Hosting An Online AGM: Blog Takeover with UBWRFC Captain, Frankie

COVID-19 can be seen everywhere in the news today, in fact it’s almost impossible to open up social media without seeing an article about it. However, at UBWRFC (Women’s Rugby), we didn’t let the fact our members are all hundreds of miles apart get in the way of everyone’s highlight of the year – the AGM.

The aim of our AGM was to make the best out of a bad situation and to ensure newly elected committee don’t miss out on the experience of this important event in our club calendar.

I hope to share with you some tips to ensure every club is able to host a successful, fair but most importantly inclusive, virtual, AGM for their whole club.

Our AGM

  • 65+ members voting
  • 70+ people watching along
  • 11 newly elected committee members
  • Accessible to both members and coaches

Our Tips

Choose an appropriate media platform!

As silly as it sounds, the choice of platform you decide to host your AGM on can really detract or enhance everyone’s experience. An application such as house party is in accessible to a lot of members and quite frankly rather messy-especially for a group of rugby girls. Our solution was to use Facebook live stream as we were able to broadcast the event to everyone without having to make a new group, ensuring everyone was included…coaches too!

Keep it as true to a real AGM as possible

Admittedly this years’ AGM aren’t exactly going to be the same as normal, however by making it as realistic as possible makes the night seem as if it is no different. In our AGM we included speech videos to watch together and live facetime calls to record the newly elected committees’ reaction of the best moment of their life. Additional to this, we had a committee stick man drawing in the background, so that as people were elected their paper faces were moved up, gradually forming the committee as the meeting went along-this even made a new committee picture possible. Play about with this, plus it makes the night more memorable.

Keep everyone involved

As well as live facetimes on the night, club members were also able to comment along and express their thoughts and feelings throughout the night making sure everyone was included.

Be prepared

Even on a regular AGM night, there is bound to be an unexpected curve ball that needs to be dealt with. In our case, a vacant committee position was opened up on the night and people put themselves forward for the position. Ensure you have the ability to deal with situations like this, i.e. be able to make a voting medium quickly to cater for these changes.

Let’s just say these alternative, virtual AGM events will be remembered by club members for years to come but remembered as an event that continued to unify the club even during the craziest time of our lives!