Notice of the Annual General Meeting 2026

The Annual General Meeting (AGM) is the yearly business meeting for the Institute, which is required to comply with the Laws of the Institute.

The AGM will take place at Jesus College, Cambridge, CB5 8BL. The provisional timing for the day is 13:30 - 16:30, however, the AGM agenda and actual timings for the day will be confirmed in September, following the Council meeting (once the business for the AGM is known).

The meeting is Chaired by the President, who is supported by the Honorary Secretary, Honorary Treasurer and Vice-Presidents. Each Region and Centre has representation at the AGM, namely its Councillor and Voting Delegates, who have been elected to represent the membership by the Regional and Centre Committees. Non-members who attend are the Auditor, to present the accounts, the Chief Executive and support staff.

Any member or affiliate can attend the AGM, but you must register your attendance. As a member or an affiliate, you may take part in any debate but cannot vote. The vote has been delegated to the Voting Delegate from the Regions and Centres.

You can book for the AGM and its fringe events via the website. The booking page will go live soon.

Yes, Past Chairmen and Presidents will be invited and will need to register to attend the AGM.

All members and affiliates who have registered to attend the AGM will receive a set of papers electronically before the meeting takes place.

Only Voting Delegates can vote and they are voting on behalf of their Region and Centre, as delegated by the Regional and Centre Committees.

Your vote is delegated to your Regional and Centre Committees. You will need to contact them directly; you can find details on the website.

In the first quarter of each year, the Chief Executive advises Regions on the number of Voting Delegates they are entitled to elect to represent the view of their Region. All Voting Delegates must be Chartered Members and all Chartered Members in the Region must be informed of the election of Voting Delegates to ensure fairness.

As agreed by Council, the breakdown is based on membership as at 1 March every year. A Region is entitled to:

Member numbers        Voting Delegates
100                                     1
100+                                   2
350+                                   3
700+                                   4

In the first quarter of each year, the Chief Executive advises Centres on the number of Voting Delegates they are entitled to elect to represent the view of their Centre. All Voting Delegates must be Chartered Members and all Chartered Members in the Centre must be informed of the election of Voting Delegates to ensure fairness.

Centres elect one Chartered Member, who will have the necessary number of votes according to the Centre's membership with, where appropriate, multiple votes.

The Republic of Ireland and Europe Centre's number of votes is based on the Regional model and will have its number of Voting Delegates based on the member number in the Centre.

The AGM will receive and debate the Resolution(s) put forward. These are typically changes to the Laws of the Institute.

Regions/Centres who wish to table a Resolution(s) for consideration at the AGM must submit their Resolution(s) in the prescribed format to the Chief Executive in line with the timetable issued to the Region/Centres in the first quarter of each year. For this year, the deadline is 14 August 2026. For further information please contact Joanne Rowlands in the Chief Executive's Office: [email protected]

The Chief Executive will receive and present the necessary papers for the Council's consideration, in consultation with the Regional or Centre Councillor, and the Council will take a decision on whether to place the matter before the AGM, as an Institute Resolution and handled in the same way as any other Council recommended Resolution.

Individual members, other than members of the Regional or Centre Committee, also have the right to put a proposal to be considered at the AGM. Any such member may approach their Regional or Centre Committee for consideration of their views. The member should be invited to the Committee meeting for that specific item of business. If endorsed by the Region or Centre Committee, the proposal would then become a Region or Centre submission. This must also be on the prescribed format.

Alternatively, the member may approach the Chief Executive direct with a request for a proposal to be considered. The Chief Executive issues the notice of an AGM together with the timeframe for submitting Resolution(s) for an AGM, in line with the Laws of the Institute.

The Resolution(s) are published in September following the autumn Council meeting. These are circulated to all members and affiliates by email.