The General Meeting of Shareholders (GMS) is an important moment in the company's business cycle. Through the GMS, shareholders have the opportunity to express their views on company policies, approve financial reports, and make strategic decisions. Therefore, the implementation of the GMS must be carried out professionally and effectively so that all agendas can be implemented properly. However, holding a GMS is not an easy task. It requires careful planning, adequate facilities, and compliance with applicable regulations. In this article, we will discuss in depth how to hold a GMS that is professional, effective , and in accordance with company standards.

What is GMS?

GMS is the highest forum in the corporate governance structure that gives authority to shareholders to make significant decisions. In general, GMS is divided into two types:

1. Annual General Meeting of Shareholders (AGMS):

   • Held once a year.

   • Aims to approve annual financial reports, determine dividends, and evaluate the performance of directors and commissioners.

2. Extraordinary General Meeting of Shareholders (EGMS):

   • Implemented if there is an urgent decision that must be taken outside the annual GMS.

   • Usually related to mergers, acquisitions, changes to articles of association, or changes in leadership within the company.

Definition and Purpose of General Meeting of Shareholders

GMS is divided into two types: annual GMS for routine evaluation and Extraordinary GMS (EGM) for emergency decisions. Its main objectives are:

• Protecting shareholder rights with information transparency
• Taking material decisions such as dividends and restructuring
• Ensuring transparency of company operations

Challenges in Organizing the Company's Annual GMS

Organizing a company's annual general meeting demands technical precision. Common challenges include:

• Logistics coordination with thousands of participants
• Technical management such as electronic voting and security simulations

Key Points

• Preparation for the GMS requires professional management to meet legal requirements and logistical needs.
• GMS event services help companies reduce the risk of technical or administrative errors.
• GMS event organizer offers end-to-end solutions from registration to official meeting documentation.
• The use of modern technology such as digital voting systems is the key to efficiency in modern GMS.
• Careful planning with EO reduces company management stress before and during the meeting.

Steps for Organizing a Professional GMS

To ensure that the GMS runs smoothly, here are the main steps in its implementation:

1. Thorough Planning & Preparation

A successful GMS starts with careful planning. Some things to consider at this stage include:

• Determining the Meeting Agenda: The agenda must be designed systematically so that all important topics can be discussed clearly.

• Preparation of Official Documents: Documents such as financial reports, invitation letters, and presentation materials must be prepared well in advance.

• Delivery of Invitations: Invitations must be sent to all shareholders in accordance with applicable provisions, usually within a certain period of time before the implementation date.

2. Selection of Location & Supporting Facilities

The location of the GMS must be selected by considering capacity, accessibility, and supporting facilities. Some options that can be considered:

• Hotel or ballroom with complete facilities.

• The company's head office if it has adequate meeting space.

• Virtual platform for hybrid meetings if there are shareholders who cannot attend physically.

Facilities that must be prepared include:

• Quality audio-visual system.

• Projector or presentation screen.

• Fast and efficient participant registration system.

• Technical team to ensure smooth running of the event.

Supporting Technology for Hybrid Meeting GMS

Hybrid meeting of GMS requires sophisticated technology. This is so that physical and virtual participation runs smoothly. The main key is quality live streaming of GMS and a clear digital interaction system. Here are some technological components that need to be prepared:

Quality GMS Live Streaming Infrastructure

Choose a stable live streaming platform like Zoom or similar. Make sure:

✓ 3-4 Sony PXW 150 cameras and similar

✓ 1 Unit PC High Core i7/ Ryzen 7 VGA RTX 3060 12Gb/Ram 32/ SSD 1Tb

✓ 1 Video Switcher Avmatrix

✓ System broadcast Vmix

✓ Internet Modem 100 GB

✓ 1 Live Streaming Zoom Webinar/ meeting

✓ 8 Notebook Units Support Live Streaming

✓ 1 Unit Macbook Pro Supports Live Streaming

✓ 1 Unit Mixer Sound System

✓ 2 Headphones Audio Technica, Sony, JBL

✓ 4 Led TV 55 inch

✓ 12 Set Mic Wireless

✓ Digital Sound System

✓ HR

✓ Editing & Recording Hybrid Event Full HD

Digital Voting and Decision Making Systems

Remote shareholder participation can be done with voting applications such as Agora or Voten. The main features of the system:

• Integration with shareholder database
• Automatic voice validation in real-time
• Instant available vote result report

3. Management of Shareholder Registration and Attendance

The registration process must be carried out in an orderly manner to avoid delays or disruptions in the course of the meeting. Several registration methods that can be applied:

• Digital Registration: Using a barcode or QR code system to speed up the check-in process.

