Joining by Phone or In-Person

This article explains how to join your AGM if you are not able to participate via the web — either by dialing in by phone or attending the meeting physically at the designated in-person location.

Joining by Phone

Phone participation allows you to listen to the meeting audio and, depending on your organization's setup, participate in voting and Q&A via keypad prompts.

What You Need

• Your invitation email, which includes the dial-in phone number and your personal PIN
• Any telephone — landline or mobile

How to Dial In

1. Find the dial-in number and your personal participant PIN in your invitation email. The PIN is unique to you.
2. Dial the provided phone number from any phone.
3. When prompted, enter your participant PIN followed by the # key.
4. You will hear a confirmation tone and be connected to the meeting audio.

Voting by Phone

If voting is enabled for phone participants and an election is open, you will hear an audio prompt with instructions. Follow the keypad instructions to cast your vote (e.g., press 1 for Yes, press 2 for No, press 3 to Abstain). You will hear a confirmation when your vote is recorded.

Phone Limitations

Phone participants can listen to the meeting and vote, but they cannot:

• Submit text questions via the Q&A panel
• View documents or the video presentation
• Participate in breakout rooms

Attending In-Person

Some organizations offer a hybrid format where some participants attend the meeting physically at a designated location while the main session runs online.

What to Expect

1. Arrive at the designated meeting location at the time specified in your invitation.
2. Check in with the registration desk. Staff will verify your identity and check you into the meeting on your behalf using the Motion Meetings system.
3. Your attendance will be counted for quorum purposes as soon as you are checked in.
4. You will watch and listen to the meeting via screens set up at the venue.

Voting In-Person

Voting for in-person attendees is handled by the event staff. When a vote opens, staff will circulate paper ballots or direct you to a designated voting station. Your vote is entered into Motion Meetings by the staff on your behalf.

Submitting Questions In-Person

If you have a question during the Q&A session, raise your hand and a staff member will assist you in submitting it to the Q&A queue, or direct you to a microphone if the venue has one.