Charity AGM prep checklist

How to use this: read your governing document first, then use this checklist to plan and run the meeting. Your governing document overrides any general guidance here.

Before the AGM

• [ ] Check your governing document’s AGM rules (notice, quorum, elections).
• [ ] Set the date and venue (or online arrangements, if your rules allow).
• [ ] Send notice to members in the required way and timeframe.
• [ ] Prepare the agenda, accounts, and any resolutions.
• [ ] Confirm trustee vacancies and any nominations or elections.

Papers to prepare

• [ ] Annual accounts and Trustees’ Annual Report.
• [ ] Chair’s or trustees’ report on the year.
• [ ] Any resolutions or constitutional changes, with the required wording.

On the day

• [ ] Confirm the meeting is quorate before making decisions.
• [ ] Record attendance and apologies.
• [ ] Present accounts and reports; take questions.
• [ ] Hold elections and record results.

After the AGM

• [ ] Minutes written, capturing decisions and elections.
• [ ] Register and Companies House updated if trustees changed.
• [ ] Any constitutional changes filed with the Commission where required.