How should an organisation properly prepare its General Assembly?
A well-prepared General Assembly is crucial for transparent decision-making and engaged shareholders. By communicating in good time, setting a clear agenda, and carefully planning the meeting format and follow-up, the GM can run smoothly and efficiently.
Tip 1 – Ensure a timely and clear notice of meeting
Send the notice well in advance and strictly in accordance with legal deadlines: at least 15 calendar days for most companies and 30 days for listed companies. Bundle all essential information into one clear document: date, time, venue and/or online format, agenda, registration conditions, proxies, and voting and question rights.
Add a clear covering email with a short summary and clickable links to all documents. This improves readability and shareholder engagement.
Tip 2 – Prepare a clear and structured agenda
A clear agenda forms the backbone of a smooth meeting. Determine in advance which items will be discussed, how much time is allocated to each point, and which decisions will be put to a vote.
Ensure that the annual accounts, annual report, and explanations for complex matters are available in good time. Short explanatory notes or Q&A sheets help non-specialists follow the discussion.
Tip 3 – Choose the meeting format deliberately
In-person, online, or hybrid: choose the format that fits your shareholder structure and the sensitivity of the agenda items. Online and hybrid meetings lower the barrier for smaller and international shareholders, but require solid technical and practical preparation.
A combination of livestreaming, advance written voting, and written questions often offers the best balance between accessibility and legal certainty.
Tip 4 – Anticipate questions and debate
Shareholders have the right to ask questions about agenda items before and during the meeting. Clearly communicate how and by when questions can be submitted and allow sufficient room for dialogue during the meeting.
Work internally with a concise Q&A script covering possible critical questions and aligned key messages. This ensures consistency and transparency, even in a more activist context.
Tip 5 – Record decisions carefully and provide follow-up
Accurate minutes are essential, both as legal evidence and for transparent governance. At the end of the meeting, summarise the key decisions orally and then formalise them in written minutes.
Make minutes and voting results available in a timely manner and link to them from the company website. This strengthens the trust of shareholders and other stakeholders.
View the overview page and consult all announced General Meetings of Belgian organisations.
