Virtual AGM Solutions

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Virtual AGMs (or online AGMs) are the full or partial execution of legally required fiduciary events for companies and organizations, to reach out to stakeholders, including streaming of video(s) and voting on motions and polls. Comprehensive Virtual AGM (Annual General Meeting) solutions include the full spectrum of AGM invitations, AGM registration, AGM Content management, and AGM Voting. Only the full integration of all Virtual AGM components into 1 solution creates a good stakeholder experience and effective execution of the fiduciary duties.

Our Virtual AGM platform supports Corporates, Associations, and Organizations for the invitation of participants, registration, content management as well as capturing legally required feedback on motions, provisions, and amendments. We support the digital online platform as well as any local infrastructure required for the organizers to stream and manage the event. (How-to Virtual AGM Guide)

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Virtual AGMs Invitations

Send beautifully customizable virtual AGM invitations and reminders to thousands of participants and track the entire process live. Virtual AGMs can use the digital distribution process to reach more participants and encourage them in contribute to the event. Use the email template engine to define your Virtual AGM communication, and track bounces, spam filters, open-rates, click-rates down to each individual.

• Import AGM participants or integrate with mail-list
• Connect to your AGM SMTP servers
• Full registration portals with a huge array of pre-configured fields and options
• 1-Click to Accept/Decline invitation
• Track AGM Invitation bounces, blocks, and conversions
• 2 FA login information dissemination, e.g. SMS OTP

Virtual AGMs Registration

Support pre-registration with dynamic Web sites, and provide key information via any platform. Furthermore, monitor the actual registration based on invitations and improve the conversion rate of your outreach. During the event day (or period), you can monitor participation and support them in the digital access. For hybrid events, you can also manage onsite badging and access control.

• AGM Attendance Tracking
• Proxy / Principal Management
• Nominee Management
• Abstaining Structures
• Voting Weight Management
• Comprehensive AGM Audit Trails
• AGM Quorum calculations

Virtual AGMs Content Management

Share documents, files, and other media assets digitally to increase convenience (e.g. searching in the documents) as well as providing more rich media, e.g. dedicated pre-recorded videos on specific key topics. Our platform allows you to leverage the period before, during, and after the Virtual AGM to share more relevant content and better engage the stakeholders of your Annual General Meeting.

• Share documents before, during, and after the AGM
• Grand permissions to contribute documents from participants
• Galleries for AGM images/videos
• Track document download and feedback
• Allocate document files to different presenters/rooms

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Virtual AGMs Video Streaming

Stream all your video feeds (unlimited amounts of parallel streams) to millions of stakeholders of your Virtual Annual General Meeting. The platform supports public as well as private streaming channels as well as the integration of those video conferences/streams to the right place.

• Support all major Video Conferencing platforms
• Integration with standard public channels
• Integration with professional private streaming channels
• Single / multi-streaming support
• Technical support for streaming setup
• Rental equipment for AGM venues

For more help on how to run a Virtual AGM, please check out our (How-to Virtual AGM Guide).

Virtual AGMs Voting Systems

With GlobiApp you can facilitate polling, voting, and any other type of audience response through a native iOS / Android app as well as our Web-App.

Smartphone solutions and voting mobile applications allow for cost-efficient integration of voting into your event. Compared to hardware solutions, it saves on voting and pads and transponder/antenna hardware infrastructure. On the other hand, it might not be allowed to use smartphone solutions in certain environments, e.g. AGMs.

Within our native (iOS /Android) or web mobile application, we allow voting for different types of questions. This can be voting for multiple-choice questions, single-choice questions or also allowing free text input. The results can be shown in real-time voting systems for AGMs in different presentation screens on a presentation or within the mobile application.

• Polling can be activated per session upon request
• Separation of questions by event and sessions
• There are no limitations for the number of questions and answers
• Single-choice Questions
• Multiple-choice Questions
• Text Questions
• Text-answers can be displayed as a tag cloud
• Bar-Charts, incl. / excl. manual votes
• Pie-Charts, incl. / excl. manual votes
• Data over time
• Moderation panels
• Presentation Screens
• Auditor / Scrutinizer Reports

Virtual Events - Voting Result Presentation

The results of the virtual AGM platform with live voting sessions can be either directly integrated into a PowerPoint presentation or summarized on dedicated presentation screens. The integration capabilities depend on the specific solution selected. For smartphone-based solutions, the result can also be presented within the application itself.
For special illustration types, like tag clouds, dynamic charts, etc, we recommend our smartphone solution as it allows for more design options.

Traditional Illustrations: The basic information can be plotted in standard charts on presentation monitors or embedded into your PowerPoint slides.

Live-updating Tag-Clouds: The illustration of word-based results in tag-clouds has become more prevalent in the last year. It provides a modern view of data with the size representing the frequency. Live-updating tag clouds look attractive, but may also dilute polling results.

