TUI AG has been organising its Annual General Meeting with the support of the POOLgroup since 2017 – from in-person events to digital formats during the Covid-19 pandemic. With the return to the Hannover Congress Centrum (HCC), the in-person AGM marked an important step back towards live events, whilst maintaining the same high standards of safety, transparency and technology.

The focus is on ensuring that the Annual General Meeting complies with legal requirements, with clearly defined procedures and transparent processes.
All statutory requirements must be met. Shareholders need transparent channels for information and participation. Requests to speak, voting and reporting require consistently stable audio and video transmission – both in the main hall and in connected ancillary areas.

Digital systems from previous years, such as those for managing questions and recording attendance, should be integrated in a meaningful way. The aim was to create a robust hybrid format that supports digital processes without unnecessarily complicating the event.

TUI AG’s Annual General Meeting is subject to the complex regulatory and organisational requirements applicable to listed companies.

These include clearly defined process chains, procedures requiring documentation, and high standards of redundancy and reliability. Every speech, every vote and every video broadcast must be technically secured.

At the HCC, this required precise planning of rooms and routes for shareholders, committees, media representatives and back-office structures. At the same time, in-person, streaming and internal system processes had to mesh seamlessly.

Following two fully digital meetings, the challenge was also to fully re-establish live operations – with a setup that is well thought-out from an organisational perspective and technically robust.

POOLgroup implemented a fully redundant, clearly structured production setup for the TUI AG Annual General Meeting.

Key services:
• Infrastructure & supplier management
Planning of the physical infrastructure at the HCC, including catering, office and back-office solutions, as well as coordination of external partners for furniture, marquees and infrastructure.
• Power, audio and media technology
Installation of a redundant power supply with generators; full-coverage sound reinforcement in all relevant areas with a focus on speech intelligibility; redundantly configured video transmission systems for the main hall and ancillary rooms; and stage and hall lighting in accordance with AGM standards.
• Interpreting and network technology
Integration of interpreting equipment for international participants, as well as the establishment of a high-performance network infrastructure for streaming service providers, attendance tracking and back-office systems.
• Wayfinding, logistics & back office
Development of a visitor guidance concept with clearly defined functional areas, creation of room schedules and logistics planning from delivery through to internal wayfinding. In the back office, structures and systems were set up in such a way that enquiries and requests can be recorded, allocated and processed in a traceable manner.

For shareholders, committee members and guests, the Annual General Meeting was a calm, well-organised event:

• well-organised wayfinding,
• consistent visibility and acoustics,
• and a programme that ran without any technical glitches.
Behind the scenes, a redundant system comprising power, audio, video and IT infrastructure was at work; ideally, this remains unnoticed – and that is exactly how it worked.

TUI AG has relied on the POOLgroup as its partner for its annual general meetings for many years. Their combined experience of both in-person and digital formats provides a foundation on which new legal and technical requirements can be swiftly translated into viable AGM set-ups – with clear processes, robust technology and reliable back-office structures.