How to organise an extraordinary general meeting

Start by fixing the meeting date and booking a room that fits both the attendees and the voting setup. Build the schedule before sending invitations, then collect the meeting documents and define how voting will work. Registration numbers determine the seating, name badges, catering and printed materials. In the final days, check the ballot papers, ballot box, presentation equipment and refreshments separately so a missing item does not delay the meeting.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

1
Reserve the room
2
Confirm meeting date
2 people
3
Draw up the schedule
2 people
4
Collect meeting documents
2 people
5
Prepare the voting procedure
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Send reminder
10
Create the attendance list
11
Print ballots
12
Print meeting documents
2 people
13
Prepare name badges
14
Do the shopping
2 people
15
Chill drinks
2 people
16
Prepare catering
3 people
17
Open hall
2 people
18
Set up tables
4 people
19
Set up chairs
3 people
20
Set up the meeting table
2 people
21
Set up the information table
2 people
22
Set up the voting table
2 people
23
Test sound system
2 people
24
Test presentation
25
Lay out meeting documents
2 people

Event

26
Staff the registration table
2 people
27
Check members and proxies
2 people
28
Serve coffee and tea
2 people
29
Open the meeting
30
Take minutes
31
Run the presentation
32
Lead the atmosphere
2 people
33
Count the ballots
3 people
34
Refill drinks
2 people
35
Serve snacks
2 people
36
Close the attendance list
37
Formally close the meeting

Aftercare

38
Clear away dishes
3 people
39
Collect waste
2 people
40
Clean the kitchen
2 people
41
Clean the room
3 people
42
Put tables and chairs back
4 people
43
Clear away equipment
2 people
44
Collect lost property
45
Empty waste containers
2 people
46
Wash dishes and supplies
2 people
47
Archive meeting documents
48
Prepare the minutes
49
Send Results to Members
50
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, reserve the room and draft the schedule before sending invitations. Allow enough time for attendees to receive and read the meeting documents.
Decide the voting procedure before registrations close. Prepare ballots, a ballot box, clipboards and pens, and assign someone to manage the voting table.
Use registration numbers to plan chairs, name badges, badges holders and catering. Collect dietary requirements when people register rather than trying to resolve them on the meeting day.
Print the attendance list, ballots and meeting documents at least one day before the meeting. Keep a small spare set of documents and pens at the information table.
Test the laptop, projector, screen, microphone and speakers before attendees arrive. Open the hall early enough to set up the meeting, information and voting tables without rushing.

Frequently asked questions

How far in advance should I send invitations for an extraordinary general meeting?: Send invitations as soon as the date, agenda and required documents are ready, while following your organisation’s notice period. As a practical minimum, allow at least 7 days for attendees to register and review the papers.
How many ballots and printed documents should I prepare?: Prepare one ballot and one document pack per registered attendee, plus at least 5 spare copies of each. Print the attendance list after registration closes so it matches the expected arrivals.
When should I set up the voting table?: Set up the voting table before the hall opens, with the ballot box, ballots, clipboards and pens already in place. Finish this at least 30 minutes before the scheduled start so registration does not compete with setup.
How early should I arrive to organise the meeting room?: Arrive at least 90 minutes before the start if the room needs tables, chairs, catering and technical equipment. Use the first 45 minutes for furniture and tables, then test the presentation and sound system before attendees enter.

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.