How to make the virtual general meeting a success
Virtual AGMs are now permitted. They save time and costs and allow participants to attend flexibly. The following points must be observed to ensure that they fulfil the legal requirements:
1. prior amendment of the Articles of Association: The Articles of Association must be amended so that the virtual AGM with voting can be held. This means a lead time of approx. one year.
2. technical requirements: To ensure that the AGM runs smoothly, the technology must be rehearsed and the participants may need to be trained. In the event of technical problems during the GM, the entire GM must be repeated.
3. identification: The company must ensure that only shareholders can participate in the AGM. This can be achieved by authentication using access codes, passwords, etc.
4. Shareholder rights: Shareholder rights such as submitting motions, asking questions, etc. must be guaranteed and voting must be possible.
5. data protection: The transmitted data must be protected.
The minutes must fulfil the same requirements as for a conventional general meeting. In addition, relevant technical problems must be documented in the minutes.