Identify annual shareholder meeting requirements and simplify your planning with a checklist of the steps and processes needed for success. As companies finalize materials for annual shareholder meetings, we recommend consideration of the following key requirements and disclosures.The ordinary shareholders' meeting must be held once a year, within 6 months of the end of the financial year. Please enjoy our free annual shareholder meeting minutes template. This form—and all of our website's content—is intended for individual use. Corporations typically hold several required formal meetings each year. The exact requirements vary depending on state laws and your corporation's bylaws.