Use this checklist to track annual meeting preparation. Adjust timing to match your governing documents and state notice requirements.
8–12 weeks before
- [ ] Confirm meeting date, time, and format (in person, virtual, or hybrid)
- [ ] Verify notice period required by documents and state law
- [ ] Identify director seats up for election and term expirations
- [ ] Draft preliminary agenda
- [ ] Confirm location contract or virtual platform access
- [ ] Assign chair, secretary, and registration lead
6–8 weeks before
- [ ] Open candidate nomination period if required
- [ ] Draft meeting notice and proxy form
- [ ] Prepare budget and manager report materials for distribution
- [ ] Board review and approval of notice package
- [ ] Order ballots, signage, and registration supplies
Notice period
- [ ] Send notice to all owners of record by required method
- [ ] Post notice in common areas if required
- [ ] Log date and method of delivery for each owner
- [ ] Publish proxy deadline and return instructions
2–3 weeks before
- [ ] Track RSVPs and incoming proxies daily
- [ ] Calculate quorum projection using the Quorum Calculator
- [ ] Send reminder to owners with low participation
- [ ] Finalize candidate statements and ballot
1 week before
- [ ] Test virtual platform and backup dial-in
- [ ] Prepare registration sheets or digital check-in
- [ ] Brief chair on agenda script and quorum procedure
- [ ] Confirm inspectors of election if required
Meeting day
- [ ] Open registration and verify proxies
- [ ] Confirm and record quorum
- [ ] Follow agenda order
- [ ] Conduct elections and record vote counts
- [ ] Adjourn and confirm next steps if business incomplete
After the meeting
- [ ] Draft minutes within a reasonable period
- [ ] Distribute results summary to owners if customary
- [ ] File ballots, proxies, and attendance records
- [ ] Update board roster and corporate records