AV for financial services events: AGMs, results presentations, investor days, and roadshows

Financial services events look like corporate events from a distance and rarely scope like them. The audiences are smaller. The legal scaffolding is heavier. The remote audience is often more important than the in-room one. And the AV brief sits inside a tighter web of regulatory expectations than almost any other corporate format.

If you are scoping AV for an AGM, a half-year results presentation, an investor day, a broker roadshow, or a superannuation Annual Member Meeting, here is what changes from a generic “corporate event” approach, and what your production scope needs to reflect.

Five formats, one industry

Financial services events fall into a small set of recurring formats. Each has its own audience, its own legal scaffolding, and its own technical scope.

AGMs are the formal annual meeting between an ASX-listed company and its shareholders. Held within five months of the end of the financial year, voted on, recorded, governed by the Corporations Act and the company’s constitution. Hybrid is now the standard format that the Australian Shareholders Association expects, and ASIC requires shareholders to have a “reasonable opportunity to participate” regardless of whether they are in the room or online. Companies that have moved to virtual-only formats have done so under their constitution or via ASIC relief.

Half-year and full-year results presentations are the formal moment a listed company explains its financial result to brokers, analysts, and institutional investors. Usually webcast from a small studio or boardroom rather than an event venue, with the slides released to the ASX at the same time the presentation begins. The audience is overwhelmingly remote: institutional investors and sell-side analysts dialling in.

Investor days are the annual or biennial platform where the company tells its strategy story to the analyst community in depth. Hybrid by default. Multi-hour or full-day. Mixed format with executive presentations, business unit deep-dives, sometimes a customer panel or a technology demo. The audience is split between the room and the webcast feed, and the broadcast is treated as the primary product.

Broker and analyst roadshows are the small-format follow-ups, where the CEO and CFO sit through a week of consecutive 30-minute meetings with broker research teams across Sydney, Melbourne, Hong Kong, Singapore, London, and New York. Some venue-based, some by webcast, some by Zoom. The AV requirement is usually lightweight per session but tightly choreographed across the week.

Superannuation Annual Member Meetings (AMMs) became compulsory in 2018 and now reach scale audiences. AustralianSuper’s annual meeting has grown from 500 attendees to nearly 5,000 across in-person and online formats over fifteen years. UniSuper runs in-person sessions across seven or eight capital cities. The format is hybrid by default for funds at scale, virtual-only for smaller funds where the cost-to-reach calculation favours the webcast over the venue hire.

Different formats. Different audiences. Different scope. The common thread is what makes financial services events distinct from other corporate work: the audience is partly regulatory, the content is partly market-sensitive, and the production decisions all sit inside that envelope.

What makes the AV scope different

Voting platform integration

For AGMs, the voting platform is not a side note, it is the spine of the meeting. The vast majority of ASX-listed companies use either Computershare’s Meeting and Voting Services or the Link/MUFG platform. The platform handles direct voting, proxy voting, the live results display, and the Q&A widget for remote shareholders.

What this means for the production:

• The chair’s slide deck has to coordinate with the voting platform’s live result graphics. When a motion is put, the platform display goes up. When voting closes, the result has to display before the chair moves to the next item.
• The Q&A widget collects written questions from remote shareholders. Someone in the production team reads them out to the chair, or they are displayed for the chair to read directly. The handoff has to work without dropping questions or showing administrator UI to the audience.
• The audio recording is the legal record of the meeting. It has to be reliable, archived, and tied to the run sheet for the post-meeting minutes.
• The voting platform’s remote audience is part of the meeting quorum, not a viewing audience. Captions, audio clarity, and Q&A access are not nice-to-haves.

A production team that has not done AGMs before will treat the voting platform as a separate system to coordinate with. A team that has run dozens will have the platform technician sitting at the production desk, on comms with the show caller, ready to switch the display when the chair calls the motion.

Embargo and market-sensitive content

For results presentations and any event that touches on financial guidance, the content is market-sensitive until it is released to the ASX. The AV scope has to handle this directly.

The slides cannot be loaded onto the venue display laptop in advance if other vendors might have access. The recording cannot leak. The webcast cannot start before the ASX announcement is lodged. The studio’s network cannot leak content to unauthorised viewers. Some companies require their AV team to sign NDAs that match the company’s own continuous-disclosure requirements; some require the production team to remain in a closed room while the deck is loaded; some require encrypted file transfer of the slides direct from the company’s IR team to the production playback machine on the morning of the event.

This is not optional polish. A breach of continuous-disclosure obligations is a regulatory matter, and the AV vendor is part of the disclosure chain whether the contract says so or not. The hire-vs-production decision is more loaded for financial services work for exactly this reason: a hire vendor will not absorb the workflow obligations that come with handling pre-release financial content. A production vendor will, or should.

Q&A from a regulated remote audience

For AGMs, the Q&A system has to accept written questions from remote shareholders, route them to the chair, and have the chair respond verbally on the broadcast. ASIC has been explicit that the remote experience must be substantively equivalent to the in-room experience, which means production cannot bury remote questions or take them at the end as an afterthought.

