AGM stands for Annual General Meeting. Most public organisations have these once a year, to communicate with their members, give a round up of the year’s events, plan future ones, 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 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.
Under Club and Society Regulations, all club and society officers must be elected via a Union-facilitated online election such as the Leadership Race or Term 1 By-Election. If agreed in writing with the Student Activities team, your club or society may also use an AGM to elect your committee for the next academic year, or to ratify/change your constitution.
Read through Section 5 of the Club and Society Regulations for full details about organising General Meetings, and check out our how-to-guide on editing your constitution. You can also refer to the Club and Society Election Rules for further guidance.
Remember - clubs and societies must democratically elect all committee members through a free, fair and transparent election in line with the Club and Society Regulations.
Information about online elections will be circulated to presidents and treasurers at relevant points during the year.
If you ARE NOT holding any voting at your AGM, please follow the instructions below:
Step 1
Choose the date. Your club or society needs to host an AGM once a year, in either Term 2 or Term 3. Your AGM cannot be held any later than the last day of Term 3. For more information, please refer to the UCL Term Dates.
Step 2
Once you have arranged the date of your AGM, you need to ensure it is as accessible as possible. Your AGM needs to be held in a bookable space that is fully accessible, and does not serve alcohol. Have a look at our guidance on how to book a room if you need help. Don't forget to book as far in advance as you can to avoid missing out on your preferred room.
Your AGM should preferably be outside of working hours (e.g. evenings and weekends) to help make sure as many people can attend as possible.
Step 3
You must publicise the date and time of your AGM to all of your members at least 5 term days in advance of the meeting. As president or treasurer you can download a list of your members on your club/society webpage.
You need to create an event with the AGM date and venue on the Students' Union What's On Calendar at least 5 term days before the meeting. Check out our how-to guide on how to add events to the website here.
You also need to inform the Student Activities Reception a minimum of 5 working days before your meeting. The best way to do this is to Cc [email protected] in the email to your members.
Your AGM must be advertised via email to a full and up to date membership list (as opposed to on social media, or through a freshers sign up list) to ensure all of your members are notified.
Step 4
You must circulate your agenda to all your members at least 3 term days in advance of the meeting. Please use the template agenda (found at the bottom of this page). Don't forget to Cc the Student Activities Reception ([email protected]) in to this email.
Step 5
Hold your AGM! You must take minutes (template below), and an attendance record (template below). Your meeting does not need to be 'quorate'.
Only current club and society members can attend your AGM. Visiting or associate members do not have any voting rights at an AGM.
Step 6
Please submit your minutes and attendance using the following form -
Annual / Emergency Meeting Results Form
This must be completed no later than the last day of Term 3.
If you ARE holding any voting at your AGM, please follow the instructions below:
Step 1
Choose the date. Your club or society AGM must be held in either Term 2 or Term 3. Your AGM cannot be held any later than the last day of Term 3. For more information, please refer to the UCL Term Dates.
Step 2
Once you have arranged the date of your AGM, you need to ensure it is as accessible as possible. Your AGM needs to be held in a bookable space that is fully accessible, and does not serve alcohol. Have a look at our guidance on how to book a room if you need help. Don't forget to book as far in advance as you can to avoid missing out on your preferred room.
Your AGM should preferably be outside of working hours (e.g. evenings and weekends) to help make sure as many people can attend as possible.
Your AGM must be in-person, and not held via video conferencing (e.g. Teams or Zoom).
Step 3
You must publicise the date and time of your AGM to all of your members at least 5 term days in advance of the meeting. As president or treasurer you can download a list of your members on your club/society webpage.
You need to create an event with the AGM date and venue on the Students' Union What's On Calendar at least 5 term days before the meeting. Check out our how-to guide on how to add events to the website here.
You also need to inform the Student Activities Reception a minimum of 5 working days before your meeting. The best way to do this is to Cc [email protected] in the email to your members.
Your AGM must be advertised via email to a full and up to date membership list (as opposed to on social media, or through a freshers sign up list) to ensure all of your members are notified.
Step 4
You must circulate your agenda to all your members at least 3 term days in advance of the meeting. Please use the template agenda (found at the bottom of this page). Don't forget to Cc the Student Activities Reception ([email protected]) in to this email.
Step 5
Hold your AGM! You must take minutes (template below), an attendance record (template below), and record the results (template below). Remember to record the number of votes in your minutes. Your meeting must be 'quorate' - this means you are required to have a minimum number of members atttend and vote for your results to be valid. Quoracy for AGMs is 15% of your membership, or 10 members - whichever is the greater. If your meeting is not quorate, your results will be passed to the Activities & Engagement Officer, who can ratify your results, or ask you to re-hold your AGM.
Remember, Visiting and associate members cannot vote in your AGM. In order to vote, you must be a current UCL student, and have been a member of the club or society for 28 days. You are also not eligible to stand for election unless you have been a member of the club or society for 28 days before your AGM.
Step 6
Please submit your minutes, results and attendance using the following form -
Annual / Emergency Meeting Results Form
This form must be submitted within 5 working days of your AGM.
If you ratified any changes to your constitution, you will also be required to upload it here.
Documents:
Club/Society Constitution Template
Online Elections
We will circulate details of how to request an online election to presidents and treasurers. All you'll need to do is provide a list of committee positions to elect, and we'll do the rest.
Online Election Committee Positions Form
Registration
Once your AGM has been approved, you will be required to submit your registration documents through the following form: https://studentsunionucl.org/forms/club-society-registration-forms.
Club/Society Annual Registration Contract Template
Club/Society Constitution Template
Club/Society Committee Handover Template
Knowledge base
Category
- Democracy