I occasionally attend Annual General Meetings (AGMs) for the non-profits I serve to answer questions from members about a project I’ve worked on. I love going to these meetings as they ground me in the organization as a whole and can inspire discussion, celebrate achievements, and, if done right, engage members to become more involved.
As with most AGMs, the ones I’ve attended often follow a standard agenda:
updates on what’s happened throughout the year, progress made toward goals, presentation of financials and financial audit, voting in of new board members, and awards to recognize key volunteers, staff, or leaders. It’s standard fare, and this can be a little mundane for those active in the non-profit sector.
So, how does a non-profit add excitement to its AGM agenda to make it more attractive and fun?
Here are ten ideas to help add excitement and energy to your AGM so people are eager to attend:
Invite a client to share their story in person that speaks to how your organization helps those in need and highlights the long-term impact of your work. Invest time in helping the client frame and shape their story. Work with them to practice it. Provide them with the support and encouragement to showcase their journey, their successes, and, in turn, your organization’s role in helping them achieve personal growth.
Challenge your staff to create a video collage of client stories and invite those clients to co-mingle with others at the AGM. No one can speak more eloquently about your work than those who have experienced its impact. Check out Canva’s video collage tools to jump-start your project.1
Invite a dynamic speaker from the sector to reflect on best practices in the sector, share success stories, and inspire the audience. Ensure they can connect with your members, clients, and staff and answer questions.
Capture your successes – particularly the data-driven successes – in infographics that you print out and share at the AGM to showcase how your organization’s vision is being realized.
Open a discussion with your audience about what they see in the community, their experiences, and what they hear on the street… and use this information to inform your annual work plan. Knowing that their contributions are helping to shape the direction of the organization empowers people to increase their involvement. Download Get Curious: Transformational Questions for some helpful conversation starters.
If you choose to use a PowerPoint presentation, skip the tedious (and overused) slides with tons of data noted and lean into pictures of clients, programs, and achievements. Provide the data verbally and back it up with key stats in print on a postcard or brochure. Mechanical Engineer Achu Emmanuel shares his insights in the LinkedIn article: Mastering How to Make Powerpoint Presentations More Visually Appealing.
Don’t be afraid to have fun! There are tons of great participation games out there to explore. Why not try out one of Teambuilding.com’s 17 Creative Annual Company Meeting Ideas and Activities for your next AGM?
Choose a unique venue. Look outside of the norm… in my community, our local helicopter company has a “helicopter hanger” that can be dressed up and rented; our local hatchery has a meeting room surrounded by trees, the river, and gorgeous views; our local community centre has numerous meeting areas; our public parks have covered shelters; some of our buildings have rooftop gardens… make the AGM an event that everyone wants to attend by hosting it somewhere fun, providing food & beverages (or if budgets an issue, do a potluck), and creating a celebratory atmosphere. After all, part of your AGM is celebrating your members and their contributions!
Celebrate an organizational milestone or choose a theme for the AGM. If it’s your 25th anniversary, ask people to dress up as they would have 25 years ago or to bring a potluck contribution that reflects popular foods from 25 years ago (don’t forget the jello, pineapple, and marshmallow salad!). Whatever your theme, link it to your mission and vision and the outcomes you are working to realize.
It’s never dull when you have music! Imagine a 1970s-themed AGM with disco music and a disco ball. How fun would that be? Whether you pull out your old 8-tracks or invite a local band to play, music always brings life to events.
In a society where time is limited, and non-profits compete for their members' attention, an agenda encompassing “fun” and interactive activities will be much higher on the must-attend list than your average, business-focused event. Encourage your planning team to get creative, think outside the box, and find ways to create a standout event… it will be worth the planning!
We welcome your suggestions on how to involve your members in the AGM and transform your annual event into the most anticipated AGM of the year.
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