AGM Specialists · India-wide
Annual General Meeting Organizer
Notices drafted to MCA format, quorum tracked the moment doors open, e-voting windows opened on time, AGM minutes signed before the chairman leaves the building. We run shareholder meetings the way boardrooms actually expect them to run.
About the practice
A meeting where shareholders feel heard, not processed.
An Annual General Meeting is the one time in the year your company speaks directly to the people who own it. Done badly, it produces a thin attendance, an MCA query, and a chairman who'd rather not do it again next year. Done properly, it becomes a confidence-building ritual of corporate governance.
We have organised shareholder meetings for listed Indian companies, family-owned private firms, public-sector undertakings and overseas-listed entities holding their AGM on Indian soil. The register of statutory obligations is the same each time, but the room you fill, the way you explain the numbers, and the votes you need to count deserve a meeting specialist, not a generic event vendor.
500+AGMs managed
100+Corporate clients
10+Years in practice
Which format fits your meeting
In-person, virtual or hybrid Annual General Meetings
Different shareholder profiles ask for different formats. We help you pick the combination that meets the Companies Act while keeping remote investors genuinely engaged, not just logged in.
Physical AGM
On-site shareholder meeting
For Boards who want maximum stamp of authority, with a hospitality-grade setup at a hotel, convention centre, the registered office or a factory floor.
- Printed notice kits dispatched by speed post and email
- Ballot papers, poll slips and a managed queue at the entrance
- Prize-winning attendance dashboards for board reporting
Virtual AGM
End-to-end virtual AGM
No physical venue. Shareholders log in from any device, vote through an MCA-aligned e-voting window, and the chairman signs minutes from his study.
- Encrypted attendee portal with face-match verification
- NSDL / CDSL integrated e-voting windows opened and closed by us
- Recorded Q&A queue with moderator controls
Hybrid AGM
Hybrid Annual General Meeting
A real room, a real audience, plus every shareholder attending remotely through a livestream that does not buffer when the poll is called.
- Dual-channel audio with auto-failover between stage and cloud
- Synchronised voting from both physical and remote channels
- Single signed attendance register covering both pathways
Full-scope AGM delivery
What our AGM team actually does on the floor
Each scope below is a working owner on our side, not a deliverable handed to you. Where legal sign-off is required, we co-ordinate with your company secretary and legal counsel; we don't replace them.
01
Notice, agenda & explanatory statement
Drafting in MCA format with the board's pre-approved text, then e-filing on your behalf through the MCA portal with the registered timeline.
02
Venue shortlisting & contracting
Hotels, convention halls, registered offices, embassy halls — we pre-negotiate the cancellation fine print before you sign anything.
03
E-voting & poll-of-polls management
Setting up remote e-voting windows, synced with the physical ballot at the meeting so a single reconciled poll is filed with the minutes.
04
Live streaming & hybrid broadcast
Multi-camera feed with back-up redundant streaming servers so the chairman's address reaches every investor without a dropout at the vote.
05
Registration & identity check
On-site entry desk with PAN/DIN cross-check, power-of-attorney validation, e-voting token handout for shareholders who joined remotely.
06
AGM minutes drafting
Real-time stenographer on stage, then a clean, ROC-ready draft signed by the chairman within the 14-day window the Act requires.
07
Hospitality & priority movement
Lounge for registered shareholders, separate green-room for the board, dedicated F&B manager and brief assembly points for VIPs.
08
Post-AGM filings & statutory closure
From MGT-15 filing to ROC e-forms, we close the loop with the registrar so the AGM doesn't leave a tail of unresolved compliance items.
09
Security & crowd control
Trained AGM bouncers (not the wedding kind), media-management desk, isolated press overflow and a back-of-house route for directors.
The runway
Six weeks is what we ask for. Less is also possible.
Listed-company AGMs are governed by a 21 clear-day notice between dispatch and meeting date. Working backwards from there is the only way the timetable fits without late-night scrambles.
Week 1
Brief & date lock
Board approval, date confirmation, company secretary kick-off. We map the venue, the streaming vendor, and the e-voting window.
Week 2
Notice & agenda
Notice and explanatory statement are finalised in MCA format. We reconcile every figure the chairman plans to present on stage.
