Annual shareholder meetings are no longer just routine updates - they’re now events where companies showcase their performance, strategies, and build investor confidence. Companies are leveraging advanced audiovisual (AV) tools, virtual platforms, and engagement strategies to make these meetings more interactive and accessible.

Here’s a quick look at six companies excelling in this space:

• Corporate Optics: Known for high-quality AV setups, interactive tools, and hybrid meeting capabilities that ensure seamless experiences for both in-person and virtual attendees.
• Bank of America: Focuses on fully virtual meetings with secure access, interactive features, and charitable incentives for shareholder participation.
• Chevron: Conducts fully online meetings with dedicated support, flexible presentation options, and transparent governance processes.
• CGI: Offers user-friendly virtual platforms requiring no downloads, with multilingual support and real-time voting features.
• Stellantis: Tailors global meetings with multi-platform systems for diverse shareholders, providing live and replay options.
• Nestlé: Combines hybrid meeting formats with high-quality AV systems, real-time polling, and live Q&A sessions for active shareholder involvement.

Quick Comparison

Company	Meeting Format	Key Features	Engagement Tactics
Corporate Optics	Hybrid/Virtual	Advanced AV, live streaming, executive coaching	Interactive tools, audience-focused strategies
Bank of America	Fully Virtual	Secure access, live webcast, charitable incentives	Regular investor communication, voting incentives
Chevron	Fully Virtual	Online portal, phone support, flexible options	Pre-submitted/live Q&A, transparent follow-ups
CGI	Fully Virtual	No downloads, multilingual support, iCastPro tech	Real-time voting, accessible documents
Stellantis	Hybrid/Virtual	Multi-platform access, replay options	Online voting, detailed materials
Nestlé	Hybrid	High-quality AV, hybrid access	Live Q&A, real-time polling

Key Insights

• Companies are moving toward virtual or hybrid formats to increase accessibility and reduce costs.
• Advanced AV tools, live streaming, and interactive features like real-time polls and Q&A are becoming standard.
• Transparency and ongoing communication with shareholders are critical to building trust.

Modern technology is reshaping shareholder meetings, making them more engaging and efficient while meeting the growing expectations of investors.

Citi: 2019 Annual Stockholders’ Meeting

1. Corporate Optics

Corporate Optics has built a reputation as a standout in shareholder meeting production, crafting experiences that have even earned Emmy Awards. Their focus on technical event production ensures shareholder meetings are not just professional but also engaging and impactful. Let’s dive into how they make this happen through their cutting-edge AV solutions and audience-focused strategies.

Advanced AV Technology Integration

Corporate Optics brings presentations to life with state-of-the-art audio-visual technology. From custom-built staging and scenic designs to tailored lighting setups, every detail is crafted to highlight the unique identity of the brand hosting the event.

Audience Engagement Techniques

To keep audiences actively involved, Corporate Optics incorporates interactive tools that make participation effortless and enjoyable. They also offer executive coaching, equipping leaders to deliver their messages with clarity and confidence, ensuring their communication resonates with stakeholders.

Hybrid and Virtual Meeting Capabilities

Whether it’s a hybrid setup or a fully virtual meeting, Corporate Optics ensures a streamlined experience. Their live streaming and broadcast production services guarantee that both in-person and remote attendees stay connected and fully engaged with the content.

Transparent Event Documentation

In today’s fast-paced corporate world, effective communication is key. Corporate Optics supports this by providing professional event documentation and broadcast services. Their meticulous planning ensures shareholder meetings run smoothly, with messages delivered consistently and effectively to all participants.

2. Bank of America

Bank of America has embraced the shift toward fully virtual and accessible shareholder meetings, reflecting broader trends in corporate AV production. By moving away from traditional in-person gatherings, the bank has created dynamic digital experiences that engage shareholders across the country. This modern approach highlights their dedication to leveraging technology for seamless communication and interaction.

Hybrid and Virtual Meeting Capabilities

The 2025 annual shareholder meeting, set for April 22 at 10:00 a.m. Eastern time, underscores Bank of America's commitment to virtual-first events. The meeting will take place exclusively via a live audio webcast, eliminating in-person attendance and ensuring shareholders can participate from anywhere.

To facilitate this, the bank provides secure access credentials for participants, enabling interactive engagement while maintaining security. This system strikes a balance between inclusivity and safeguarding shareholder rights. The live webcast is supported by Broadridge, a trusted proxy voting intermediary, which offers technical assistance to ensure smooth participation. For the best experience, attendees are encouraged to use modern web browsers.

