Annual General Meetings (AGMs) play an important role in governance, however our way of designing and delivering AGMs goes beyond the formalities. We believe AGMs are an opportunity for organisations to bring members together, strengthen connections with the Board and create a space where community, culture and decision-making can exist side by side.

We have designed countless AGMs for Aboriginal organisations that feel inclusive, engaging and well-managed. In this blog, we will explore the essential thoughtful planning required to put together an AGM with a focus on a strong understanding of the people it serves.

Creating Space for Connection

At the heart of any successful AGM is the opportunity for members to connect directly with the Board and leadership team. This goes beyond formal reporting and voting. It’s about creating an environment where people feel comfortable to engage, ask questions and be part of the conversation. We take a lot into consideration from designing an inclusive seating layout, developing ways for clear communication and managing time effectively for informal interaction. These aspects make a significant difference in how inclusive the experience feels.

Balancing Governance and Community

AGMs must meet important governance requirements, including voting processes and formal reporting. It's important to shape these elements effectively as it can shape the overall event. We set a clear structure from the beginning with well-managed timing and defined decision-making processes. It's important formalities run smoothly while allowing space for community engagement throughout the day - plus a well designed day means an AGM can reach it's obligations without feeling rigid.

Considering Families and Accessibility

For many Aboriginal organisations, AGMs are family-oriented gatherings. We always develop a plan for members to bring their children as we believe it is an important part of an inclusive event. Our recent AGMs included a dedicated kids area, outdoor space and supervised activities to ensure parents can fully participate.

We offer activities for kids of all ages; from soft play for the little kids, arts and crafts, plus basketball or football for the big kids. We recommend considering a combination of indoor and outdoor environments to support comfort and accessibility, particularly in regional locations.

Choosing the Right Venue

Venue selection plays a key role in shaping the experience. The right space needs to accommodate formal proceedings, but also support connection, movement and comfort. This may include areas for informal conversation, breakout spaces or outdoor settings to reflect the local environment.

Previously we have used The Red Earth Arts Precinct in Karratha, and the WACA Ground and Perth Convention and Exhibition Centre. Our biggest takeaway for clients is booking these venues in early, especially for large capacities.

Accessibility, location and familiarity are all important considerations, particularly when bringing together members from across communities.

Food as a Shared Experience

Catering is an opportunity to bring people together. Providing quality, thoughtful catering allows members to connect in a relaxed setting and helps create a welcoming atmosphere. Where possible, working with local suppliers can further strengthen community ties and support regional businesses.

More Than an Obligation

When thoughtfully designed, an AGM goes beyond the boardroom and becomes a space where governance, culture and community come together. We are passionate about creating AGM events where members feel heard, connected and part of the organisation’s future.

When an AGM is delivered with the perfect balance of structure and community it can achieve both it's formal goals while also strengthening member relationships.

AGMs Bringing Communities Together