• Manual Registration: With physical attendance list, but takes more time.

• Provision of GMS Kit: Contains meeting agenda, financial reports, and stationery for participants.

Modern GMS Digital Registration System

Digital registration for GMS is changing the way we manage corporate meetings. Tools such as online portals, QR codes, and authentication systems make it faster to verify shareholder attendance. This technology ensures accurate data, from registration to calculating quorum in real-time.

4. Implementation of an Effective GMS

On the day of the meeting, it is important to ensure that the meeting goes according to plan. Some aspects to pay attention to:

• Competent Meeting Leader: Usually led by a director or commissioner who is responsible for the running of the meeting.

• Good Time Management: Every agenda must have a clear time limit so that discussions do not take too long.

• Clear Delivery of Material: Using informative presentations that are easy for meeting participants to understand.

• Recording & Minutes: Every decision taken must be recorded properly for documentation and follow-up.

GMS Event Management from Opening to Closing

Good GMS event management makes the meeting run smoothly from start to finish. The EO team is very important in maintaining the flow of the event according to regulations and legal requirements. Here are the key stages that are managed professionally:

1. Participant Registration & Verification – The team prepares the registration desk with a fast verification system. They check the shareholders’ data and provide unique IDs and meeting materials. VIP shareholders receive priority service to strengthen the company’s image.
2. Meeting Process Control – Board presentation times, agenda discussions, and voting are strictly regulated. Automated microphone settings and a digital voting system eliminate chaos. A standby team is ready to handle any unexpected technical or protocol glitches.
3. Q&A Session Management – ​​Participants use a QR code queue system to speak. Question time is strictly limited, while a documentation team records interactions. In emotional situations, a neutral facilitator directs the discussion to keep it professional.

Every step is monitored in real-time through an operational checklist. This ensures compliance with company rules. The meeting ends with the announcement of the official results and the submission of initial minutes. This shows how good management of the GMS event maintains the credibility of the company in the eyes of shareholders.

EO GMS Services: Comprehensive Services Offered

GMS EO services ensure that every step of the GMS runs smoothly. From initial consultation to final evaluation, GMS organizer services provide a complete solution. This includes the following main services:

• Pre-Event: Create event concept, coordinate with notary, send digital invitations, and prepare official documents.
• During the event: Managing the venue, facilitating live streaming, providing AV technicians, and catering services.
• Event Post: Record videos, create minutes reports, and analyze attendee participation.

5. Documentation & GMS Report

After the meeting is over, the results of the decisions must be well documented. This includes:

• Preparation of Meeting Minutes: An official document that records all the results of discussions and decisions taken at the GMS.

• Audio/Video Recording: If possible, meetings can be recorded for future reference.

• Distribution of Decision Results: Decisions taken at the GMS must be informed to all shareholders and related parties.

Why Use EO Services for GMS?

Organizing a GMS requires complex coordination, from preparation to implementation. Therefore, using the services of a professional Event Organizer (EO) can be the best solution. Some of the advantages of using an EO include:

• Time & Resource Efficiency: A professional team will handle all the preparation and execution of the event.

• Advanced Technology Support: EO can provide hybrid meeting facilities, live streaming, and digital registration.

• Regulatory Compliance: Experienced EO ensures that all stages of the GMS are in accordance with applicable regulations.

• Professional Execution: From room layout to meeting outcome documentation, all aspects are professionally managed.

• Ease of Coordination: Reducing the workload of the company's internal teams.

Conclusion

Organizing a professional and effective GMS requires careful planning, organized execution, and adequate technological support. By understanding the important stages in implementing a GMS, companies can ensure that the meeting runs smoothly and produces strategic decisions that benefit all shareholders.

For companies that want to ensure that the GMS runs perfectly, using the services of a professional Event Organizer (EO) can be the best solution. With the support of a team of experts and the latest technology, the GMS can be carried out efficiently, effectively, and according to corporate standards.