AGM Venue Planning Guide (Malaysia 2025)

Step-by-Step Process

1. 1

   Confirm AGM Format (Physical, Virtual, Hybrid)

   Since 2020 most Malaysian PLCs run hybrid or fully virtual AGMs. Decide format early as it dictates venue, AV, and registration vendor selection.

   • Physical AGM: traditional, requires sufficient capacity for all members
   • Virtual AGM: requires Bursa/SC compliant e-voting platform
   • Hybrid AGM: physical venue + virtual streaming with synchronised voting
2. 2

   Select a Compliant Venue

   AGM venues must accommodate registered shareholders, observers, board members, and the company secretary's team — plus voting infrastructure.

   • Theatre or classroom-style for shareholders
   • Separate registration zone (poll cards, identity verification)
   • Stage / head table for board + chairman
   • Press / observer area (for PLCs)
   • Backstage briefing room for board pre-meeting
3. 3

   Plan Registration & Verification Flow

   Smooth registration is the difference between a 30-minute and 90-minute pre-meeting bottleneck. Plan 1 registration counter per 50 expected attendees.

   • Self-service kiosks for QR-coded shareholders
   • Manual counters for proxy / authorisation letters
   • Identity verification (NRIC scan)
   • Poll card or e-voting credential issuance
4. 4

   Set Up Voting Infrastructure

   Bursa-listed AGMs require electronic poll voting since 2017. Engage a registered scrutineer (e.g., Tricor, Boardroom, ShareWorks) and confirm AV / network requirements.

   • E-voting devices or BYOD QR-code voting
   • Independent scrutineer presence
   • Real-time results display on main screen
   • Backup paper voting protocol
5. 5

   Configure AV & Streaming

   AGMs need clear sightlines, multiple roving mics for Q&A, and (for PLCs) professional livestream with closed captioning.

   • 2 LED screens (main + side for back rows)
   • 4–6 wireless handheld mics for shareholder Q&A
   • Multi-camera livestream (chairman + audience)
   • Closed captions for hybrid attendees
   • Real-time Q&A moderation queue
6. 6

   Plan Pre-AGM Logistics

   Schedule a board pre-meeting 60–90 minutes before AGM start. Assign a single person as the chairman's runner during the meeting.

   • Board pre-meeting room with refreshments
   • Chairman briefing pack (script, timeline, contingencies)
   • Independent directors briefing on Q&A approach
   • Investor relations team on standby
7. 7

   Post-AGM Reporting & Bursa Filings

   For Bursa-listed companies, results must be filed within stipulated timelines. Plan reconciliation immediately after vote close.

   • Scrutineer report signed within 2 hours
   • Bursa announcement filed same day
   • Press release distributed if material
   • Minutes drafted within 14 days for board approval

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