8 Tips for Hosting a Successful
Annual Meeting
Making the most out of your annual meeting is key to the association's success. Follow
these eight tips to help your annual meeting live up to its full potential.
1. Be proactive about non-attendance.
The annual meeting cannot take place if quorum isn't met. To prevent this scenario, invite
all residents to submit a written proxy. Proxies can be rescinded if the member ends up
attending the meeting, but if not, their submission can take the place of attendance and
allow a quorum to be established.
2. Make the meeting exciting.
Make your annual meeting something attendees can look forward to. Invite a special
guest to speak, hold the meeting at a unique location, or provide food, drinks, and prizes,
if your budget permits. These extras will create interest—and encourage participation and
attendance.
3. Keep the meeting on task.
Keep each topic of discussion as brief as possible, and don't let the conversation stray
from the agenda. These actions show that the board takes its role seriously and ensures
homeowners stay engaged.
4. Present information clearly.
When presenting items, state the purpose of what you're explaining, the community's goals
related to that item, and the desired or current results. Attendees won't always understand
HOA-related language, so avoid overusing jargon and try to present in a simple and
clear manner.
