General Assembly Meeting Service

The General Assembly Meeting Service offered by Abu Dhabi Depository (AD CSD) provides a comprehensive and structured framework for the efficient organization, coordination, and execution of Annual and Extraordinary General Assembly Meetings. Leveraging secure electronic systems and robust governance processes, the service ensures that meetings are conducted smoothly, transparently, and in full compliance with applicable regulatory and corporate governance requirements.

Through end-to-end support, AD CSD streamlines all preparatory, operational, and post-meeting activities, enabling issuers to focus on effective decision-making while ensuring shareholders’ rights to participation, representation, and voting are fully upheld.

Key Service Features

The General Assembly Meeting Service is designed to support issuers across every stage of meeting preparation and execution. Through secure digital solutions and structured governance processes, AD CSD ensures efficient coordination, transparent shareholder engagement, and full compliance with regulatory requirements, delivering a seamless and reliable meeting experience.

Meeting Invitations & Agendas

Timely and accurate distribution of meeting invitations and agendas to shareholders via email and/or SMS, ensuring clear and comprehensive communication ahead of the meeting.

Shareholder & Proxy Registration

Accurate registration and verification of shareholders and their authorized proxies, ensuring proper representation and eligibility to participate and vote in the meeting.

Electronic Voting Management

Secure electronic voting functionality with real-time vote tabulation and instant availability of results, supporting efficient, transparent, and reliable decision-making.

Board Elections & Special Resolutions

Administration of board member elections and the handling of special resolutions in strict adherence to applicable laws, regulations, and governance frameworks.

Comprehensive Post-Meeting Reports

Preparation and delivery of detailed post-meeting reports covering attendance records, voting outcomes, resolutions, and key decisions, serving as an official reference for corporate governance and regulatory purposes.

Shareholder Support

Dedicated support to assist shareholders with inquiries related to meeting procedures, participation requirements, proxy arrangements, and voting processes.

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Service Fee

Fees for the General Assembly Meetings Service are as per the published AD CSD Services & Fees schedule. Please refer to the official schedule for detailed information on applicable charges.

Abu Dhabi Depository Fee Schedule

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Procedures

General Assembly Meetings are conducted in accordance with AD CSD rules and approved operational procedures to ensure efficiency, transparency, and full regulatory compliance.

Meeting Setup & Coordination: Coordination with the issuer to define meeting type, agenda items, resolutions, and timelines in line with regulatory requirements.
Distribution of Invitations: Issuance of meeting invitations and agendas to eligible shareholders via secure electronic channels (email and/or SMS).
Shareholder & Proxy Registration: Registration and verification of shareholders and authorized proxies prior to the meeting to confirm eligibility and representation.
Meeting Execution: Facilitation of the General Assembly Meeting, including electronic attendance management and secure electronic voting.
Voting & Results: Processing Real-time collection, tabulation, and validation of votes, including board elections and special resolutions.
Post-Meeting Reporting: Preparation and issuance of comprehensive post-meeting reports documenting attendance, voting results, and resolutions adopted.

Required Documents

The required documents may vary depending on the nature of the meeting and the issuer’s corporate structure. Generally, the following documents are required:

Official service request form
Valid authorization or power of attorney, where applicable
Corporate documents in line with the company’s Articles of Association
Supporting legal or regulatory documents, as applicable

AD CSD may request additional documents, where necessary, to ensure compliance with applicable regulatory, legal, and operational requirements.

Requesting the Service

To use the General Assembly Meeting Service, issuers and authorized representatives can submit a request to AD CSD via the mail: [email protected]