Proposing a shareholders’ meeting format suited to the era of electronic provision
Support for virtual shareholders’ meetings
In addition to dialogue that takes place at traditional physical meeting venues, engagement with shareholders before and after shareholders’ meetings is also essential when it comes to shareholders who are unable to attend in person.
PRONEXUS offers comprehensive support for shareholders’ meetings, including the preparation of convocation notices, support for the operation of the meeting on the day and for video streaming, offering various web-based services prior to, during and after the meeting.
Key requirements for virtual shareholders’ meetings
Sample schedule for implementing a virtual shareholders’ meeting
We propose an optimal schedule based on the meeting date and other tasks in preparation for the meeting such as document creation.
Description of requirements for virtual shareholders’ meetings
We leverage PRONEXUS’s extensive experience to provide practical advice and support for helping clients meet each requirement.
Before shareholders’ meeting
Pre-meeting question submission website
This can be used to accommodate shareholders who are unable to attend and to identify concerns of individual shareholders in advance.
Shareholders’ meeting website (Smart Convocation)
Do you wish to deliver notices for shareholders’ meetings directly to where investors can see them?
Smart Convocation is a system that can fulfill this need using existing materials (the content of the convocation notice).
We have optimized the shareholders’ meeting website for both PCs and smartphones.
Creation of materials on video streaming
We propose easy-to-understand informational materials for shareholders.
On the day of shareholders’ meeting
Shareholder authentication website
This system authenticates shareholders by cross-checking the input information against the shareholder number and postal code in the shareholder registry which are registered in advance in the database.
Since it uses information from the voting form, there is no need to issue or notify shareholders of new IDs or passwords.
Live streaming
PRONEXUS staff who are well-versed in the operation of shareholders’ meetings will provide support from equipment setup to live streaming.
We will stream both audio/video as well as immersive camera footage from the shareholders’ meeting venue via the Internet to deliver the experience of shareholders present.
- Pre-meeting venue inspectionOur specialized staff will inspect the venue in advance to ensure there are no issues with live streaming.
- Three-person specialized staff teamA team of three specialized staff members will provide support for live streaming.*The number of staff members may vary depending on venue size and other factors.
- Minimizing the impact of streaming issuesWe prepare both main equipment and backup equipment to minimize the impact of streaming issues.
- Multi-device compatibilityThe streaming infrastructure will be compatible with multiple devices to ensure ease of use for shareholders.
After shareholders’ meeting
On-demand streaming
To offer streaming on the website after the shareholders’ meeting, we combine data of the meeting venue and footage of the chairperson with slides timed to the chairperson’s speech to create the streaming page.
The page is stored on a server prepared by PRONEXUS and delivered as a URL.
On-demand streaming is available either as a standalone service or in combination with live streaming.
