One of the requirements for corporations in most states is to have an annual board meeting. Typically, these are held near the end of the year.You must meet specific corporate responsibilities to stay in good standing as an entity. One of them is to hold regular meetings, documented with minutes. You should set out clear objectives and have a meaningful reason behind holding an annual staff meeting. Masterfully communicating and articulating the annual plan can get people to visualize the months, quarters, or years it'll take to accomplish them. Why hold an annual meeting? Free annual shareholder meeting minutes template. How to hold an annual shareholder meeting and document your corporate minutes. An annual board of directors meeting waiver of notice is a document that directors sign to agree to hold an annual meeting despite a lack of formal notice.