Members' Meeting (AGM)

An AGM where every member is heard

A members’ meeting is all about accountability and decision-making. The board explains the annual accounts and proposals, and members have the right to ask questions and to vote. If a question from the back row does not carry, or a voting proposal is unclear on screen, the legal validity of a decision quickly comes under pressure. That is why we set up an AGM so that everyone can hear and follow one another.

HuurAV.nl provides the complete audiovisual technology for members’ meetings in Amsterdam and the surrounding area. We think along about how members take the floor, how the board is reinforced and how documents and votes are made visible. The foundation for all of this lies in sound and intelligibility, because without clear speech a meeting grinds to a halt.

Questions from the floor, handled in an orderly way

The hallmark of an AGM is that members speak from the floor. We work with microphones in the hall, for example roving microphones that are passed around or fixed points that members walk up to. That way every question is instantly intelligible and the chair keeps control over who is speaking. The board table gets its own reinforcement, so explanations of the agenda and responses to questions come across well in every row.

For the room reinforcement and the microphones we draw on our sound discipline, which we tune to the acoustics of the space. A reverberant hall calls for a different approach than a small meeting room, and we shape the setup accordingly.

Documents and votes on screen

Decision-making calls for visibility. We show the agenda, the annual accounts, the budget and the voting proposals on a large screen or through projection, so every member knows exactly what is being voted on. We also display voting results clearly. You can read how we build this at visuals, screens and projection, and we match the accompanying video equipment to the size of the room and the viewing distance.

Can some of your members not attend in person? Then we provide a hybrid connection through livestream and recording, so they can watch from home, ask questions and vote. We make sure the sound from the room and the presentation visuals reach them cleanly too.

Setup, testing and on-site support

We start with the question of how your meeting is structured: the number of members, the number of voting points and whether there is a hybrid element. On the day itself we set up well ahead of time and test the sound both at the board table and at the back of the hall, so questions carry from every corner. A technician stays on hand to pass around microphones, switch the visuals for a new agenda item and adjust as needed if the meeting runs long or an extra round of voting is required.

Would you prefer to pick up individual equipment yourself? That is possible through SpeakerVerhuur.nl. For a fully managed members’ meeting with technology and on-site support, request a quote and we will put together a proposal that suits your association.