VIRTUAL AGM
Venue sourcing and liaison. AV and production. Virtual production. Project management. Live streaming infrastructure. Real-time audience interaction management. Accessibility services coordination. Production management. Technical production.
The challenge was to create a fully virtual AGM without compromising real-time, authentic connection. While the event had previously been delivered in-person and as a hybrid format, evolving member preferences and accessibility requirements led to the decision to move to a completely virtual format.
This transition required more than simply streaming a presentation, it demanded the highest level of member engagement. We incorporated multiple accessibility features, including live captioning and a dedicated Britsh Sign Language stream, alongside various interaction methods such as text-based questions and Zoom live Q&A opportunities with the Directors.
The approach proved highly successful, with the 2025 AGM achieving the largest member attendance and engagement levels in 10 years.
Who.
Having worked with this financial services client for over a decade, we have collaborated to shape and deliver their Annual General Meeting in the most effective format for member engagement. The journey has seen us evolve the event from different national locations to hybrid formats, and now to creating a comprehensive, engaging virtual solution, with each iteration responding to the changing needs and preferences of their customers.
Having partnered together to deliver this event for numerous years, we redesign the format annually to maximise member engagement, provide the most accessible interaction opportunities, and ensure optimal return on investment.
What.
How.
We established a purpose-built broadcast studio environment with two distinct operational spaces to ensure flawless execution:
The Studio Floor: A clean, professional broadcast space featuring a curved presentation desk for the Directors designed to facilitate natural conversation and engagement. This setup delivered high-quality visual output while maintaining the formal atmosphere appropriate for corporate governance.
'Technarnia': Our technical production hub, strategically separated from the studio floor in a dedicated 'black-box' environment. This space, affectionately nicknamed by our client, housed our broadcast specialists and technical support team. The separation allowed our technical producers to manage complex live-streaming infrastructure, monitor audio-visual quality, and coordinate real-time Q&A functionality without disrupting the main broadcast.
Our technical execution encompassed comprehensive project management, seamless broadcast delivery, and a ‘belt and braces’ approach to contingency planning to ensure an uninterrupted broadcast. The team provided end-to-end support including venue sourcing, content delivery consultancy, technical infrastructure design, live production management, and real-time troubleshooting.
This virtual AGM achieved the highest level of member engagement recorded since 2016, demonstrating that with appropriate technical infrastructure and production approach, virtual formats can deliver meaningful stakeholder connection and authentic corporate communication.
