Annual Meeting Preparations Underway

get Ready too Connect: Virtual APHA Annual Meeting & Expo Kicks Off Soon

The American Public Health Association (APHA) Annual Meeting & Expo is set to transform into a dynamic virtual experience this year,commencing on October 24th and running through October 28th. “Get ready,” a key initiative in emergency preparedness, is poised to be an active participant, inviting attendees to engage with their virtual booth.

This year’s digital format promises an immersive experience,featuring virtual booths,insightful scientific and poster sessions,and ample opportunities for networking and engagement. A significant advantage of the virtual setting is the 24/7 access to all sessions and events,allowing participants to join from the convenience of their own space. Furthermore, all content will remain accessible on demand until August 2021, ensuring no attendee misses out on critical details. Registration is still open for those who wish to participate.

At the “Get Ready” booth, attendees can expect a warm welcome through a featured video, offering a comprehensive overview of the initiative’s mission and activities. The booth will also provide direct links to downloadable fact sheets and infographics, equipping individuals with essential knowledge for preparing for various types of disasters. For personalized guidance, visitors can schedule one-on-one appointments with “Get Ready” experts to address specific questions regarding emergency preparedness.

The urgency of preparedness has been starkly illustrated throughout the current year,especially with the ongoing global COVID-19 pandemic. The public health imperative to continue practicing safety measures such as mask-wearing, hand hygiene, and physical distancing remains paramount. The recent devastating impacts of wildfires and hurricanes across the United States underscore the critical importance of being prepared for all types of emergencies, ensuring the safety and well-being of individuals and their families.

“Get Ready” encourages all attendees to visit their virtual booth and share their own preparedness journeys by tagging @GetReady on Twitter and using the hashtag #APHA2020. The shift to a virtual platform allows for broader participation and continued education on vital public health and emergency preparedness topics, making this year’s APHA Annual Meeting & Expo an indispensable event for anyone committed to health and safety.

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Defining Meeting Objectives & Agenda Creation

Accomplished annual meetings don’t just happen. They’re the result of meticulous planning. The first step? Clearly defining the objectives. What do you want to achieve wiht this meeting? Are you focusing on shareholder updates, financial performance reviews, strategic planning, or a combination?

Once objectives are set, build a focused agenda. Consider these elements:

Executive Reports: Updates from the CEO, CFO, and other key leaders.

Financial Review: A detailed look at the company’s annual financial statements.

Board Elections: If applicable, the process for electing board members.

Q&A Session: Crucial for openness and addressing investor relations.

Future Outlook: discussion of upcoming projects,business strategies,and market trends.

Prioritize agenda items based on importance and allocate sufficient time for each. A well-structured agenda keeps the meeting on track and maximizes engagement.

Logistics & Venue Selection: Ensuring a Smooth Experience

The physical (or virtual) space substantially impacts the meeting’s success. For in-person events, venue selection is paramount. Consider:

1. Capacity: Ensure the venue comfortably accommodates all attendees.
2. Accessibility: Choose a location easily accessible by public transportation and with ample parking.
3. AV Capabilities: High-quality audio-visual equipment is essential for presentations and remote participation.
4. Catering: Provide refreshments and meals appropriate for the meeting’s duration.

For virtual annual meetings, platform selection is key. Look for features like:

Secure Voting: Essential for shareholder votes.

Interactive Q&A: Allow attendees to submit questions in real-time.

Live Streaming: Ensure a stable and reliable broadcast.

Reporting & Analytics: Track attendance and engagement metrics.

Don’t underestimate the importance of logistical details like registration, signage, and technical support.

Communication & Shareholder Engagement Strategies

Effective communication is vital for maximizing attendance and engagement. Start early with a notice of annual meeting, outlining the date, time, location (or virtual platform details), and agenda. Utilize multiple channels:

Email Marketing: Targeted emails to shareholders.

Company Website: A dedicated page with all meeting information.

SEC Filings: Compliance with regulatory requirements.

Social Media: Promote the meeting and engage with shareholders.

Encourage shareholder participation by:

Providing clear instructions for voting.

Offering a pre-meeting Q&A submission option.

Actively responding to shareholder inquiries.

Considering a hybrid meeting format to accommodate both in-person and virtual attendees.

Legal & Regulatory Compliance: A critical Checklist

Annual meetings are subject to strict legal and regulatory requirements. Ensure compliance with:

SEC Regulations: Specifically, rules related to proxy statements and shareholder communications.

State Corporate Laws: Varying requirements depending on the company’s state of incorporation.

Bylaws: Adherence to the company’s internal governing documents.

Key compliance tasks include:

Preparing and distributing a proxy statement.

Maintaining accurate shareholder records.

Properly documenting meeting minutes.

ensuring secure voting procedures.

Consult with legal counsel to ensure full compliance and mitigate potential risks.

Utilizing UTM Parameters for Campaign Tracking

To effectively measure the success of your meeting promotion efforts, leverage UTM parameters in your URLs. As highlighted by Google Analytics support (https://support.google.com/analytics/answer/10917952?hl=en), UTMs allow you to track the source, medium, and campaign driving attendance.

Example:

https://www.archyde.com/annual-meeting?utmsource=email&utmmedium=newsletter&utmcampaign=am2025

This allows you to see in Google Analytics 4 (GA4) which email newsletter drove the most registrations. Key UTM parameters include:

utmsource: Identifies the source of the traffic (e.g., email, social media).

utmmedium: Identifies the marketing medium (e.g., newsletter, cpc).

utmcampaign: Identifies the specific campaign (e.g., am2025).

utmterm: Used for paid search to identify keywords.

utmcontent: Used to differentiate ads or links within the same campaign.

Technology & Tools for Efficient Meeting Management

several tools can streamline annual meeting preparation:

Meeting Management Software: Platforms like Diligent Boards or BoardEffect facilitate board communication and document management.

Virtual Meeting Platforms: Zoom, Microsoft Teams, and Webex offer robust features for virtual meetings.

Proxy Solicitation Services: companies like Morrow Sodali and Institutional Shareholder Services assist with proxy voting and shareholder communication.

* Project Management Tools: Asana, Trello, or Monday.com