Calling the general meeting

When should a general meeting be called?

It is typically called no later than 3–5 months after the end of the financial year. However, the exact timing can vary from one association to another.

If the notice for the general meeting is sent too late according to the formal requirements in the articles of association, a new meeting must be called, as the meeting would otherwise be invalid. In special cases, the chairperson can ask the general meeting whether they are willing to waive the formal requirements in the articles of association.

The articles of association should also state how far in advance the meeting must be announced, which is usually 30 days before the meeting.

 

Calling a general meeting

The notice/invitation to the general meeting should include:

1. Where and when the general meeting will take place.
2. It can also mention the latest date for registration if you want an overview of catering or how many chairs to prepare. Keep in mind that the registration deadline should ideally be close to the meeting, as people tend to sign up at the last minute.  
3. The agenda for the meeting.
4. Check your articles of association to see if your association has any other requirements for the notice.

 

Good luck with your general meeting!