The practical setup looks like this:

• Producer on the Q&A queue. Watches the voting-platform widget throughout the meeting, pre-screens for duplicates and abusive content (sometimes in-house, sometimes via the registry’s moderation service).
• Question handoff to the chair. The producer hands the question text up, or it displays on the chair’s confidence monitor for direct reading.
• Verbal answer, dual-tracked. The chair answers on the broadcast. The Q&A widget logs the question and timestamp, the audio recording captures the answer, the post-meeting record connects the two for the minutes.

For investor days and results presentations, the Q&A is usually from sell-side analysts who join by webcast, raise their hand via the platform, and ask their question by audio. The audio path has to work: a bonded uplink for the remote analysts, a clean route for their audio into the venue PA so the chair can hear them, the same audio into the broadcast feed so the rest of the audience hears the question too. A muddy phone-in feed from an analyst means the chair has to ask them to repeat themselves, and the in-room audience and webcast audience start losing the thread. The audio handoff for analyst Q&A is one of the things that gets noticed when it fails. This is where the microphone strategy for corporate panels carries over directly: a chair with a wireless headset, an analyst feed routed into the same mix, and a discreet floor manager on the audience handhelds for in-room questions.

Captioning expectations

For AGMs and investor days, the captioning standard is higher than for general corporate events. Some superannuation funds use professional CART (real-time human captioning) for the entire meeting; some use the AI captioning built into platforms like Zoom Webinars with light human review. ASIC has not mandated CART specifically, but for funds and listed companies with accessibility commitments, CART is the default for the audited portion of the meeting.

The captions need to be visible in three places: in the venue (on a side screen or as an overlay), in the webcast (as a caption track), and in the recording (embedded captions or a sidecar SRT file delivered with the archive). The captioning vendor sits in the same production schedule as the audio engineer and the show caller.

Multi-camera coverage and the broadcast feed

Investor days and results presentations are watched more by the remote audience than by the in-room audience. The broadcast feed is the primary product. This shifts the camera direction approach from corporate-event IMAG (which is for the people in the room) to broadcast-quality multi-camera (which is for the analysts watching from their desks).

The practical implications:

• Three or four cameras minimum: a wide of the stage, a tight on the speaker, a presenter slide capture, and an audience cutaway camera for Q&A.
• A separate vision director cutting the broadcast feed, distinct from the in-room IMAG operator.
• Composition standards that match what investors expect: a clean cut to the slide when the speaker references it, a hold on the speaker during important statements, no slow zooms or dramatic camera moves that telegraph “video production.” Investor day broadcasts read as corporate communications, not as cinema.
• A stream director who handles encoding, redundant uplinks, the destination platform’s quirks, and the failover paths. For ASX-listed company events, the destination is often the company’s own investor relations webcast platform, sometimes via Zoom or Webex, sometimes via a specialist vendor like Open Briefing.

A two-camera stream of a six-figure event reads as cheap on social cutdowns and as inadequate to the institutional audience watching at their desks.

The redundancy standard

For all financial services events, the redundancy standard is higher than for general corporate work because the meeting has to happen. An AGM that cannot be held on schedule has regulatory consequences. A results presentation that drops mid-stream creates a reputational and disclosure problem. A super fund AMM that loses audio for the chair’s update reaches the news the next day.

The redundancy items that recur:

• Dual broadcast encoders feeding the same stream destination, with automatic failover so a single encoder lockup is invisible to the remote audience.
• Bonded cellular uplinks alongside the venue’s wired internet, so a venue network failure doesn’t take the stream down with it.
• Backup wireless microphones for every speaker, pre-tested before the meeting and ready to swap in mid-sentence.
• Backup audio recording on a separate device, so the legal record exists in two places.
• Backup playback for the presentation deck, with the slides loaded on a second machine ready to take over if the primary glitches.
• Standby producer on the voting platform’s support line, so platform issues are escalated directly rather than through a call-centre queue.

This is the difference between a production that runs cleanly and one that doesn’t. For meetings where the regulatory record-keeping is at stake, the redundancy line items are not the place to find savings.

Pricing

A single-room hybrid AGM in Sydney with a basic webcast, voting platform integration, two cameras, and a single audio engineer with backup recording sits in the $8,000 to $20,000 ex GST range, depending on venue, audience size, and remote-voting complexity. The voting platform itself (Computershare or Link/MUFG) is a separate cost paid by the company to the registry.

A half-day investor day with a multi-camera broadcast, designed staging, three or four cameras, a stream director, and the deck management workflow described above sits in $25,000 to $80,000 ex GST. The variables are how branded the staging is, how many breakouts run alongside the main session, and how high the broadcast-quality bar is set.

Superannuation AMMs at scale (the AustralianSuper or UniSuper end of the market) move into six figures: multi-day broadcast events with hybrid Q&A, full captioning, multiple breakouts, and the post-event recording deliverable.

Studio AV produces financial services events at the AGM and investor-day end of this market. If you are scoping a 2026 AGM, a half-year results webcast, or an investor day, send us the brief and we will put a fixed-quote proposal together that fits the format rather than reframes it.