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Most public organisations have an Annual General Meeting (AGM) once a year, to communicate with their members, give a round up of the year’s events, plan for next year, and take any comments or suggestions.
As the Union is a democratic organisation, clubs and societies are required to have an AGM once a year in term 2 to update their members on the year's activities, take on feedback and plan for the year ahead.
You can also use your AGM to hold hustings for online elections, however in-person voting cannot take place. We recommend planning your AGM to align with the publication of Leadership Race nominations, so members can hear from candidates and submit their vote via the Union website. If you're seeking to amend your constitution, you can organise an online referendum to coincide with your AGM - more information on this below!
Once you have held your AGM, you must submit your meeting minutes, attendance record, along with any information of constitution amendment voting via our Annual/Emergency General Meeting Results Form. More information about how to submit this information can be found on the form.
Organising your AGM
- Ensure your AGM is held in a bookable space that is fully accessible and doesn't serve alcohol. Book as far in advance as you can to avoid missing out on your preferred room. Ideally, your AGM should be outside of working hours (i.e. during the evening or a weekend) to ensure as many members can attend as possible. See our guidance on how to book a Union room for more information.
- You must publicise the date and time of your AGM to all your members at least 5 term days in advance of the meeting.
- You can download a list of your members on your club/society webpage. Although you may use other methods of communication (e.g. group chats or social media), you must email your full membership list and cc [email protected]. This ensures all your members, including those who don't use social media, are notified, as everyone has a UCL email address!
- You must create an event with the AGM date and venue on the What's On Calendar at least 5 term days before the meeting. See our guidance on promoting your event for more information.
- You must circulate the agenda of your AGM to all your members at least 3 term days in advance of the meeting.
- You must take minutes and an attendance record - make sure to cross-reference any attendees with your membership list.