Virtual Annual Meeting Hosting for Co-ops and Condos
Done-for-you annual meeting hosting from by-laws review to certified minutes. Built for the way co-op and condo meetings actually work.
What Annual Meeting Hosting Includes
Annual meeting hosting is our end-to-end service: we read your by-laws, design the agenda and quorum strategy around what they allow, run the meeting itself, conduct any votes, and support clean post-meeting records. Your board attends and runs the room. Our team handles everything else.
What's Included
By-laws review
We read your governing documents and identify quorum requirements, proxy rules, and notice obligations before the meeting is scheduled.
Agenda development
We work with the board or property manager to build an agenda that follows Robert's Rules and respects your by-laws.
Notice and invitations
We coordinate proper notice and send shareholder or unit owner invitations on the schedule your by-laws require.
Attendance verification
We confirm attendees against the member roster and track quorum in real time as participants join.
Motion handling
We manage the procedural flow of motions, seconds, discussion, and voting in keeping with Robert's Rules.
Vote tallying
We run elections and other votes through our secure digital voting service, with auditable results.
Minutes support
We produce a clean draft of the minutes for your secretary to review and adopt.
Post-meeting records
Vote certifications, attendance logs, and proxy documentation in formats your management company and counsel can file.
How We Run Your Meeting
On meeting day, your board attends and runs the room. Our team hosts the call, admits attendees, verifies them against the roster, and tracks quorum continuously so the chair always knows where things stand.
When motions come, we cue the chair through the procedural steps and open digital voting at the right moment. Discussion flows the way it would in person; we keep the technology invisible.
If quorum is at risk or attendance is uneven, we surface it early so the chair has time to act inside what the by-laws permit. The point is to run a meeting that holds up — not one that has to be redone.
By-Laws Review and Quorum Strategy
Reaching quorum is the hardest part of most annual meetings. The good news is that quorum is almost always solvable inside the rules the building has already adopted — boards just rarely have time to read those rules carefully before the meeting.
We do that reading. We surface what your by-laws allow on proxy collection windows, electronic participation, and the conditions under which a meeting can be adjourned and reconvened with a lower quorum threshold.
From there, we design an attendance strategy that fits your specific governing documents, your unit count, and the kind of meeting you're running. The result is a meeting that meets quorum legitimately the first time.
Common Questions
What You'll Need to Provide
- Current by-laws and any amendments
- Declaration or proprietary lease (whichever applies)
- Member roster with current shareholders or unit owners
- Prior year's annual meeting minutes
- Target meeting date or window
- Preferred agenda items and any motions known in advance
Pairs With: Secure Digital Voting
Most annual meetings include at least one vote. We built our digital voting service to run inside the meeting we host — or as a standalone service for in-person meetings.
Read about digital voting →Ready to Hand Off Your Annual Meeting?
Tell us about your building. We'll respond within one business day with a quote and next steps.