AGMs without drama: the AV checklist UK company secretaries actually use

Why this matters

AGMs are high-stakes: legal obligations, voting accuracy, and a mixed audience of investors, media, and employees. The tech must be boringly reliable. Use this field-tested checklist to keep the day calm—whether in-room, hybrid, or fully streamed.

1) Room & stage: set clarity first

Good sightlines, clean audio, and readable screens do more for confidence than any gimmick.

• Sightlines: Walk back corners; no seat should be blocked.

• Screens: 1x main + 1x comfort monitor for the board.

• Lighting: Even front-fill at eye level; avoid harsh down-lights.

• Branding: Lectern with logo; backdrops that won’t moiré on camera.

• Wayfinding: Clear signage for registration, Q&A mics, and press.

Proof: Most post-AGM complaints trace back to poor visibility/sound, not content.

2) Audio that carries — and records cleanly

If participants can’t hear, nothing else matters.

• Mics: Lectern x2, handheld x2, lapel x2 (spares ready and labelled).

• Mix & DSP: Light compression; auto-mix on panels to reduce cross-talk.

• PA coverage: Target 0–3 dB variance across seating.

• Recording: Multitrack feed for accurate minutes and transcripts.

• Talkback: Private comms between chair, CoSec, and tech.

3) Hybrid & livestream: build in failover

Treat the stream like a mini broadcast with recovery paths.

• Encoders: Primary + backup with identical profiles.

• Connectivity: Venue line + bonded 4G/5G; test at show time.

• Capture: Direct slide feed + camera for speaker and Q&A.

• Q&A funnel: One moderated queue for remote and in-room questions.

• Captions: Live captions on; keep the transcript.

Tip: Schedule a 60-second failover drill in rehearsal so nobody panics if it trips.

4) Voting workflows that avoid confusion

Pick one method and rehearse the hand-offs.

• Method: Show of hands, poll cards, or electronic—choose and stick to it.

• Display: Motion text on screen; visible timers; confirm results verbally + on slide.

• Audit trail: Save vote summaries and timestamped video segments.

• Accessibility: Read motions clearly; ensure mic access for floor questions.

5) Compliance & privacy guardrails (GDPR-aware)

Meet obligations without slowing the show.

• Consent: Signage at entrances; disclaimer on the stream landing page.

• Data flow: Unique registration page; collect minimum data; set deletion dates.

• Recording policy: Define who can access, how long you retain, and storage location.

• Insider info: Pre-brief presenters before going live.

6) Rehearsal: remove risk before day-of

A tight practice makes the live event feel uneventful—in the best way.

• Run-through: Full dress with chair, CoSec, and IT.

• Failure drills: Simulate mic swap, deck handover, and stream failover.

• Call sheet: Minute-by-minute, roles, phone numbers, backups.

• Content lock: Freeze slides 24h prior; version the final deck.

7) Day-of pack list (short version)

Everything you actually use—plus insurance.

• Laptops (primary + backup), clickers (x2)

• Microphones: lectern x2, handheld x2, lapel x2

• Mixer & DSP, appropriately sized speakers

• Switcher/scaler, capture card, recorders

• Cameras (≥2), tripods, tally

• Encoders (x2), network switch, UPS

• Gaffer, tape, labelled cases, spare batteries

8) After the AGM: wrap with assets

Turn the recording into useful artifacts and close the compliance loop.

• Chapters: Trim video into agenda sections; publish slides as PDF.

• Accessibility: Add captions; provide transcript on request.

• Debrief: Quick 15-minute “keep/change” while details are fresh.

How AVE Services helps

We handle the full technical workflow—site survey, acoustics, redundant streaming, captions, and voting displays—then deliver a tidy documentation pack (recordings, logs, and data-retention notes) for your records.