks
2 people
49
Open the buffet
2 people
50
Restock buffet and drinks
3 people
51
Serve diet meals
2 people
52
Refill coffee and tea
2 people
53
Collect glasses and crockery
2 people
54
Host the networking drinks reception
2 people
55
Check final departure
2 people

Aftercare

56
Secure documents and ballots
2 people
57
Clear away food and drinks
3 people
58
Wash dishes
2 people
59
Sort and remove waste
2 people
60
Clean the room
3 people
61
Put furniture back
4 people
62
Switch off the equipment
2 people
63
Pack equipment
2 people
64
Return rental items
2 people
65
Store leftover groceries
2 people
66
Archive attendance list
67
Document voting results
2 people
68
Send thank-you message
69
Share presentations and documents

What to bring

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

Furniture

Chairsqty 90
Tablesqty 14
Stage table
Registration deskqty 2
Buffet tablesqty 4
Stoolsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clickerqty 2
Wi-Fi router

Tableware

Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 90
Dinner platesqty 100
Dessert platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Containers with lidsqty 12

Decorations

Tableclothsqty 14
Name badge holdersqty 90
Route signsqty 8
Ballot boxesqty 2
Flip chartsqty 2
Flip chart paperqty 2
Markersqty 12
Pensqty 100

Cleaning

Waste binsqty 8

Lighting

Standing lampsqty 4

Catering

Groceries

Tips

Set the date, room and programme before drafting invitations. Open registration as soon as invitations go out, and leave at least 10 business days for replies, dietary requirements and proxy forms.
Prepare the meeting documents early. Have annual reports printed and assemble document folders at least 3 days before the conference so missing pages or updated presentations can still be corrected.
Treat voting materials as a separate workstream. Check the voting procedure and proxy forms at least 7 days in advance, then print name and voting cards only after the participant list has been updated.
Confirm the room layout and technical setup 2 to 3 days beforehand. Check the registration desk, stage table, projector, screen, microphones, laptop, HDMI cables, Wi-Fi and power strips in the actual room.
Plan catering from the registration data, not from the room capacity. Place the catering order after the response deadline, chill drinks the day before, and test every presentation before guests arrive.

Frequently asked questions

How far in advance should you organise a shareholders conference?: Start planning at least 8 to 12 weeks before the conference. Fix the date, room and programme first, then allow 3 to 4 weeks for invitations, registration and document preparation.
When should invitations for a shareholders conference be sent?: Send invitations as soon as the date, venue and programme are confirmed, preferably 4 to 6 weeks before the meeting. Keep registration open for at least 10 business days so you can collect dietary requirements and proxy forms.
When should annual reports and voting papers be prepared?: Prepare the annual reports and voting materials at least 7 days before the conference. Assemble folders and print name and voting cards 2 to 3 days before the event, after checking the latest participant list.
How do you prepare the room for a shareholders conference?: Complete the room and equipment check 2 to 3 days before the meeting, then run a final presentation and microphone test on the day. Allow at least 60 minutes before registration opens for seating, signage, documents and technical checks.

Start this plan in Lizzt

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