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  • Most of the applicable rules appear in each country's bylaws. Be sure to review the entire bylaws when you prepare. For example, the descriptions of officers' positions may include a requirement to report at the AGM.
  • If your committee is a registered organization within your country, be sure to review your country's AGM requirements. 
  • Provide a notice of the meeting time and date to all your membership. The schedule for the notice will likely be indicated in your bylaws, otherwise it is 30 days.
  • Ensure you have a quorum (check your bylaws).
  • Take meeting minutes and submit these minutes to the International Secretary
  • To hold Hold your AGM before July 1 of each year – or before the deadline indicated in your bylaws.

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  • Set a date and time with your excom that allows ample notification time.
  • Create an AGM event on your DA webspace for members to use to rsvp. 
  • Email an announcement of the meeting to all your members that , make sure it meets your notification criteria.
  • Consider announcing the meeting on FB as well as via email.
  • Plan your agenda with your excom.
  • Organize volunteers for each aspect of the program. Examples include:
    • Welcome team to greet members as they arrive
    • Refreshments organizer
    • Someone to take meeting minutes if your secretary is not present. 
    • Someone to work with your speaker 
  • Confirm your speaker (if you will have one) well ahead of time.   

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