Think about the health & safety of your members – e.g. where are the fire exits?
Also whether the room is accessible to all your members – e.g. could a wheelchair user attend the meeting?

Produce a notice giving details about the AGM & mail all your members. This should include date, time, duration, venue, and that elections will be held.

You may want to include the whole agenda or just highlight one or two items.

Be aware that your annual accounts will be one of the
main items for presentation to members at the AGM. You will need to make sure that they are ready in time, especially if you need to have them independently examined or audited.

Organise someone to take minutes of any decisions made at the AGM. It is particularly important to have clear records of the elections and any changes to the constitution.

Also take down the names and contact details of people attending the meeting so you can contact them afterwards – e.g. get people to sign in as they turn up to the AGM.

Nominations for new committee members may have to be taken in advance or you be able to take them at the meeting? (It is usual to have a proposer and seconder for each nomination). Check your constitution to make sure you are following the rules.

Your organisation's constitution will outline the arrangements for your AGM. Some constitutions include more detail than others. You must follow what your constitution says.

Do you know how much notice is required if anyone wants to propose an amendment to the constitution?

If there is to be an election for a committee post it should be by secret ballot so ensure you have ballot papers with you, ballot boxes and people to count and then a final check by a different person, ideally somebody neutral.
Explain the procedure to be used to the meeting.

Allow your members to hear reports from the Committee on the achievements and work of your group over the year.

AGMs are often not very exciting for members, so some organisations hold their AGM before or after a social event, presentations or invite a guest speaker to encourage members to attend.

If nominations to the management committee have to be made before the meeting, you must make it clear to members how they should do this and when the deadline is for nominations. You will need to let your members know who they can nominate and for what
positions, whether nominations need to be in writing or not, and whether each nomination needs to be seconded and by whom.