Shareholder meetings are a regulatory requirement, so both private and public companies must hold these meetings. The notice should include all the basic meeting details and other important pieces of documentation, such as the meeting agenda.The ordinary shareholders' meeting must be held once a year, within 6 months of the end of the financial year. Basic meeting information must be noted, such as start time, end time, date, and place. Will hold a Special Meeting of Shareholders on May 8, 2009 beginning at am, local time, at the company's offices. Identify annual shareholder meeting requirements and simplify your planning with a checklist of the steps and processes needed for success.