How to host an AGM

A short guide for clubs and societies on how to host an Annual General Meeting (AGM).

[Relevant as of 18/08/20]

Every club/society will host their Annual General Meetings (AGM) slightly differently to suit their own needs. Over the final few months of the academic year societies should start to consider the process for electing their new Office Bearers and beginning compiling any handovers for their new incoming Office Bearers. The easiest time to do this would be at the end of semester two in March as this gives time for society Office Bearers to tie up loose ends and begin the handover process to the incoming Office Bearers (including handing over the administration of the society bank accounts).  

What is an AGM?

An AGM is the opportunity to: 

  • Inform members what has been achieved over the past academic year
  • Elect a new committee 
  • Approve the minutes of the previous AGM  
  • Present the President’s report to the members  
  • Present the Treasurer’s report to the members  
  • Present the Secretary’s report to the members
  • Discuss any other business that is relevant 

Please remember that only Glasgow University student members are permitted a vote at any general meeting or AGM, and that Associate members (non GU student members) do not have voting rights.  

General accounts need to be made available to all members at the AGM and its important for the club’s finances be transparent to its membership. 

Presidents Role 

It is part of the President’s role to chair the AGM and ensure that, as they are handing over the reins of the society to a new executive, all club/society business is dealt with. This includes:

  • ensuring (in conjunction with the club/society treasurer) the full handover of any finances and bank accounts to the new Office Bearers
  • ensuring that all social media or email accounts are handed over to the new Office Bearers
  • ensuring that the SRC is informed of any changes to the club/society. This includes supplying updated membership lists (these can be sent to clubsandsocs@src.gla.ac.uk), providing details of new Office Bearers etc. and (with regards to the latter) completing the required forms for the SRC to record these changes*

The President can work with the Secretary to organise upcoming AGMs. We have provided some helpful information on how the Secretary can help with this task..

 *The Change of Office Bearer form is provided below, and can only be completed by a currently listed office bearer.

Useful Platforms 

Now more than ever, clubs are using online platforms to hold their AGMs. As we are discovering there are plenty of new and innovative ways you can keep in touch with your members. Through these same platforms you would be able to host an AGM.

For video calling 

  • Zoom (Great for large groups).
  • Microsoft Teams – This is available as part of your Office 365 account as a student
  • Skype 

Online Voting 

You can find more information on how to host online meetings here.

If you have questions about online AGMs you can email clubsandsocs@src.gla.ac.uk.

Changing Office Bearers 

This is done by filling out the ‘Change of Office Bearer’ form, which you can download here

The form must be submitted for each change in position and must be filled out and submitted by a current listed Office Bearer. Be sure to email this to clubsandsocs@src.gla.ac.uk so the handover process is made as easy possible.