Live-updating Charts: A majority of the display methods can be live updating, which means that the chart will refresh once new data arrives. While this method makes the process more interesting to watch, it may impact the polling result. Please speak to us for further details on this.

Quorum & Share Information: Many votes/polls require information in regards to the underlying required Quorum and Share / Lot allocation. Specific reports are available to support this process.

Data Exports: Certainly, the data can be exported into the common data formats for analysis and import within other environments.

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Management Virtual AGM Platform

Managing a virtual AGM requires maintaining an overview of an array of different functions, from the login support, technical support for participants & presenters during the AGM as well as operational duties, like activating polls or Q&A sessions.

• AGM Studio: Central Management Cockpit to manage AGM
• Live Q&A and polling without leaving/stopping video conferencing
• Live moderation of comments and questions
• Live-Chat support

Checklist for Selecting Virtual AGM Platform:

There are a few points that make Virtual AGM platforms different from a normal virtual conference meeting. Below are some points that need to be considered to choose the right Virtual AGM platform:

1. Video conference platforms: Different choices of common video conference platforms like BlueJeans, Zoom, Webex, Microsoft teams, Google Meet, etc… for better quality video conferencing.


2. Modules: Must offer basic and add-on modules like workflows, event info, content/file management, data augmentation, and analytics.


3. Website, Registration & Ticketing: Responsive Websites with secure registration process options.


4. Voting Systems: Facilitating polling, voting, and any other type of audience response. Live presentation of voting result. Incorporate various types of voting, levels of anonymity, without sacrificing the integrity of votes.


5. Comprehensive Auditing Capabilities: Voting & Proxy tracking, Separate views/portals for Voting Auditors / Scrutineers.


6. Live Streaming Options: Unlimited parallel live streams, Split screen for multiple streams on the same page, support public and private broadcasting channels.


7. Information & Application Security: Offers high data security and two-factor authentication.


8. Compliance: Must adhere to regulations governing annual general meetings in a particular region and country.

Learn more about choosing the best virtual AGM platform in our blog ‘How to Select Virtual AGM Platform’

Virtual AGMs for Hybrid Events (Hardware Rental)

During Hybrid events (online AGM + physical AGM) Voting Hardware is used when either not all participants have access to smart devices or if certain regulations in regards to compliance apply. We provide access to different voting hardware solutions. As such we can support low volume as well as large-scale events.
The voting system hardware consists of chargeable voting pads as well as transponders/antennas. Depending on the model, 1 transponder/antenna can support up to 5000 participants in a certain radius. If the voting is in a larger environment, more transponders/antennas have to be set up.
Voting hardware remains a more secure environment in regard to audit/compliance. Several international standards and regulations prescribe the usage of specific hardware solutions for example for voting in formal AGMs, Board meetings, public service-related environments.
The result of hardware-based voting can be visible immediately and integrated into traditional Powerpoint presentations.

DigiVote - Conference Voting Solution

Digivote interactive professional provides a powerful way of creating interactive presentations and training sessions with a user-friendly interface. The transponder TR30 processes all DIGIVOTE VD30 voting unit responses and operates more than 10,000 units on one single radio channel.

• Functional areas of solution: Name handling, Preparing interactive voting solutions, Running the show.
• Modes of interaction: Parliamentary vote, Audience response, Opinion poll, Multiple choice, Shoot Out, Grouping, Ranking, Text Slide, Auction
• Voting time: manual start/stop, specification of time
• Graphical analysis: diagram, bar graph, pie chart, etc.
• Generating of reports: a detailed list of voting results, sum lists, cross-tabulation Hardware Voting Pads - Wireless Voting Unit using radio technology

• Frequency: ISM band 433 MHz
• Channels: 5 different radio channels selectable
• Units per Channel: More than 10,000 units per RF channel
• Polling Speed: up to 200 units per second per channel, depending on the voting mode
• Display: Backlit LCD, 96 x 32 pixel
• Keypad: 10 digit keys, 4 function keys
• Power: 3 x AAA NiMH batteries rechargeable
• Indicators: For radio reception / battery status
• Dimensions: 165 x 48 x 25 mm
• Weight: 140g (incl. batteries)

Sunvote - Audience Polling Device

This Interactive Voting Device is suitable for virtual AGM solutions for large corporate training, such as pre-job or on-job training, vocational training, sales training, human resources training, finance, insurance, banking training, and so on.

