Seamless Shareholder Meetings. Trusted Results.

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 Whether your company is holding a routine annual general meeting, an annual general and special meeting or a special meeting involving a significant corporate transaction,  we provide end-to-end meeting coordination and administration.

We work with issuers, legal counsel, transfer agents and intermediaries to establish meeting timelines, coordinate record dates, prepare meeting documentation and manage the logistical and regulatory requirements leading up to the meeting.

Our services extend from the initial planning stages through the conclusion of the meeting and final reporting of voting results. 

 Accurate proxy processing and voting tabulation are essential to conducting a properly administered shareholder meeting.

We provide comprehensive proxy administration services, including preparation of forms of proxy and voting instructions, coordination of shareholder communications, proxy collection, review and validation, and tabulation of votes received from registered and beneficial shareholders.

We work with transfer agents and intermediary voting service providers, including Broadridge, to reconcile voting positions, track shareholder participation and prepare consolidated voting reports.

Our team also assists with voting deadlines, proxyholder appointments, revocations and other administrative requirements that arise throughout the voting process.

We provide professional scrutineering services for annual and special meetings, supporting accurate and transparent shareholder voting. 

Our scrutineering services include reviewing proxies and voting instructions, confirming shares represented at the meeting, determining quorum, validating voting entitlements and recording votes cast on each resolution. 

Following the meeting, we prepare detailed voting results and scrutineer's reports for the company, its board and other relevant parties. 

Whether the meeting involves routine business or more complex matters such as equity incentive plans, share consolidations or corporate transactions, our team provides experienced oversight of the voting process. 

 UPLA supports virtual, hybrid and traditional in-person shareholder meetings, offering flexible solutions based on each issuer's requirements.

Through our meeting technology and administration platform, companies can provide shareholders with online access to meeting materials, meeting links and applicable voting information.

Our team manages meeting setup, participant coordination, meeting-day administration and technical support, helping issuers deliver a professional and organized shareholder experience.

We work with companies to establish appropriate shareholder verification and voting procedures for their chosen meeting format, including the distinction between registered shareholders, beneficial shareholders and appointed proxyholders 

Clear, timely and accurate shareholder communications are essential to a well-organized and successful shareholder meeting. 

UPLA provides comprehensive support in preparing, coordinating and distributing meeting materials, including notices of meeting, management information circulars, forms of proxy, voting instruction forms and related shareholder documentation.

Our services include dedicated online meeting pages, shareholder inquiries and coordination of voting and participation instructions.

From initial preparation through final distribution, UPLA helps ensure shareholders receive the information they need while simplifying the administrative process for management and corporate secretaries.

 Certain shareholder meetings require additional coordination due to the complexity or significance of the matters being presented for approval.

Our team has experience administering meetings involving mergers and acquisitions, plans of arrangement, business combinations, share consolidations, name changes, equity incentive plans and other corporate transactions.

We work closely with management and legal counsel to coordinate the meeting requirements, shareholder approvals, voting procedures and documentation necessary to support these events.