During the meeting
Structure is your best friend. Appoint a clear chairperson, make sure the tech works, and allow room for questions. A tight schedule helps, but be flexible enough to encourage discussion when needed.
How to organize a shareholders’ meeting like a pro
A shareholders’ meeting may sound formal and complicated, but at its core, it’s simply an important moment to make decisions and keep everyone aligned. Whether you’re preparing the annual General Meeting of Shareholders (GMS/AVA) or an extra Extraordinary General Meeting (EGM/BAVA), the right preparation makes it smoother—and maybe even a little fun.
So, what is an AVA?
Let’s start with the basics. AVA is short for algemene vergadering van aandeelhouders—in English: the General Meeting of Shareholders. Sometimes it’s simply referred to as the AVA meeting. It’s the official moment where shareholders vote, approve decisions, and review annual reports. A BAVA is an extraordinary meeting, called whenever something important can’t wait until the annual meeting.
Preparation is everything
A solid prep makes all the difference. Think about:
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Agenda: clear and to the point.
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Invitation: send it out in time so participants can prepare.
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Voting rights & roles: make sure everyone knows who decides what.
This way, you avoid confusion and keep things efficient.
Choosing the right location
A shareholders’ meeting isn’t something you host just anywhere. The right venue should be:
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Professional and representative.
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Equipped with reliable AV technology (screens, microphones, hybrid options).
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Private and secure.
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Warm and welcoming to your shareholders.
A good location sets the tone and helps everyone focus on what matters.
After the meeting
The job isn’t done when the last agenda point is ticked off. Minutes and action items make sure decisions are recorded and followed up. And don’t forget to wrap things up informally—a drink or lunch helps strengthen connections among shareholders.