AGM Venue

AGM / EGM Package (Lai Chi Kok)

HK$2500/ 2 hours

• Complimentary use of projector and screen

• Complimentary wireless microphones (4 pieces)

• Bottled water for head table (4 bottles)

• Papers & Pencils

• WIFI Internet access

• Head Table and Reception Table Set up

• Digital Signage

  Add-on Amenities

• VIP room for C-level executive

• Light refreshment and catering arrangement

• Telephone and video conference set-up

• Laptop rental

• Backdroup production

Prime Location

Tower 1, Cheung Sha Wan Plaza, 833 Cheung Sha Wan Road, Kowloon

(1 minute walk from Exit A of Lai Chi Kok MTR Station)

AGM / EGM Package (CENTRAL)

HK$3200/ 2 hours

• Complimentary use of projector and screen

• Complimentary wireless microphones (4 pieces)

• Bottled water for head table (4 bottles)

• Papers & Pencils

• WIFI Internet access

• Head Table and Reception Table Set up

• Digital Signage

  Add-on Amenities

• VIP room for C-level executive

• Light refreshment and cantering arrangement

• Telephone and video conference set-up

• Laptop rental

• Backdroup production

Prime Location

33 Des Voeux Road Central, Central, Hong Kong

(1 minutre from Central Railway Station)

AGM/EGM Compliance Requirements in Hong Kong: What YOU Must Know

What is AGM compliance?

You will have to book a venue for AGMs/ EGMs at least 21 days (AGMs) / 14 days (EGMs) before the meeting as a compliance requirement. A written notice must be given to shareholders before the AGM date. This applies to both physical and virtual/hybrid meetings.

Other Key Compliance Requirements:

• The AGM must be held within 6 months after the end of the financial year.

• Shareholders must be given timely access to meeting materials and voting procedures.

• Companies must follow their constitutional documents and HKEX Core Shareholder Protection Standards.

• If using virtual or hybrid formats, clear instructions for pre-registration, verification, and access must be provided

Why Book an External Venue Instead of Using Your Office for an AGM?

Holding the AGM off-site creates a neutral, professional environment that helps reduce emotional intensity and encourages respectful dialogue. It also protects your internal workspace from disruption or reputational risk.

In rare cases, shareholder meetings can become confrontational. External venues offer multiple exit routes, VIP rooms and discreet staff support, allowing executives or board members to leave safely if needed.

External venues are experienced in hosting compliant events, with secure access control, registration desks, and privacy for sensitive discussions.

How often should AGMs be held?

AGMs should be held annually, typically within a specified timeframe after the fiscal year ends to comply with regulations.

Who can attend the AGM?

Shareholders and stakeholders are allowed to attend the AGM.

What is the venue set-up for AGM?

A registration table and electronic signage outside the meeting venue. Theater seatings in the venue with head tables, chairs, pen & paper, bottle water for head table.

How to prepare for an AGM?

Book a professional AGM venue and send a written notice to shareholders with date, time and address 14 days / 21 days prior EGMs and AGMs. Preparation involves organizing documents, notifying participants, and ensuring compliance with legal requirements for the meeting.

To book a professional AGM/EGM venue , please contact us at sales@excellentvenue.com or call / WhatsApp (852) 6137 6220