If your club is preparing for its annual general meeting, having a clear AGM agenda can make the meeting more organised, more professional, and much easier to manage.

This AGM agenda template for a club will help you structure the meeting properly, make sure the main items of business are covered, and give members a clear outline of what will happen.

For sports clubs, community groups, youth clubs, and voluntary organisations, a well-prepared AGM agenda is an important part of good club governance.

Related: Club AGM Minutes Template

What is an AGM agenda?

An AGM agenda is the formal list of items to be discussed and dealt with at a club’s annual general meeting.

It acts as the running order for the meeting and helps the chairperson, secretary, committee, and members understand what business will be covered.

Most club AGM agendas include important items such as:

• apologies
• approval of previous AGM minutes
• annual reports
• financial reports
• elections
• motions
• constitutional amendments
• any other business

A good AGM agenda helps keep the meeting on track and reduces the risk of important matters being missed.

Why an AGM agenda matters

A clear agenda helps a club run its AGM in an orderly and transparent way.

It is useful because it:

• gives members advance notice of the business to be discussed
• helps the chairperson manage the meeting
• makes minute-taking easier for the secretary
• supports proper governance and accountability
• ensures the AGM follows a logical structure
• helps the club stay aligned with its constitution

Without a written agenda, annual general meetings can easily become disorganised, unclear, or inconsistent from year to year.

What should be included in an AGM agenda?

A club AGM agenda will usually include the following items.

1. Opening of the meeting

The chairperson opens the AGM and welcomes everyone present.

2. Apologies

Any apologies from members who are unable to attend are noted.

3. Approval of previous AGM minutes

Members are asked to approve the minutes from the previous annual general meeting.

4. Matters arising

This covers any follow-up points from the previous AGM minutes.

5. Secretary’s report or annual report

The secretary or another officer may present a summary of the club’s activities and developments during the year.

6. Treasurer’s report and financial statements

The treasurer presents the club’s financial position, income, expenditure, and any accounts for approval.

7. Chairperson’s address

The chairperson may reflect on the past year and outline priorities for the year ahead.

8. Elections

If officer or committee positions are due for election, these are dealt with at this stage.

9. Motions and resolutions

Any motions submitted by members are discussed and decided on.

10. Constitutional amendments

Any proposed changes to the club constitution are presented and voted on if required.

11. Membership fees or subscriptions

Some clubs use the AGM to approve annual membership fees for the coming year.

12. Any other business

Other appropriate items may be raised, depending on the club’s rules.

13. Closing of the meeting

The chairperson closes the AGM once all business is complete.

AGM agenda template for a club

Below is a sample AGM agenda template you can copy and adapt for your own club.

Sample AGM Agenda Template

[Club Name]
Annual General Meeting Agenda
Date: [Insert date]
Time: [Insert time]
Venue: [Insert venue]

1. Welcome and opening of the meeting
2. Apologies
3. Confirmation that the meeting is properly convened
4. Approval of the minutes of the previous AGM
5. Matters arising from the previous AGM minutes
6. Secretary’s report / Annual report
7. Treasurer’s report and presentation of financial statements
8. Chairperson’s address
9. Election of officers
10. Election of committee members
11. Motions and resolutions
12. Proposed amendments to the club constitution
13. Membership fees / subscriptions for the coming year
14. Any other business
15. Closing remarks and adjournment

Short AGM agenda template

For smaller clubs, a shorter AGM agenda may be enough.

Simple AGM Agenda Format

[Club Name] AGM Agenda
Date:
Time:
Venue:

1. Welcome
2. Apologies
3. Previous AGM minutes
4. Annual report
5. Treasurer’s report
6. Elections
7. Motions or amendments
8. Any other business
9. Close

How to prepare an AGM agenda properly

Check the club constitution

Before finalising your agenda, review your constitution to make sure the AGM is being run in line with the club’s rules.

The constitution may set out:

• notice periods
• quorum requirements
• election procedures
• voting rules
• how motions must be submitted
• how amendments must be considered

Gather reports in advance

Ask the secretary, treasurer, and chairperson to prepare any reports before the meeting so the agenda reflects the actual business to be covered.

Keep the order logical

The AGM agenda should follow a sensible order so the meeting flows clearly from opening, to reports, to decisions, to closing.

Give members notice

Where possible, circulate the AGM agenda with the notice of meeting so members know what to expect and can prepare.

Tips for writing a good AGM agenda

Keep it clear

Use simple, formal wording so everyone can follow the order of business.

Keep it relevant

Only include items that genuinely belong at an annual general meeting.

Keep it consistent

Using a standard AGM agenda template each year makes club administration easier and more professional.

Make elections obvious

If elections are taking place, this should be clearly stated on the agenda so members are aware.

Align it with the minutes

A well-structured agenda also makes it easier to prepare accurate AGM minutes afterwards.

Common mistakes clubs make with AGM agendas

No written agenda

Trying to run an AGM without an agenda often leads to confusion and missed items.

Ignoring the constitution

If the agenda does not reflect the club’s constitutional procedures, disputes or procedural problems may arise.

Leaving out elections or motions

If elections, motions, or amendments are planned, they should be clearly included.

Including too much under any other business

Important decisions should usually be listed in advance rather than introduced casually at the end of the meeting.

Making the agenda too vague

A clear agenda gives members confidence in how the AGM will be run.

Who usually prepares the AGM agenda?

In many clubs, the secretary prepares the AGM agenda in consultation with the chairperson and committee.

The person drafting the agenda should:

• understand the constitution
• know what annual business must be covered
• confirm whether elections are due
• gather reports from the relevant officers
• make sure the order of business is clear

AGM agenda and the club constitution

Your club constitution may set out specific rules about:

• when the AGM must be held
• how much notice members must receive
• who may attend and vote
• how motions are submitted
• election procedures
• constitutional amendments
• quorum requirements

That is why the AGM agenda should always be prepared with the constitution in mind.

Wrapping Up

Making use of a clear, structured AGM agenda template helps your club run its annual general meeting in a clear, organised, and professional way.

It supports better governance, helps members understand what will happen at the meeting, and makes life easier for the chairperson and secretary.

If you also need to record the meeting formally afterwards, see our AGM Minutes Template for a Club for a matching format.

FAQ

What is an AGM agenda?

An AGM agenda is the formal running order for a club’s annual general meeting. It sets out the items of business to be covered during the meeting.

What should be included in a club AGM agenda?

A club AGM agenda will usually include apologies, previous AGM minutes, reports, financial statements, elections, motions, amendments, and any other business.

Who prepares an AGM agenda for a club?

In many clubs, the secretary prepares the AGM agenda with input from the chairperson and committee.

Does an AGM agenda need to follow the club constitution?

Yes. The AGM agenda should reflect the procedures and requirements set out in the club constitution.

When should the AGM agenda be sent to members?

It is best to send the AGM agenda in advance with the AGM notice so members know what business will be discussed.