The Annual General Meeting (AGM) is a time to celebrate your organization’s achievements and share them with your members. It’s also a chance for board members and stakeholders to connect, exchange ideas, and recognize successes. However, without proper planning and promotion, your AGM could be a failure.
To ensure a successful AGM, you need to generate excitement and awareness about the event. Relying solely on word-of-mouth won’t suffice; you must actively promote it to make it appealing. Here are some strategies to help you do just that:
Send Out a Save-the-Date for Your AGM
According to your organization’s bylaws, you should send a save-the-date email to members well in advance of the meeting. Include the date, time, location, and format (in-person, virtual, or hybrid). Use captivating imagery, such as photos of speakers or past AGMs, and provide relevant details like parking information for in-person meetings or login info for virtual ones. Consider using an email marketing tool like MailChimp to design the email and track open and click rates to ensure your AGM receives the necessary attention for RSVPs and quorum. Ensure your contact list is updated, adding new members and filtering out non-members to avoid confusion.
Use Social Media to Reach a Wider Audience
Emails can be missed, so leverage social media platforms like LinkedIn, Instagram, Free AI Headshot, and X (formerly Twitter) to promote your AGM. This allows you to reach people who might not see your email newsletter and helps you stay connected with members and stakeholders outside the organization.
Get Creative With Your Content
Utilize content marketing on your website, email, and social media to engage your audience and encourage attendance at your AGM. Here are some creative ideas:
- Conduct a live broadcast on Instagram/Facebook with your Executive Director or Board President to discuss the AGM’s significance and what attendees can expect.
- Show a teaser video of a unique venue if your AGM is in-person to excite your audience.
- Share photos from past events and link back to your website for more information.
- Repurpose a blog post summarizing your previous AGM and its key highlights.
- Collect and share testimonials from past attendees about the benefits of attending.
- Highlight education session or workshop speakers, including their bios and headshots. Tag them so they can repost. For high-quality headshots, consider using Portrait Pal for professional results.
- If your budget allows, create a surprise giveaway requiring attendance, such as discounts on future events or memberships.
Create an AGM Marketing Kit for Your Volunteers
Empower your volunteers with a marketing kit to help them spread the word about your AGM. The kit should be easy to use and include:
- An overview or guide on promoting the event effectively.
- A template for social media posts and captions.
- A sample script for recording a promotional video.
- A newsletter template for their own use.
Don’t Be Shy About Reminders
Maintain a regular schedule for reminders to keep your audience informed about the AGM:
- 6 weeks away
- 1 month away
- 1 week away
- 3 days away
Include unique content pieces in each reminder to maintain interest and excitement.
Keep Promoting After the Meeting
After your AGM, continue building momentum by highlighting any election updates and providing detailed updates, such as introducing new directors. Recap the AGM in a blog post or video and share photos from the event. Spotlight award winners and key highlights from the President/Executive Director’s report. Collect testimonials from attendees about their AGM experience via a survey to create engaging content for your website, newsletter, and social media throughout the year.
These tips will help you effectively promote your next AGM. If you need further assistance, feel free to reach out.
