An Extraordinary General Meeting (EGM) is an important moment in the life of an organisation. It is an occasion for important decisions and changes that affect the future of the organisation.
What Is an Extraordinary General Meeting?
An EGM is a meeting of all stakeholders of an organisation to make important decisions — such as approving new statutes, a change of board, major investments, mergers or acquisitions. The difference from a regular Annual General Meeting: the EGM has a specific purpose, whereas the AGM is a mandatory annual evaluation.
Reasons for Organising an EGM
- Amendment of statutes: changes to the statutes require an EGM where the new version is presented and approved.
- Change of board: electing new board members and thanking outgoing ones.
- Major decisions or investments: such as an acquisition or purchase of real estate.
- Merger or acquisition: bringing all stakeholders together to discuss and vote on the deal.
Preparing for the EGM
- Drawing up the agenda: all items in a logical order, with sufficient time for discussion.
- Sending invitations: in time, with date, time and location.
- Collecting and distributing documentation: financial reports, annual reports, proposals.
- Arranging location and facilities: suitable room, audiovisual equipment, parking.
Running the EGM
- Opening and welcome by the chair.
- Presentation of agenda items with explanation and room for questions.
- Discussion and Q&A so all opinions can be heard.
- Voting and decision-making — all votes are recorded.
- Closing and next steps — implementation of the decision and any follow-up meetings.
By organising a structured and well-prepared EGM, you ensure that all important decisions are made democratically. too-doo helps you prepare the agenda, follow up on action items and manage post-meeting follow-through efficiently.
