How to hold an AGM (Annual General Meeting)
Why hold an AGM?
An AGM is a compulsory democratic process. The AGM is also an opportunity to tell all
of your members about the achievements of the year, vote in the new committee and
discuss changes and vote on them for the next academic year.
Before the meeting
Book a room via the
SU to hold the
meeting
Prepare voting slips for
people to fill out so that
the voting is confidential
Tell your members
when & where the
meeting is (at least a
week before)
Ask for nominations
for positions to be
sent in before the
meeting
Prepare a short review
of the year to tell your
members
At the meeting
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The President should chair the meeting.
Make sure that the meeting is quorate (i.e. that there are enough members
present to hold a democratic meeting – this is a third of your paid up members).
The President should give a brief review of the year to the members.
You must elect:
 President / Captain
 Treasurer
 Secretary
 Business Development Officer
 Any other position you feel is relevant to your club or society
The Voting Process
Read out the
nominations for each
candidate in turn
Each candidate
should say a few
words in support of
their nomination
The chair (president) will
collect the votes and
count all of the votes
Get members to
write their vote on
the voting slips.
The chair (president) will
count the votes and
announce the new
committee members
New committee are elected
and handover forms are
filled in and sent to The
Activities Team
A democratic vote must occur in order for your club or society to be recognised by the
Students’ Union. Failure to do this may result in your club or society not being
recognised by the SU and no benefits will be given.
If you feel that no one in your club or society can chair the meeting / count the votes or
any other reason then ask a member of the Student Activities team for assistance.
The results of the voting at the AGM must be sent to The Activities Team before the
deadline for handovers to be in.
Online Voting
If you are unable to meet as a club or society to hold your AGM then an online vote can
be held. If you would like to do this then please contact a member of the activities
team.