AGMs using technology - Joint guidance

Technology can make AGMs more efficient and accessible, but virtual or hybrid meetings must be designed with care to realise these benefits.

While boards should choose the meeting format most appropriate for their organisation, technology is now integral to most AGMs and other meetings, making it crucial that companies manage these meetings effectively. 

This Joint Guidance offers practical suggestions for organisations using technology to conduct meetings. It reflects key lessons from the first three years since permanent legislative changes to the Corporations Act came into effect in 2022, enabling companies to hold meetings, sign documents, and distribute materials electronically. 

Although directed primarily at publicly listed companies, this guidance will also be relevant to unlisted entities and not-for-profits adapting to new formats and seeking to improve participation and transparency. 

What's covered: 

• Considerations when selecting a meeting format – physical, hybrid or virtual 

• Enabling members to have a reasonable opportunity to participate, including asking questions orally and in writing 

• Using technology effectively to conduct AGMs while managing risks such as cyber security and potential technological disruptions during meetings 

• Timeline and logistics checklist for meeting preparation 

This guidance has been produced jointly by the AICD, Australasian Investor Relations Association, Business Law Section of the Law Council of Australia, and Governance Institute of Australia. 

It responds to key themes from the Australian Government's 2024 statutory review of the Corporations Amendment (Meetings and Documents) Act 2022 and incorporates insights from a broad range of stakeholders including directors, company secretaries, legal advisors, registries, technology providers and investors.