• Vote types: For / Against / Abstain -3 key vote
• Choice Types: Single Choice/ Multiple Choice/ Ranking/ True or False
• Numeric Election: Choose N from M (N≤M)
• Numerical rating scale: integer and decimal
• Numeric input: Free combinations of numbers, decimal point, and a negative sign
• Transmission: 2.4G RF technology
• Distance: < 30M Reliable Distance
• Working hours:>280Hour
• #of Voters: <400 voters (per receiver)
• # of channels: 80 channels
• Batteries: 2*CR2032 Button Battery

Sunvote - Wireless Receiver EA4000T

• Frequency: 2.4 GHz RF wireless technology
• Range: >100 meters
• Number of devices: Each receiver supports up to 2000 keypads
• Multiplication: Multiple receivers compatible for larger capacity
• Connection: Can be charged using a USB cable or power adapter
• Compatibility: Compatible with all 2.4 GHz keypads. Please put the receiver within the range of keypads (some only have the range of 30 meters).
• Keypads: For wireless 433MHz receivers please use the compatible 433MHz keypads.

Voting Systems & Compliance

Voting systems are used in formal and/or informal settings. In some legislation, governmental regulations enforce certain structures to ensure suitability and compliance with the results generated. For example, Shareholder meetings often still require (specific) hardware solutions for the result to create legal validity, but in the last months, new regulations have softened those requirements to facilitate Virtual AGMs. For more information on compliance and audits of Virtual AGMs, please contact us.

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Other Conference Audience Response Services

Virtual AGM News & Case Studies

Virtual AGM FAQ

Q1. How can you join a Virtual AGM?

Ans: You can easily join a Virtual AGM with a smartphone, tablet, or desktop. You just need a Web browser with a stable internet connection to be a part of a Virtual AGM.

Q2. Who can be a part of the AGM via Live Broadcast?

Ams: Organizations holding the Virtual AGM have control over who can be a part of the live broadcast. They can limit the number of internal and external stakeholders who can join the meeting and also choose whether or not the audience can ask questions or vote.

Q3. Which operating devices should I use for Virtual AGM?

Ans: It doesn’t matter whether you are using a desktop or mobile (iOS or Android device), you can join a virtual AGM either way. The web-based solution does not depend on your device’s operating system. You just have to open the URL in safe and updated web browsers.

Q4. What are Virtual AGMs?

Ans: A Virtual AGM is an equivalent of an in-person AGM, the same as the “real” AGM (even its structure: agenda, etc.), except that it is conducted entirely online. Participants actively participate in the meetings, giving them the same privileges and transparency as in-persons AGMs.
With global travel restrictions amidst the Covid-19 pandemic, Globibo’s Virtual AGM Solutions is the better option for companies to maintain operations safely and effectively, locally and abroad.

Q5. Are Virtual AGMs secure?

Ans: Yes, they are. Globibo Virtual AGM Solutions provides high level security measures for participants. Unauthorized third parties are unable to obtain access to proceedings at our virtual AGMs, and measures are taken to address situations such as Internet disruptions, power outage, etc.

Q6. Is it expensive to run a Virtual AGM?

Ans: It definitely costs lesser than traditional in-person AGMs, as all you need is a reliable virtual platform that could be either from your home or office. You would not need to rent a venue, prepare food/refreshments, or incur travelling and accommodation expenses.

Q7. How are attendance, participation and interaction of participants during Virtual AGMs?

Ans: Interestingly, attendance, participation, and interaction with Globibo’s Virtual AGM platform are more encouraging as participants have few obstacles to overcome. Participants have been said to be more active in discussions because it is not a face-to-face meeting.

Q8. What is the primary benefit of virtual AGM?

Ans: The primary benefit of virtual AGM is that all your shareholders, invitees, and other participants can join the meeting from anywhere.

Q9. Can AGM be used as a hybrid platform?

Ans: Yes, you can use AGM as a hybrid platform. For example, those who cannot be physically present can join in remotely. Thus, location does not act as a restraint for virtual AGM.

Q10. How can we hold a vote in a hybrid AGM?

Ans: The polling option in a hybrid AGM is done as multiple-choice questions, designed as requested. It is part of the smartphone solutions offered by the platform.

Q11. Is there any particular polling device used in hybrid AGM?

Ans: Yes, a DIGIVOTE VD30 or a Sunvote will get votes from the audience. We will send it to all participants' devices, and they can answer these and submit it from the device.

Contacts

Australia

• +61 28317 3495
• info.au@globibo.com

China

• +86 21 8024 6090
• info.cn@globibo.com

Germany

• +49 (030) 8093 5151
• info.de@globibo.com

Hong Kong

• +852 5801 9962
• info.hk@globibo.com

India

• +91 11 7127 9949
• info.in@globibo.com

Malaysia

• +603 9212 4206
• info.my@globibo.com

Philippines

• +63 28548 8254
• info.ph@globibo.com

Singapore

• +65 6336 9002
• info.sg@globibo.com

Vietnam

• +84 985 611 322
• info.vn@globibo.com

United Kingdom

• +44 (20) 3468 1833
• info.uk@globibo.com

United States

• +1 (718) 713 8593
• info.us@globibo.com

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