For Presentation at July 13, 2010 Open Meeting of the Shareholder Forum
Cathy H. Conlon, invited expert
Virtual Shareholder Meeting
The release of the Virtual Shareholder Meeting Service by Broadridge in May
2009 resulted in many questions from companies intrigued by the concept of a
Virtual Shareholder Meeting, but concerned about how such a meeting would
take place. Below are some of the most frequent questions/concerns that
have been raised to us:
With modern technology, any type of meeting can be electronic-only or some
level of “hybrid” with a location for some participants. Under what
circumstances would a Virtual Only meeting format be favored? When is it
more appropriate to hold a hybrid meeting?
Is audio-only generally acceptable if a live video webcast is not
feasible? Should audio-only meetings include slide presentations on the
What are the considerations for including or excluding a Conference Bridge
for shareholders who do not have access to the web or audio capabilities on
What has been the practice to date for board members to attend virtually
(not in the same location as other members)?
Is it feasible for the inspector to attend/inspect virtually?
Are there limits today on physical attendance and can/should that be carried
over to the virtual version of a meeting? Are there necessary limits on the
number of persons attending electronically?
Non-Shareholder attendance; what is the current practice; can more
attendance be offered with the use of webcasts/audio?
To hold a valid virtual shareholder meeting, should all attending
shareholders be allowed to vote at the meeting?
Should all attendees see the questions as they are submitted? Should this be
limited to shareholders only? Should the tool allow the company to reply to
a single shareholder?
How should questions that are not answered be handled? Should a company
commit to post all Q&A after the meeting on the company website?
Is it acceptable for shareholder proposals to be presented via phone-bridge?
Should there always be an invitation to present at the same location as the
company? Would a pre-recorded message be acceptable?
Is trouble-shooting/frequently asked questions process acceptable? Should a
company have Shareholder Support Lines available to assist shareholders? Is
“Chat” support an acceptable substitute for phone support?
Are there concerns/questions on providing registered list in virtual only
July 8, 2010
Cathy H. Conlon
Vice President, Strategic Development
Broadridge Financial Solutions, Inc.