As we approach the middle of the year, for many nonprofits, that means preparing for the annual meeting—a required event for most organizations and a key meeting for governance, goal setting, and community building. An ineffective or disorganized annual meeting can lead to missed compliance requirements, confusion around strategic direction, and lost engagement from your board and donors.

In this blog, you’ll learn how to prepare for your nonprofit’s annual meeting, choose the right format, and cover all necessary agenda items—from financial reviews to goal setting and board elections.

Quick Takeaways

• Annual meetings are often required and serve legal and strategic purposes.
• You can choose the meeting format, as long as it aligns with your bylaws.
• Must-address topics include board elections, financial reviews, executive director evaluations, and goal setting.
• Preparation ensures your organization remains mission-focused and compliant.
• Consider adding networking or educational components to increase engagement.

What Are the Key Goals of a Nonprofit Annual Meeting?

Your nonprofit’s annual meeting isn't just a formality—it’s an opportunity to reset, regroup, and realign. Here's what this meeting should accomplish:

• Elect or re-elect board members
• Evaluate the executive director’s performance
• Review and approve the annual budget
• Reflect on past year achievements
• Set strategic goals and policy updates for the year ahead

What is the best format for an annual meeting?

As long as you adhere to your bylaws, you have options when it comes to the meeting format. Some options include:

• Hold a classic round-table meeting
• Hold a social event with networking options and guest speakers, which presents potential fundraising opportunities. Donors like to see that your board is fulfilling its duties in monitoring the organization's progress towards its mission.
• Holding an event live is a great way to reconnect after the more recent trends to virtual and hybrid meetings. Check your bylaws as many could mandate in-person annual meetings.

What Topics Should Be Covered in a Nonprofit Annual Meeting?

Once the format is locked in, you’ll want to prepare a comprehensive agenda. Below are key items to include:

1. Evaluate your executive director's performance: Your board can take time at the annual meeting to plan for your executive director’s annual performance review, or to discuss the results of the review. The board might also evaluate and revise the executive's job description, duties, and compensation.

2. Elect new board members: Elect the directors who will serve on the board. Review your bylaws to determine term lengths and voting procedures.

3. Evaluate program achievements: The board should take time to review the prior year's activities and major achievements and assess whether the organization is fulfilling its mission and meeting its goals.

4. Reviewing financial performance and budgets: The treasurer should provide financial reports for the board to review. Based on the financial reports and strategic plan, the board will set the budget for the upcoming year.

5. Set goals for the upcoming year and review policies, such as:

• The board of directors onboarding procedures and training
• Bylaw updates
• Human resource policies
• Insurance plans and employee benefit plans
• Legal compliance policies and creating a schedule to review the organization's licenses, state filings, and tax returns and record retention policies
• Diversity and inclusion policies
• Fundraising strategies
• Governance policies
• Media relations
• Safety protocols
• Strategic plan
• Technology policies including cybersecurity plans and hardware replacement schedules
• Volunteer management.

How Can You Add Value Beyond the Agenda?

Board engagement is essential. Consider adding:

• Guest speakers on mission-related issues
• Volunteer highlights or client testimonials
• Q&A sessions to make members feel involved
• Networking time for donor or stakeholder interaction

FAQs about conducting a Nonprofit Annual Meeting

1. What if our bylaws don’t mention annual meetings?

You may need to update your bylaws to reflect state nonprofit laws, which often require annual meetings.

2. Can we hold the meeting virtually?

Yes—if your bylaws allow it. Many nonprofits have updated their bylaws post-COVID to include virtual or hybrid options.

3. Who should attend the annual meeting?

Typically, board members, the executive director, and key staff. In some cases, donors or members of the public are invited.

4. How can we keep the meeting engaging?

Incorporate stories, guest speakers, networking time, and visual presentations to hold attention and create connection.

Need Help Planning or Facilitating Your Annual Meeting?

We specialize in working with nonprofits to ensure smooth governance and impactful board engagement. Whether you need help reviewing bylaws, facilitating a board retreat, or evaluating executive leadership, we're here to help. Contact us using the form below.