Notice of annual meeting – how to get it right from invitation to completed meeting
A notice of an annual meeting is the formal invitation that gives members the right information at the right time: date, venue, agenda and the documents they need to take part in the decisions. What applies to your association is governed by your bylaws.
The annual meeting is the association's most important meeting, and the notice is what makes the meeting valid. A notice that is sent too late or lacks the right content can, at worst, mean that the decisions can be challenged. This guide covers what a notice of an annual meeting should contain, when it should be sent and how to make the whole flow easy, from mailing to registration and reminder. If you want to set up the notice and registration right away, there is a free account in Paloma with 80 participants per meeting.
What do the bylaws say?
Always start here. The bylaws normally specify:
- Notice period – how long before the meeting the notice must reach the members at the latest, often two to four weeks.
- Method of notice – letter, email, notice board or the association's website.
- Which documents must be attached or made available, for example the annual activity report, the annual accounts and the nominating committee's proposals.
Follow the bylaws to the letter. It is cheap insurance against disputes afterwards – and if something is missing from the bylaws, good association practice applies: send the notice in good enough time that everyone can reasonably read it.
What the notice should contain
The association's name and that it concerns the annual meeting (or annual general meeting).
Plus a meeting link if the annual meeting is digital or hybrid.
With the items the bylaws require – items for decision must be included.
The board's proposals and submitted motions, or where they can be read.
How to register and the deadline for doing so.
Any information about proxies, voting rights and powers of attorney.
The format matters if more people are to read and remember the notice. A clear, mobile-friendly digital invitation makes the notice easier to take in than an attached document.
Digital or physical annual meeting?
More and more associations hold digital or hybrid annual meetings. First check that the bylaws allow it. The advantages are more participants, simpler logistics and lower cost. Remember to:
- send the meeting link in good time and again on the day, preferably as a group SMS to those registered
- test the voting technology in advance, especially for elections by secret ballot
- appoint someone to help participants with the technology during the meeting
Our guide to organizing a digital event has more practical tips.
How to make mailing, registration and reminders easy
The practical flow around the annual meeting is often what takes the board the most time. This is what it can look like when it works:
The notice is sent as an email
To the whole membership register, good-looking and mobile-friendly, with the documents linked.
Members register via a form
So that you know how many are coming, who is taking part digitally and any special requests.
Reminders go out automatically
To those who have not registered, and an SMS reminder the day before the meeting to everyone registered.
After the meeting
Minutes and thanks are sent to the participants – and the voting register is already done from the registrations.
With Paloma's event platform you handle the whole chain in one place: mailings, registration forms, participant list and reminders. Many associations use the same flow for member meetings, training sessions and parties throughout the rest of the year.
The notice is only the first step, though – we have a separate guide to planning and running the annual meeting, from timeline and meeting format to voting register and minutes. If you want to get started with regular member mailings, we also have a guide to newsletters for associations.
Common mistakes with notices of annual meetings
Notice sent too late
Count backwards from the meeting date and put the mailing date in the calendar as soon as the meeting is booked.
Incomplete agenda
Items for decision that were not included in the notice may have to be postponed.
Outdated membership register
A notice that never arrives is no notice at all. Read more about keeping the membership register up to date and cleaning out bouncing addresses.
No registration
Without registrations you know neither how many chairs or pastries you need, nor who should get the meeting link.
Frequently asked questions about notices of annual meetings
How far in advance should the notice be sent?
Your bylaws decide. Two to four weeks is most common in Swedish associations. If the bylaws do not state a time, send the notice in good enough time that all members can reasonably read it.
Can the notice be sent by email?
Yes, if the bylaws allow it or do not specify another method. Email has the advantage that you can see that the notice has been delivered and opened.
What happens if the notice is sent too late?
The meeting can still be held, but members can challenge the validity of the decisions. If in doubt: check with the members or move the meeting.
What should the agenda for the annual meeting include?
The bylaws decide, but a typical agenda includes the opening of the meeting, the election of a meeting chair and secretary, whether the meeting was duly convened, the approval of the voting register, the activity and audit reports, discharge from liability for the board, elections, motions and the board's proposals, and the closing of the meeting. Items that require a decision must be included in the notice.
Do you need registration for an annual meeting?
No, members normally have the right to attend without registering in advance. But voluntary registration makes planning much easier, especially for digital meetings – and the list is a good basis when the voting register is to be approved.
Make the year's most important mailing the easiest one
Send the notice, take registrations and schedule the reminders in the same place. The free tier gives you 250 emails a month and up to 80 participants per event.
Create a free accountThis guide to notices of annual meetings is for boards of non-profit associations, joint property associations and federations. The notice, the registrations and the reminders are the same flow that associations use for member meetings and training sessions all year round. You can find more guides for associations among our guides.