ClaryooAn AGM presentation template members actually take part in
A free annual general meeting PowerPoint template: 12 slides with speaker notes, 2 polls and a volunteer pick. Edit it in PowerPoint or Google Slides, or run it live on Zoom, Meet, Teams or in the room.
Free, no sign-up. 12 slides, about 60 minutes, speaker notes on every slide. Opens in PowerPoint, Google Slides and Keynote.
What’s inside
- 1 · Welcome
2 · Today- 3 · PollPollPick up to 2
What should we focus on next year? Pick two.
- AGrowing our membership
- BMore events
- CBetter communication
- DStronger finances
4 · Section- 5 · The formal business tonight
The formal business tonight
- 1Annual report and accountsThe treasurer presents the accounts and any examiner’s or auditor’s report. Members ask questions, then vote to receive them.
- 2ElectionsOfficers or trustees stand down and are elected as your rules set out. Read out each nomination and its proposer before the vote.
- 3ResolutionsFormal resolutions go to members with the notice. Read each one out word for word before the vote, then announce the result.
- 6 · How voting works tonight
How voting works tonight
- 1Who can voteOnly voting members vote. Guests are welcome to listen. If your rules allow proxies, the chair says how many were received.
- 2How we countMost items pass by a simple majority of votes cast. Some changes, such as amending the constitution, need a larger majority.
- 3If it’s closeThe chair can call a recount or a ballot. Tellers count, and the result is announced and recorded in the minutes.
7 · Discussion- 8 · PollPollAnonymous
How well did we keep you informed this year?
- AVery well
- BFairly well
- CNot well enough
9 · Key takeaways- 10 · Pick a volunteerPick a volunteer
First question from the floor
Type ASK in the chat to be in the draw.
11 · Next steps
12 · Close
Show of hands, or everyone’s answer
The first poll works with hands up. Here’s the same question in a sample room of 40, answered live. Tap an answer to join in.
Show of hands
What should we focus on next year? Pick two.
About 10 hands go up, the same ones as always. You hear the loudest people, not the room.
Live in Claryoo · 0 of 40 answered
LiveWhat should we focus on next year? Pick two.
Thirty-six members set next year’s priorities in a minute, not only the few who took the mic. Run it live, free
What the session covers
1.The formal business tonight
Annual report and accounts
The treasurer presents the accounts and any examiner’s or auditor’s report. Members ask questions, then vote to receive them.
Elections
Officers or trustees stand down and are elected as your rules set out. Read out each nomination and its proposer before the vote.
Resolutions
Formal resolutions go to members with the notice. Read each one out word for word before the vote, then announce the result.
2.How voting works tonight
Who can vote
Only voting members vote. Guests are welcome to listen. If your rules allow proxies, the chair says how many were received.
How we count
Most items pass by a simple majority of votes cast. Some changes, such as amending the constitution, need a larger majority.
If it’s close
The chair can call a recount or a ballot. Tellers count, and the result is announced and recorded in the minutes.
How to run it, slide by slide
About 60 minutes in all. These notes come with the PowerPoint as speaker notes, so you see them while you present.
- 1Welcome3 min
“Good evening and welcome to our annual general meeting. We have a quorum, so I declare the meeting open.”
Read out apologies and confirm the quorum. Explain who can vote and how votes will be counted.
- 2Today2 min
“Here’s what we’ll cover tonight. First, can I have a proposer and seconder to approve last year’s AGM minutes?”
Take the vote as your rules set out and announce the result clearly.
- 3Poll4 min
“Before I talk about the year, I want to hear what you’d like us to focus on next.”
Read out the top two priorities. Tell members the new board will start from these, and refer back to them in the closing.
- 4Section1 min
“Let’s look back at our year together.”
Move into the formal business slides.
- 5The formal business tonight12 min
“This is the part of tonight our constitution requires, so I’ll take each item in turn.”
Invite the treasurer to present the accounts in plain terms. Leave time for questions before each vote.
- 6How voting works tonight10 min
“Before we vote, here’s exactly how it works so everyone is clear.”
Name the tellers. Check your constitution beforehand for majorities, proxies and the chair’s casting vote.
- 7Discussion10 min
“Turn to the people near you. What’s one thing we should keep doing, and one thing to change?”
Take four or five answers from the floor. Ask the secretary to note them for the new board.
- 8Poll4 min
“We want to hear how well we kept you in the loop this year.”
If not well enough is a large share, own it and name one change for the coming year.
- 9Key takeaways3 min
“To sum up the formal business we’ve done tonight.”
Read out each result: minutes approved, accounts received, who was elected.
- 10Pick a volunteer5 min
“Now it’s your turn. Let’s draw the first question from the floor.”
Answer briefly. If a question needs research, promise a written reply and say when.
- 11Next steps4 min
“Here’s how you can stay involved this year.”
Have sign-up sheets or links ready for committees and membership renewal.
- 12Close2 min
“Thank you all for coming and for a great year. The meeting is closed.”
Note the closing time. Thank outgoing officers by name.
Techniques that work in this session
From the facilitator playbook: step-by-step, with a short video. Swap one into the discussion slide.
About this annual general meeting template
This AGM presentation template is for chairs, secretaries and committees of charities, clubs, associations and community groups. It follows the usual order of an annual general meeting: opening business, the year in review, the annual report and accounts, elections to the board or committee, and members’ questions, all within about an hour.
Two teaching slides explain the formal business and how voting works, so members know what they are being asked to approve. Speaker notes guide the chair through each item. A pick-two poll lets every member set next year’s priorities, an anonymous poll rates how well you communicated, and a random draw picks the first question from the floor.
When to use it
- Running the annual general meeting of a charity, club or association
- Presenting the year’s report and accounts to members
- Holding elections for officers, trustees or committee members
How to use it
- Download the PowerPoint. Every word is editable text, so add your name, your examples and your logo. For Google Slides, upload the file to Google Drive and open it with Google Slides. It also opens in Keynote.
- Read the first slide. It’s hidden when you present and lays out the session minute by minute. Each slide’s speaker notes say what to say, what to do and how long it takes.
- Run the polls your way. Hands up works in any room. To get everyone’s answer, anonymous when it matters, run the same deck live with Claryoo on a Zoom, Google Meet or Teams call, or in the room by QR code. Already edited your PowerPoint? Save it as a PDF and add it to your Claryoo deck.
More on live polls, quizzes and pick a volunteer, or spin the free wheel of names.
