How to plan an annual general meeting
Getting every member together at the same time is the main challenge of an annual general meeting. Here is a simple way to find the date that works for most people, without endless email threads.
List your date constraints
Before proposing slots, identify your target window (for example the end of the quarter), your association's statutory notice periods, and the dates to avoid (school holidays, public holidays).
Propose 3 to 5 slots
Too many options dilute responses, too few reduce your chances. Three to five slots spread over two weeks give the best turnout. Vary the days and times, both evenings and daytime.
Share an availability poll
Create a Calenoo poll, add your slots, then send the link to members. Everyone marks “available”, “maybe” or “unavailable” without having to create an account.
Confirm and send the invitation
Calenoo highlights the best slot based on the responses. Confirm it: participants automatically receive a calendar invitation (.ics) to add to their agenda.