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An EGM is an Emergency General Meeting. An EGM can be held at any point during the year, when necessary.  EGM are usually held when you need to change your constitution, or when you need to elect a new committee member. Check out the guide on How to change your constitution, or view the full Club and Societies Regulations here.

Step 1

Arrange the date and time of your EGM. It should preferably be outside of working hours, and you cannot hold it in a venue which serves alcohol. It should be fully accessible. Check out the guides on How to book UCL Rooms  and How to book CSC Rooms for info on how to book rooms.

Step 2

You must publicise the date and time of your EGM to ALL OF YOUR MEMBERS at least 5 term days in advance of the meeting.

(Please do this via your club mailing list rather than Facebook, as not all members may use it, and cc the Student Activities Reception into the email: )

Step 3

You must then circulate the Agenda to all your members at least 3 term days in advance of the meeting, cc’ing the Student Activities Reception ( There’s an example agenda here.

Step 4

Hold your EGM and take minutes (minutes template here) and record the number of votes (results form here). Quota (the number it takes for the meeting decisions to be valid) is 15% of your membership or 10, whichever is the greater. If your meeting is not quorate, then Activities Board can ratify the decisions on your behalf.

Step 5

Minutes should be taken at the EGM (including a list of attendees and their UPIs) and then submitted by e-mailing them to us at no later than 5 term days after your meeting. Include the contact details of newly elected committee members and a copy of your changed constitution (if you changed it). 


AGM Agenda Template

AGM Minutes Template

AGM Results Template

Club/Society Constitution Template