AGM and shareholder meeting recording

A good recording of an annual general meeting (AGM) starts with one decision: what is the video for, and who approves it? Once that is settled, the filming is straightforward. We record the meeting you describe, and you decide how the footage is reviewed and used.

What does an AGM or shareholder recording cover?

We plan coverage around the order of your meeting, for example:

• The proceedings: the chair’s opening, resolutions, presentations and close, recorded from start to finish.
• Slides and screens: shots that keep presentation slides readable, which works best if we receive the files beforehand.
• Question and answer: the person asking and the person answering, with clear audio for both.
• The setting: registration, the hall and arrivals, if you want a short recap with some context.
• Members online: livestream or hybrid coverage, available on request and confirmed for each event.

Which recording does the meeting need?

Treat the video as a record of the room, alongside the minutes. Which parts of a meeting must be recorded or kept, and for how long, is for your company secretary or legal adviser to confirm.

What do we agree before the meeting?

1. The purpose: private record, member update, or both.
2. The reviewer: one named person or a small group, and the order in which they approve.
3. Question handling: how questions are taken, whether they are recorded in full, and whether they appear in shared versions.
4. Sensitive segments: any closed session, voting moment or part that stays off camera.
5. Notice to attendees: how members are told that filming is happening. If identifiable people are recorded, personal data rules may apply, so confirm the wording with your own data protection contact.
6. Venue rules: some convention venues, such as KL Convention Centre, expect advance notice of commercial filming and agreement on camera positions and cable runs.

The coverage brief builder turns these points into a short brief you can send to your committee. Our guide to permissions and responsible publication covers the wider questions.

How does review and release work?

We recommend two stages. First, the full recording goes to your named reviewer, privately. Only after approval do we cut any shorter version, such as a recap or separate addresses.

The video decisions and approvals planner helps list who signs off what. The quote states how many review rounds are included, so there are no surprises later.

How do we work on the day?

We plan a small crew that stays out of members’ way. Camera positions are agreed with the chair or venue beforehand, and we take sound from the venue’s microphones wherever we can, and agree a backup recording with you. For a large hall or a stage with several speakers, multi-camera recording can be added on request.

If your meeting is part of a wider event, see our corporate event videography service. For results presentations, our guide to investor briefings covers the points specific to them.

Meeting length and whether there is a live or hybrid element move the quote most here; see how pricing works. The written quote lists the hours, crew, outputs and review rounds.

For a legal question about your event, ask a qualified adviser.