From keeping board meeting minutes to ensuring conversations remain on topic, here are some tips on how to host an annual shareholder meeting. Provide shareholders with complete, detailed instructions on how they can attend the meeting and vote prior to and at the meeting.There is no obligation to be present. How to run a shareholder meeting, including topics to discuss, what to vote on, who must be present and when to hold the required annual meeting. Hosting an effective shareholder meeting requires careful planning and execution. Here are five steps to host… The biggest benefit for a shareholder who attends meetings is simple: it's one of the best ways to protect your investment. All shareholders are legally obligated to receive an invitation to these meetings. The board of directors should also be represented. The 2025 annual meeting will be on Saturday, May 3.