Audience Engagement Techniques

Beyond the technical setup, Bank of America employs creative strategies to encourage participation and build trust. For instance, the bank donates $1 to charity for every voting shareholder, a gesture that fosters goodwill and boosts engagement. A standout example of this approach was in 2020, when the bank contributed over $1 million to Water.org on behalf of its voting shareholders. This initiative coincided with a 5% increase in voting accounts compared to the previous year.

Additionally, the governance team maintains regular communication with investors holding more than 61% of the company’s outstanding shares. These ongoing discussions help shape meeting content and influence corporate decisions.

Transparency in Governance Processes

Bank of America has also prioritized transparency, driven by shareholder feedback. The company has expanded its disclosures on topics like diversity, ESG efforts, and political activities. To support this, they’ve created a dedicated web page featuring resources such as board videos and detailed reports.

"Jack has worked tirelessly to build a forum for key stakeholders to share their views with management, and we look forward to continuing the industry-leading shareholder engagement activities he helped to put in place." - Brian Moynihan, Chairman and Chief Executive Officer, Bank of America

This comprehensive digital strategy ensures shareholders have access to critical corporate information beyond the formal meeting, empowering them to make informed decisions and actively participate in governance processes.

3. Chevron

Chevron set an example of how energy companies can host accessible and engaging shareholder events by using cutting-edge virtual meeting technology during its 2025 Annual Meeting of Stockholders.

Hybrid and Virtual Meeting Capabilities

On Wednesday, May 28, at 10:00 a.m. CDT, Chevron conducted its Annual Meeting of Stockholders entirely online. This virtual format allowed stockholders to join from anywhere, cast their votes, and ask questions through a secure online portal. Access to the meeting required a 16-digit control number, which was provided on proxy cards, voting instruction forms, or the Notice Regarding the Availability of Proxy Materials.

To ensure smooth participation, Chevron offered dedicated phone support at 844-976-0738 (toll-free) and 303-562-9301 for international callers. The company also had a contingency plan in place: if technical issues arose and the meeting could no longer meet legal communication standards, it would be adjourned and reconvened at Chevron’s headquarters in Houston, Texas. This flexibility ensured the meeting could continue at a later date, either in person or virtually. Updates about any changes were shared promptly on the company’s website. This approach showcased Chevron’s commitment to an inclusive and interactive experience for its stockholders.

Audience Engagement Techniques

Chevron employed several methods to promote active participation. Stockholders were encouraged to submit questions ahead of time via www.proxyvote.com or ask them live during the virtual meeting. Any questions that couldn’t be addressed during the session were summarized and posted on the company’s website, ensuring that no concern was overlooked.

For stockholder proposals included in the Proxy Statement, Chevron provided flexible presentation options. Proponents could choose between submitting prerecorded presentations or calling in live, accommodating different technical preferences. These efforts highlighted Chevron’s dedication to fostering open communication and addressing stockholder input.

Transparency in Governance Processes

Chevron centralized all meeting-related information on its website, making it easy for stockholders to access essential details. From contingency plans and technical support instructions to post-meeting summaries of unanswered questions, the company prioritized transparency and reliability in its governance processes.

(Source: Chevron Corporation Annual Meeting of Stockholders, 2025)

4. CGI

CGI brings its expertise in advanced technology to create a smooth and accessible virtual shareholder meeting experience. The Canadian IT services company is set to host its Annual General Meeting of Shareholders as a fully virtual event, making it easy for participants worldwide to join. By utilizing cutting-edge digital tools, CGI ensures the process is simple and engaging for all involved.

Hybrid and Virtual Meeting Capabilities

CGI’s virtual meeting approach removes technical obstacles, offering a user-friendly experience. The Annual General Meeting in January 2025 will be accessible through any web browser - no downloads or installations are required.

"No matter where you are, or what device you use, you can easily access the virtual shareholder meeting. You do not have to download or install anything to access your Annual General Meeting webcast. Only registered shareholders and duly appointed proxyholders (including non-registered shareholders who have duly appointed themselves as proxyholders) will be able to ask questions and vote at the meeting."

The platform supports varying levels of participation. While all attendees can watch the live webcast, interactive features like voting and question submissions are available exclusively to registered shareholders and proxyholders.

