If shareholders want to hold their first meeting right away instead of waiting for notice, they can sign a waiver. A successful shareholder meeting is built on a wellcrafted plan.The first step is to determine the date, time, and location for the meeting. Look in the Berkshire annual report. There's a page in the back you tear out and mail in. Free annual shareholder meeting minutes template. How to hold an annual shareholder meeting and document your corporate minutes. Identify annual shareholder meeting requirements and simplify your planning with a checklist of the steps and processes needed for success. Annual reports distributed to shareholders in connection with the annual meeting must be furnished electronically on EDGAR as an "ARS" submission.