The app for an annual meeting
An annual meeting has two halves that behave nothing alike. There is a business session with an order of paper and a room that must be quiet, and there is a conference around it where the members actually want to talk to each other.
A planning figure for a mid-sized member organisation. Note the field: past 1,000 activated delegates the cost stops moving.
Two halves that behave nothing alike
An annual meeting app carries the agenda for both halves of an AGM or annual member conference: the formal business session with its order of business, and the educational and social programme around it. event67 gives members the schedule, a searchable member directory, Q&A on the business session, and a record of every question asked. It does not run votes, ballots or proxies, and it does not track continuing-education credits.
An order of business people can follow
The formal session runs to a published order: reports, accounts, resolutions, elections. Putting it in the schedule as timed items with documents attached to each means a delegate can see where the meeting is up to without the chair being asked. It reduces the single most common interruption in a business session.
Questions from the floor, in an order the chair can defend
Upvoted Q&A gives the chair a ranked list rather than a queue at a microphone. For a contentious item, being able to say that the question being taken is the one most delegates wanted asked is worth a great deal to a chair. A held question is held before it reaches the stage screen rather than after it is asked, which is a decision the chair makes once instead of an interruption they manage repeatedly.
Members who join for the room, not the reports
The reason most delegates travel is the other delegates. A searchable member directory with profiles, and QR connections made in person, turn the corridor into the part of the meeting people say was worth the airfare.
A defensible record afterwards
The reports archive keeps every question asked, every poll run and every photo submitted. That is not the minutes, and it does not replace them, but it is a complete account of what the floor raised, which the secretariat currently reconstructs from memory.
From notice period to archive
Notice period
Papers out, delivery tracked
Import the member register as CSV and send branded invites. Per-recipient delivery tracking matters more here than at most events, because for a member organisation an undelivered notice is occasionally a governance issue rather than an inconvenience.
Uses announcements and branded invites with delivery tracking.
Registration desk
Delegates in, count live
QR check-in at the desk, with a running arrivals count in the console. If your constitution requires a quorum count, that count has to come from your own register process; the arrivals figure is an operational number, not a certified one.
Uses check-in.
The business session
Item by item, question by question
Each item of business is a timed entry in the schedule. Q&A opens per item, so questions attach to the resolution they concern rather than arriving in one undifferentiated pile at the end.
Uses Q&A on each item.
The programme around it
Streams, speakers and the parts members choose
Educational sessions filter by track and pin to a member's personal agenda. Workshop capacity is enforced on the server with automatic waitlist promotion, which is what stops a popular clinic being oversubscribed on paper and undersubscribed in the room.
Uses the schedule.
After
What the secretariat keeps
Session ratings by stream, the activation funnel against the invited register, and the full archive of questions. For a board asking whether the annual meeting still earns its budget, that is the first honest evidence they have had.
Uses analytics and session feedback.
Preparing an annual meeting app
Six steps, in an order that reflects when each piece of information actually exists.
Create the event on the notice date
Publishing early lets you use the app itself as the notice channel, with delivery tracked per member.
Enter the order of business as timed items
Reports, accounts, resolutions, elections. Attach the paper for each item so it is read where it is discussed.
Decide the Q&A posture per item
Moderated is right for a business session. Open is usually right for the educational programme. They can differ.
Build the educational programme
Streams as tracks, clinics with real capacities and waitlists.
Import the register and invite
CSV in, branded invite out. Reconcile bounces against the register before the meeting, not after it.
Brief a moderator who is not the chair
The chair runs the room; someone else runs the queue. Moderation actions are not audit-logged.
What an 1,100-delegate meeting costs
Eleven hundred delegates activate. Fifty are free and the price stops climbing at a thousand, so the last hundred delegates are free as well. The bill is the same as it would be for a meeting of exactly a thousand.
- activated attendees
- 1,100activated attendees
- billable, after the first 50 are free
- 950billable, after the first 50 are free
- for the whole event, at $5.00 each
- $4,750for the whole event, at $5.00 each
Members who never open the app are never billed, which for a large register is usually a substantial share of it.
What an annual meeting needs that event67 does not do
For a member organisation the governance gaps are the ones that decide this, so they lead.
- No voting, balloting, proxies or election management. Live polls are opinion instruments, not votes of record, and must never be used as one.
- No quorum certification. The arrivals count is operational.
- No CEU, CME or PDH credit tracking and no certificates. For a professional body awarding credits at its annual meeting this is a hard gate.
- No call for papers, abstract submission or peer review.
- No membership dues, registration payments or ticketing.
Last updated
What it costs
- Free up to 50
- activated attendees, on one live event
- $5
- per activated attendee beyond 50
- $4,750
- the most one event can ever cost, whatever happens past 1,000
Activated means the person claimed their invite and opened the app. Not when you import them, not when the invite is delivered, and not if they register and stay home.
Questions people actually ask
Can members vote on resolutions in the app?
No. event67 has live polls, which are opinion instruments, and they must not be presented as a vote of record. There is no balloting, no proxy handling and no election management. Run the vote in a governance tool built for it.
Does it award continuing-education credits?
No. There is no credit tracking, no attendance-duration verification and no certificate issuing. If your annual meeting awards CEU, CME or PDH credits, you need a separate system for that and should say so early in any evaluation.
Can the app serve as formal notice of the meeting?
That is a question for your constitution and your legal advisers, not for us. What we can tell you is that invites are branded, delivery is tracked per recipient, and the delivery record is visible in the console. Whether that constitutes notice is your governance decision.
How do we handle members who do not use smartphones?
Every event has a web version carrying the same agenda, papers and directory, so a laptop or a borrowed tablet works. The formal session should never depend on the app: print the order of business as well.
What does it cost for a register of 8,000 members?
You are billed on activation, not on register size. If 1,100 of those 8,000 claim their invite and open the app, you are billed for that meeting at the capped rate, and the other 6,900 cost nothing at all.
Keep reading
Other kinds of event
The features this leans on
Run the whole annual meeting from one agenda
The business session and the programme around it, in one app, under your organisation's name.