Rethinking AGM Readiness: What Governance Teams Need to Prepare for 2026

Every year, as AGM season approaches, governance teams find themselves navigating the desire to create a smooth, compliant and thoughtfully executed experience, and the reality of compressed timelines, shifting expectations and the increasing complexity of hybrid and virtual formats. It's predictable and cyclical, however never quite as simple as last year's playbook.

While the Annual General Meeting is a statutory requirement, it has also become a moment that signals something deeper: how prepared a company is, how it communicates with stakeholders, and how confidently it manages change.

In that context, "AGM readiness" means more than completing checklists. It's about having systems and partners that remove friction, help governance teams respond quickly when timelines compress, and ensure the investor experience is clear, professional and easy to navigate.

This shift is why AGM readiness for 2026 requires foresight into friction points and where processes have hardened into habit to address emerging expectations. Below are five themes that governance teams may want to consider as they prepare for the season ahead.

1. Information Accessibility as an Investor Experience Issue

Just a few years ago, Notice & Access was treated almost exclusively as a compliance mechanism. It was a required step to ensure documents were published, accessible and complete. Today, it has become one of the first investor touchpoints in the AGM journey.

Shareholders expect materials that are easy to navigate, searchable and logically organized. They expect the vote path to be obvious. A board chair expects the company's brand and professionalism to be reflected in every touchpoint, including the microsite hosting the circular. When these elements fall short, the result is more time spent on shareholder inquiries and troubleshooting as well as duplication of efforts behind the scenes.

Thinking ahead to 2026, information accessibility isn't just about meeting regulatory standards. It's about designing a smoother path for shareholders whose expectations are increasingly shaped by their digital experiences everywhere else.

2. Timeline Compression is the New Normal

Ask any corporate secretary what derails an otherwise orderly AGM cycle, and you'll likely hear the same story: last-minute circular edits, delayed approvals, or a sudden flurry of revisions in the days leading up to printing. One change cascades into another, and suddenly every milestone feels at risk.

These moments have always been part of the AGM environment. What's changed is the intensity as boards are busier, disclosure requirements more nuanced, and fewer governance teams with excess capacity to absorb disruption.

For 2026, the ability to withstand timeline compression may be just as important as the plan itself. That means assessing where bottlenecks usually form, and building processes or partnerships that can adapt to shifting windows without compromising execution.

3. Higher Expectations for Virtual and Hybrid Meetings

The early days of virtual AGMs were defined by necessity. Now they are defined by shareholder expectations. Shareholders want accessibility regardless of location. Boards want transparency and control. Governance teams want purpose-built platforms that are stable and easy to manage rather than systems that feel repurposed from general event technology.

What's emerging is a more nuanced understanding of what "virtual readiness" actually means as hybrid formats introduce additional layers of complexity. It's not just about streaming video. It's about authentication, vote accuracy, real-time question management, bilingual support and the smooth choreography between the governance team and the technology behind the scenes.

In planning for this AGM season, the question is less about whether to go virtual or hybrid, and more about whether their infrastructure can fully support either format under real-world conditions.

4. Flexible Publication and Regulatory Communication

Traditional print publication continues to serve its purpose, but it's not always aligned with the increasingly compressed timelines governance teams face. When a meeting date shifts or a circular requires late-stage amendments, the publication deadline becomes another point of vulnerability.

Digital publication methods offer broader reach, faster turnaround and a permanent, easily accessible online record. For issuers who anticipate tight disclosure windows in 2026, diversification of publication options may bring greater resilience and predictability to the planning cycle.

5. Real-Time Insight into Voting Trends

A decade ago, mid-cycle voting updates were a convenience. Now they are a norm. Boards and executives expect early visibility: Which shareholders have voted? How are the results trending? Are there signs of dissent emerging?

These aren't simply data points but early signals that facilitate talking points, anticipate questions and manage stakeholder engagement. Governance teams, in turn, need access to accurate, real-time snapshots without chasing manual reports or juggling multiple data sources. For 2026, meeting insight tools have shifted from "nice to have" to operational necessity.

How TSX Trust Supports AGM Readiness

The forces reshaping AGMs demand a flexible infrastructure designed for today's governance realities. TSX Trust has strengthened its meeting solutions with these expectations in mind. Our focus is to reduce friction, remove uncertainty and support governance teams with tools built for accuracy and confidence.

We offer:

Enhanced Notice & Access hosting with branded document pages, searchable materials, supplemental posting options and seamless fulfillment for printed requests.
National printing and mailing services designed specifically for AGM timelines, providing predictable turnaround and coordinated execution when schedules tighten.
A governance-built virtual meeting platform with secure authentication, real-time voting, virtual Q&A, bilingual support and end-to-end facilitation.
Flexible digital publication options through TMX Newsfile to help issuers meet regulatory notice requirements even under accelerated timelines.
Real-time meeting insights and reporting tools that give governance teams clear visibility into vote trends and tabulation results.
The TMX Market Centre, a purpose-built venue for in-person and hybrid AGMs with broadcast-ready technology, configurable rooms and dedicated technical support.

Each of these solutions is grounded in helping governance teams deliver annual meetings that feel controlled, cohesive and future-ready even as expectations continue to grow.

If you're planning ahead and want to explore how to build a smoother, more resilient AGM experience, TSX Trust is ready to support your team. Contact us to learn more.