Advanced AV Technology Integration

CGI relies on the iCastPro platform to manage logins and ensure compatibility across devices, reinforcing its commitment to a seamless experience. The virtual meeting setup includes real-time interactive features, such as an online question box and a specialized voting window titled "Welcome to the Votes!" when polling begins. To further enhance the experience, technical support is available in both French and English, reflecting CGI’s Canadian roots and ensuring immediate assistance for participants.

Transparency in Governance Processes

To maintain transparency and simplify the process, CGI offers access to essential meeting documents directly on its platform. Participants can download materials like the Notice of AGM, Rules of Conduct, and Participant Guide before or during the event. Additionally, the meeting presentation is available for download, allowing attendees to revisit the content later. This integrated approach to document management ensures a smooth and informed experience for all shareholders.

sbb-itb-ae35a94

5. Stellantis

Stellantis has taken a thoughtful approach to managing global shareholder meetings, ensuring compliance with international regulations while accommodating diverse trading systems. By addressing the unique needs of shareholders across different regions, the company has laid a strong foundation for its virtual and hybrid meeting practices.

Hybrid and Virtual Meeting Capabilities

To meet the needs of its international shareholder base, Stellantis offers virtual participation options that are both accessible and convenient. For instance, shareholders who cannot attend live events can rely on webcast replays of key meetings. A clear example of this was the Extraordinary General Meeting held on July 18, 2025, where a webcast replay allowed global stakeholders to review the discussions and decisions at their own convenience.

Stellantis has also developed a multi-platform system tailored to various shareholding structures. Shareholders can access meetings through platforms such as Euroclear France's Sharinbox, VOTACCESS for bearer shares, Monte Titoli via a secure Computershare website, and proxy cards with online voting instructions for U.S.-registered shareholders.

Advanced AV Technology Integration

To enhance the virtual meeting experience, Stellantis employs specialized webcast solutions, ensuring both live and archived participation options are seamless and reliable.

Audience Engagement Techniques

Stellantis prioritizes shareholder engagement by offering online voting tools and publishing detailed meeting materials in advance. This approach ensures that shareholders have all the information they need to review proposals and vote remotely.

Transparency in Governance Processes

Stellantis is committed to clarity and ease of participation. The company provides step-by-step instructions for accessing meetings and voting, whether shareholders hold registered shares through Euroclear France, bearer shares via banking institutions, or U.S.-registered shares. Replay options further empower shareholders to stay informed, reflecting Stellantis's dedication to transparent governance practices.

6. Nestlé

Nestlé sets a strong example of open governance through its annual shareholder meetings. The Swiss multinational has tailored its meeting formats to cater to a global audience, ensuring inclusivity and meaningful participation. By adopting new approaches, Nestlé continues to strengthen its connection with shareholders.

Hybrid and Virtual Meeting Options

Nestlé offers hybrid meetings, allowing shareholders to join either in person or online. This approach broadens accessibility and ensures that more participants can engage, no matter their location.

Advanced Audiovisual Support

To ensure a smooth and reliable experience, Nestlé incorporates advanced audiovisual technology into its meetings. High-quality systems and routine checks guarantee seamless interactions for both in-person and virtual attendees. This commitment to technology reflects the growing trend of blending efficiency with interactive engagement across industries.

Active Engagement and Open Communication

Nestlé goes beyond technical excellence by encouraging active participation. Features like real-time digital polling and live Q&A sessions allow shareholders to voice their opinions during meetings. To uphold transparency, the company provides access to meeting records and promptly shares voting results, reinforcing trust and accountability among its stakeholders.

Key Technologies and Best Practices for Shareholder Meeting Production

Top companies are turning to cutting-edge AV technologies to elevate the experience of their shareholder meetings. Here are some of the standout tools making a difference:

AI-Powered Video Conferencing Systems
Tools like Poly Studio AI, Cisco Webex AI, and Zoom Rooms bring advanced features to the table, such as real-time facial tracking, automatic framing, and noise suppression. These capabilities ensure a polished and professional presentation experience.

Unified Communication and Collaboration Platforms
Platforms like Microsoft Teams Rooms and Google Meet hardware kits combine video, voice, messaging, and screen sharing into a single solution. This makes it easier to manage hybrid meetings with both in-person and remote attendees seamlessly.

AV-over-IP Infrastructure
AV-over-IP technology is a game-changer for large-scale events. It allows for more flexible and scalable content distribution, making it ideal for events spread across multiple locations or large campuses - all while keeping costs manageable.

These technologies form the backbone of successful shareholder meeting productions, creating opportunities to implement best practices that enhance the overall experience.

