Services
Engage us for the whole meeting, or only for the vote.
Organisations with a company secretary often want us for the ballot and the record alone. Organisations without one usually want the lot. Both are normal.
Coordination and member engagement
Before anything can be voted on, somebody has to be sure the meeting is properly prepared. We review your membership register against the governing documents and instructions you confirm, and record the questions that decide outcomes: who is entitled to vote, what each vote is worth, whether any class votes separately, and what majority each item requires. Where those documents need interpretation, your appointed legal or governance adviser remains responsible for that advice.
We then prepare the notice and the agenda, distribute them, and follow up the members who have not responded. An inquorate meeting costs the organisation a second evening and every member a second trip, so the chasing matters more than it sounds.
Electoral officer and scrutineering
On the day we preside over the vote as an independent officer: validating proxies, applying the confirmed eligibility and thresholds, and declaring the result. Any live dispute is recorded and handled under the meeting's agreed process.
Where the constitution requires an independent scrutineer, or where the outcome is expected to be challenged, this is the service that answers it. Our independence is the product; we have no interest in which way anything goes.
Voting management, in the room or online
Registration and check-in, ballots, weighted voting, class and dual voting, and elections with multiple seats. Quorum is tracked continuously as members arrive and leave, rather than counted once at the start and assumed thereafter.
A meeting can be held in a room, entirely online, or both at once with the same ballot in front of everybody. Where the venue’s network cannot be trusted, we can run the meeting offline on our own equipment and reconcile afterwards.
The record
You receive a report, signed by the accountable electoral officer where the engagement requires it, on the conduct of the vote — attendance, quorum through the meeting, every item with its confirmed rule and its tally — together with the audit trail the figures come from. The record is retained under the agreed retention schedule.
This is the part most organisations undervalue until the first time somebody questions a result.
What it costs
It depends on the size of your register, whether the meeting is in person, online or both, and how much of the preparation you want to keep in-house. Tell us those three things and you will have a fixed quote — we do not quote by the hour for a meeting, because you cannot budget for that.