To promote better engagement with and to maximize participation by shareholders, there has been increasing number of Listed Company (“Company”) to hold general meetings virtually or in hybrid forms. For some shareholder’s meeting(s), webcast arrangement may be provided to shareholders. These meetings may require shareholders to pre-register their details with the issuers or their agents before the meetings to obtain the credentials to logon the meeting online.
Arrangement and actions required on hybrid meeting, virtual meeting and webcast registration
To standardize the pre-registration notification for CCASS Participants and Investor Participants (“Participants”), the following wordings will be indicated in the Announcement Summary of the respective meeting announcement via CCASS terminals and CCASS Internet System or Activity Statement for the purpose of identification of meeting mode.
|
Meeting mode
|
Description of meeting mode
|
Pre-registration
|
|
Hybrid meeting
|
Meeting(s) will be hosted in hybrid form. Shareholders or their proxies may choose to attend and vote at the meeting in person or via online portal.
|
Pre-registration via HKSCC is required
|
|
Virtual meeting
|
Meeting(s) will be hosted virtually. Shareholders or their proxies can only attend and vote via online portal without physical attendance.
|
Pre-registration via HKSCC is required
|
|
Webcast registration via HKSCC
|
Live streaming of the meeting. Shareholders can view the meeting online but not vote at the meeting(s) online. Shareholders can vote by submitting voting instruction via HKSCC as usual.
|
Pre-registration via HKSCC is required
|
|
Webcast registration via Company
|
Live streaming of the meeting. Shareholders can view the meeting online but not vote at the meeting(s) online. Shareholders can vote by submitting voting instruction via HKSCC as usual.
|
Pre-registration via Share Registrar/ Company is required
|
By reference to the meeting mode provided in Announcement Summary via CCASS terminals and CCASS Internet System or Activity Statement, Participants should refer to the pre-registration procedure / requirement below and take necessary actions on or before the related CCASS voting deadline for the purpose of participating in the shareholder meeting online.
Actions to be
taken by Participants for pre-registration requirement and procedure
Hybrid meeting / Virtual meeting
Participants and their clients who intend to attend and vote at the hybrid / virtual meeting through the online portal should:
1) Submit appointment of proxy instruction via either CCASS terminals, CCASS Internet System, CCASS Phone System or Customer Service Centre; and
2) Provide additional details regarding a valid email address before the CCASS voting deadline.
a. For Non Investor Participants, they are required to submit their email address using the designated template
(Email Template for Hybrid/Virtual meetings) to hksccn_ca01@hkex.com.hk;
b. For Investor Participants, they can either submit their email address through the CCASS Internet System or submit
IP-Form 39 to hksccn_ca01@hkex.com.hk or Customer Service Counter.
Webcast registration via HKSCC
Participants and their clients who are interested in joining the webcast should follow the same procedures set out in step 2 of previous “Hybrid meeting / Virtual meeting” section.
Webcast registration via Company
Participants and their clients who are interested in joining the webcast should follow the procedure as stated in the Companies' announcement posted on HKEXnews website and complete the webcast pre-registration with the Share Registrar/ the Company directly by the stated deadline or direct access the webcast using the link provided in the Companies' announcement (if applicable).
After the pre-registration is completed, the credentials to logon to the meeting will be sent to the email address provided directly by the issuer or its agent. Please call the Share Registrar/the Company if the login details are not received one business day before the meeting date.
Please also be reminded that HKSCC and its affiliates do not guarantee voting instructions placed at the online portal provided by the company can be properly accepted or executed. In the event that any votes are rejected or not executed due to unexpected delay, technical, connection or other issues, such votes cannot be re-submitted through HKSCC.
For any act, omission, default, failure, delay or inadequacy of performance of the company or any of its agents, representatives or intermediaries (including its principal or branch share registrar) or any entity with whom it has entered into arrangement for the purposes of the voting via the online portal, HKSCC and its affiliates shall take no responsibility and shall be relieved from any further obligation whatsoever to provide for the exercise of or participation in such voting rights or actions to participants and shall not be liable to participants in any manner whatsoever.