SAVE THE DATE: WEDNESDAY 27 JANUARY 2027, 9:30AM-12:30PM
The new academic year is already upon us and, as autumn begins to arrive, many of us will be firmly back into the rhythm of another cycle and supporting the next students with their higher education choices.
Amid the busy months ahead, we are also beginning to look towards the next HELOA Annual General Meeting, taking place in January 2027.
Before we look ahead, we want to reflect on the 2026 AGM, share what members told us about their experience and explain how that feedback is helping us prepare for 2027.
What is an AGM?
For a charity like HELOA, the Annual General Meeting is a formal yearly gathering of members and trustees to review the Association’s performance, finances and future direction.
Each area of the charity presents a report summarising its work over the previous year. Members have an opportunity to ask questions and comment before voting to confirm the accuracy of the reports.
The meeting also considers the charity’s financial accounts and any proposals requiring member approval. This means the AGM is not simply a procedural requirement. It is an important opportunity for members to influence HELOA’s priorities and direction for the year ahead.
Who should attend?
All Individual HELOA members are welcome to attend the AGM. Primary Contacts, or their nominated proxies, have responsibility for voting on behalf of their institution.
Whether this will be your first AGM or you have attended many times before, the meeting is an opportunity to:
- hear directly about the Association’s work;
- understand how membership subscriptions are being used;
- ask questions of the UK Committee;
- discuss proposals relating to HELOA’s future; and
- ensure that your institution’s voice is represented.
The 2026 AGM was held virtually on Wednesday 28 January, with members joining through Microsoft Teams. At the start of the meeting, 71 Primary Contacts or appointed proxies were present, exceeding the 47 required for the meeting to be quorate.
Reflecting on the 2026 AGM
The move to a virtual AGM began as a trial following a member vote in 2023. Positive feedback on the online AGMs held in 2024 and 2025 led to the format being continued for 2026.
Following the 2026 meeting, we once again asked members to tell us what worked well and where we could improve.
Members particularly valued:
- The clear structure of the meeting
- The meeting being concise and informative
- The online format (despite some technical issues that are addressed for 2027)
- The smooth voting process through Mi-Voice
Members also gave us constructive suggestions about how the AGM experience could be improved. These included:
- Difficulties experienced using Microsoft Teams, the waiting room and joining experience
- Presenter introductions
- More engagement and discussion opportunities
- A comfort break
Thank you to everyone who took the time to provide feedback. Your comments help us understand not only how members experience the meeting itself, but also how we can make the AGM more accessible, engaging and valuable.
What are we changing for 2027?
We have reviewed the feedback from the 2026 AGM and identified a number of actions ahead of the next meeting.
For the 2027 AGM, we will:
- Use Zoom to host the meeting, after a review of the available online platforms. This should remove many of the issues faced in joining the meeting in 2026.
- Add a comfort break to the agenda.
- Review the format of the slides presented by each presenter to ensure they are clear and allow you to follow the information being presented.
- Ensure each presenter clearly identifies themselves, their HELOA role and their university when beginning their presentation.
- Increase engagement and discussion opportunities through Group Meetings, the AGM and Governance drop-ins at National Conference, and the online AGM drop-in the week before AGM.
We will also continue to provide information and guidance ahead of the AGM so that members understand the purpose of the meeting, the voting process and the role they can play.
AGM papers will be shared in advance, giving members time to read the reports and proposals, discuss them within their institution and submit questions or comments. Primary Contacts who cannot attend will also be able to nominate a proxy so that their institution is represented.
Why your involvement matters
As a membership organisation, HELOA is shaped by the people and institutions it represents. Attending also gives you the opportunity to hold the UK Committee accountable for the work undertaken during the previous year and to influence future priorities.
The discussion is strengthened when it includes colleagues from different institutions, regions, roles and levels of experience. You do not need to be an expert in governance or have attended an AGM before. Questions, comments and different perspectives are all welcomed.
If you are not your institution’s Primary Contact, we still encourage you to speak to them about the AGM, share your views and discuss who will represent your institution.
Save the date
The 2027 HELOA Annual General Meeting will take place:
Date: WEDNESDAY 27 JANUARY 2027
Time: 09:30 – 12:30
Location: ONLINE VIA ZOOM
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Further information about registration, voting arrangements, the discussion forum and AGM papers will be shared with members in due course.
For now, please save the date and begin the conversation within your institution about who will attend and represent your views.
We know that autumn is an exceptionally busy period for colleagues across student recruitment, outreach, admissions and marketing. However, we hope you will make space in your calendar for the AGM in January.
Your experience, your questions and your vote all matter. We look forward to welcoming you in January 2027.
James Kerr
UK Vice-Chair (Membership Engagement)