Week 3
Dispatch & e-voting open
Physical notices go out through courier and India Post, the e-voting window opens under NSDL/CDSL, and the AGM portal goes live.
Week 4
Dry run & registration
AV is wired, the chairman's address is rehearsed, the registration desk is built. We walk the route a director will actually take on arrival.
Week 5
Pre-meeting checks
Attendee reconfirmation, e-voting numbers against share register, last-minute auditor clarifications and the chairman's Q&A brief is signed off.
Week 6
AGM day & minutes
Doors open 90 minutes ahead, quorum tracked live, AGM-minute stenographer on stage. Minutes ready for chairman's signature by Day 14.
Recent work
AGMs we've walked into and walked out of
Five projects from the last thirty months. We change few details about the celebrants; what we publish is what was actually approved for release by the respective company secretaries.
Why companies hand this to us
AGM organisers who have read the Companies Act more than once
Mistakes at an AGM cost real money. A voided poll triggers a fresh notice cycle. A minute drafted poorly gets questioned at the next ROC inspection. We have spent ten years watching the small missteps that become expensive. That is the work we sell.
- Statutory clarityWe track the actual timeline, not a checklist. Listed, private, Section 8 company or producer company — each has a different runway and our process is mapped to the right one.
- Vendor-grade AV, not hired gearOur broadcast team carries redundant encoders wherever the AGM is hybrid. The chairman's voice is the one piece of the meeting that cannot drop, so we don't let it.
- E-voting we can defendOur hybrid platform reconciles remote votes with the physical poll, not alongside it. The MCA scrutiniser can pull a single record and trace every share.
- Crew that has done this beforeThe registration desk, the stage crew, the security team — all of them have worked AGMs before. You will not be the rehearsal for someone else's first time.
Compliance without drama
What stays inside the rule book
Every AGM has a paper trail the Companies Act expects. We keep ours ready for the inspector before they arrive.
21
Clear-day notice
Listed-company AGMs. We count the days and document the dispatch record the ROC will ask for.
5
Quorum on first call
Tracked live at the entry desk, escalated to the chairman if the half-hour deadline slips.
14
Days to sign minutes
Stenographer on stage, clean draft in the chairman's inbox within 14 calendar days of the meeting.
30
Days to file MGT-15
Minutes filed with the Registrar of Companies inside the 30-day window the Act requires.
Anticipating the questions
What directors and company secretaries ask us first
These are the questions that come up at the first briefing call. If yours isn't here, ask anyway — there's a 90% chance we've handled it before.
How much lead time do you actually need?
For a listed AGM, give us six weeks; for a private limited AGM, three weeks is realistic but stretched. Two-week turnarounds are possible if the board has already approved the date and the auditor is on board.
Can shareholders attend remotely and still have a valid vote?
Yes. The remote votes cast through our NSDL/CDSL-aligned e-voting window are treated as part of the official poll. The chairman announces a single reconciled result at the meeting, not two separate counts.
Will you draft the notice and the agenda?
We draft both, plus the explanatory statement. The board approves the wording before the notice is dispatched; we don't put anything in the shareholders' hands that the directors haven't signed off.
What if our quorum shortfall is discovered mid-meeting?
We watch the entry register live, flag a shortfall as soon as the half-hour window crosses, and brief the chairman on whether to wait, call an adjournment, or pivot to a reconvened meeting under Section 174. The decision stays with the chair; we only surface the numbers.
Where in India will you run our AGM?
Anywhere with a meeting room and a power backup. We have permanent staff in Delhi NCR, Bengaluru and Patna, and run travelling AGMs across Mumbai, Hyderabad, Chennai, Pune, Kolkata, Ahmedabad, Chandigarh, Goa and Jaipur. For overseas-listed AGMs in India, we handle embassy and consulate venues as well.
How is the fee structured?
An AGM is priced against four variables: format (in-person, virtual, hybrid), venue city, attendee count, and the AV broadcast hours. The first proposal we share is a fixed scope, not an open-ended estimate. Travel and venue hire are billed at cost with documentary proof.
Ready when the board approves the date
Tell us the meeting date. We'll tell you what's still open.
Send us the financial year-end, the target date and the format you're considering. Within one working day we'll send back a phased plan, a fixed scope quote and a list of decisions we need from the company secretary.