Practical Tips for Event Professionals

Take inspiration from top companies to create shareholder meetings that are both compliant and engaging. By adopting these actionable strategies, event professionals can simplify the planning process while ensuring both legal adherence and audience interaction. Here's how to strike that balance:

Ensure Legal and Regulatory Compliance

Staying on the right side of the law is non-negotiable. Make sure your meeting format aligns with state laws, corporate bylaws, and SEC guidelines. This includes proper notification procedures, making proxy materials accessible, and adhering to shareholder proposal processes. These steps lay the groundwork for a smooth and legally sound shareholder meeting.

Develop a Strategic Planning Framework

Start with a clear plan. Opt for a video-first approach, set clear rules for the meeting, and establish Q&A time limits. Don’t skip rehearsals - practice with speakers and tech teams to iron out any issues. Once the planning is in place, focus on picking the right technology to support your goals.

Choose Technology That Delivers

The right virtual meeting platform can make all the difference. Look for features like broad accessibility, secure data storage, real-time voting, and integrated Q&A systems. Also, ensure the platform supports corporate governance needs, with robust encryption and two-factor authentication to safeguard sensitive data.

Engage Your Audience from the Start

Getting shareholders involved early is key. Use tools like real-time polls, Q&A chats, and breakout discussions to keep things interactive. Provide clear instructions, tutorials, and a real-time help desk to make participation simple. Allow both pre-submitted and live questions to ensure everyone feels heard.

Conclusion

The examples above highlight how shareholder meetings have evolved beyond simple compliance requirements. The companies profiled demonstrate that these gatherings now serve as a critical platform for building meaningful connections with investors, leveraging modern technology and engagement tactics.

Retail investors currently hold 31.7% of U.S. shares, and nearly all S&P 500 companies now disclose ESG information. These trends reflect a clear shift in shareholder expectations, making it increasingly important for companies to approach these meetings as more than just procedural obligations.

Technology has revolutionized the way shareholder meetings are conducted. Tools like real-time polls, live Q&A sessions, and interactive chats not only break down geographical barriers but also reduce costs and encourage dynamic, two-way communication. Additionally, digital platforms offer robust record-keeping features, ensuring compliance while providing valuable resources for future discussions.

Emerging technologies are also reshaping the landscape. Advanced audiovisual tools and data analytics provide deeper insights into shareholder sentiment, while innovations like blockchain technology enhance transparency in voting processes.

For event professionals, investing in secure and scalable technology platforms is key. Features like real-time voting, AI-powered transcription, and other interactive tools can elevate the experience. Providing adequate training and support ensures these tools are used effectively.

When combined with strategic engagement, advanced technology transforms shareholder meetings into powerful opportunities to build trust and foster transparency with investors.

FAQs

How do hybrid and virtual shareholder meetings improve accessibility and engagement?

Hybrid and virtual shareholder meetings have revolutionized how participants engage, offering the convenience of joining from virtually anywhere. By removing the need for travel, these formats make it easier for more shareholders to attend, ensuring they stay informed and involved no matter where they are.

What’s more, these meetings enhance participation with interactive features like live polls, chat tools, and Q&A sessions. These tools give shareholders the opportunity to share feedback, ask questions, and actively engage in real time, creating a more interactive and inclusive experience for everyone involved.

What technologies are companies using to make shareholder meetings more engaging and efficient?

Companies are turning to AI-powered audiovisual tools, immersive audio systems, and dvLED displays to elevate shareholder meetings. These technologies improve visual precision, deliver superior sound quality, and leave a lasting impression on attendees.

At the same time, hybrid and virtual meeting platforms are becoming the norm. They offer features like real-time streaming, secure online voting, and interactive Q&A options, making it easier for businesses to engage both in-person and remote participants seamlessly.

How do companies build transparency and trust during virtual shareholder meetings?

In virtual shareholder meetings, companies build trust and transparency by using secure, interactive platforms. These platforms enable real-time communication, live Q&A sessions, and straightforward disclosures, ensuring shareholders can engage actively and stay well-informed. This approach helps establish confidence among participants.

Some organizations take it a step further by adopting hybrid meeting formats - a mix of in-person and virtual participation. This strategy not only improves accessibility but also boosts engagement. By offering clear updates on governance and performance, companies reinforce trust and show their dedication to accountability.

Related Blog Posts

• 2025 Trends in Shareholder Meeting Engagement Tools
• Who are the top providers for franchise meeting production?
• What are the best companies for large-scale corporate meeting production?
• Who are the top providers for annual meeting production?