Shareholders meeting final: the shareholder kit, the printed annual report and the voting materials that hold the assembly before CNBV and BMV

A shareholders meeting — ordinary annual assembly, extraordinary assembly, board of directors meeting, audit committee, corporate practices committee, compensation committee, bondholders meeting, trustees meeting — works as the formal moment when the corporate accounts to the investors, approves the General Director's annual report, votes the agenda items and delivers the dividend distribution or the retained earnings report. A poorly executed meeting ends with shareholders receiving the materials on the same day of the meeting without review time, with blank voting cards without distinction between the agenda items, without the printed annual report required by regulation, and with the hospitality kit with unlabelled products that do not comply with NOM-024 for international market shareholders. We run shareholders meetings for Mexican corporates listed on Bolsa Mexicana de Valores, corporates with international bond issues, family-owned businesses with restricted participation holders, corporates with ADR programmes under USMCA framework and corporates with dual NYSE-BMV listing. Billing closes with CFDI 4.0 to SAT, 16% VAT, deductible as Institutional Relations or Investor Relations expense per the corporate's tax scope.

Five layers of the shareholder kit

Printed annual report for the shareholder

Edition of the General Director's annual report in co-edition with the Investor Relations area and with the corporate's Communications area. The report is printed on 130-gram coated matte paper for the interior, hard cover with dust jacket laminated in selective varnish for the exterior, endpaper with corporate photography and separators with the financial statements audited by the external auditor. For corporates listed on BMV and NYSE the report is produced in bilingual Spanish-English version with certified translation and financial cross-check. The print run varies between 500 and 5,000 copies according to the number of shareholders and is distributed 30 calendar days before the meeting per the regulatory framework.

Coded voting cards and materials

Voting cards in heavy card stock with screen print of the corporate isotype and colour coding for each agenda item: green (in favour), red (against), white (abstention), yellow (faculty to the chairman of the board). Each card is numbered consecutively and delivered with a card holder in leather or heavy card, written voting instruction, power-of-attorney format for absent shareholder representation and ballot envelope for deposit in transparent urn with notarised security sealing. For meetings with electronic vote a card with QR code and personal PIN is delivered for the certified remote voting platform.

Hospitality kit for the attending shareholder

Fabric bag with screen print of the corporate and fiscal year, containing apparel piece with isotype (polo, shirt, corporate scarf, pashmina in corporate colours), stationery piece (professional notebook with annual report cover, engraved pen), technological piece (USB with the meeting materials in digital version), gourmet piece (wine bottle, Mexican high-altitude coffee kit, tea kit, premium Mexican snack) with full NOM-024 labelling and Carta Porte 3.0 when interstate delivery applies. For meetings of corporates with operations on the northern border a bilingual Spanish-English version is delivered with investment piece like engraved Montblanc pen with the shareholder's name.

Recognition of the historic shareholder

Plaque in optical crystal at 30x20 cm with engraving of the shareholder's name, holding tenure (years since first acquisition) and phrase selected by the corporate Institutional Relations committee. Wristwatch with personalised engraving (Citizen, Casio, Tissot, Fossil, Longines, Tag Heuer depending on the meeting level). Handcraft box from Tonalá with Mexican goldsmithing or contemporary Mexican art piece signed by the artist for shareholders with tenure over twenty years. Public recognition during the ceremony with the General Director and the Chairman of the Board under protocol.

Notice of meeting, agenda and meeting room logistics

The meeting notice is sent 30 calendar days in advance per the regulatory framework of the Securities Market Law, General Law of Mercantile Societies and CNBV circulars. For corporates listed on BMV the notice is published in the Stock Information System (SIBOLSA) and in the main national circulation newspapers (Reforma, El Universal, Milenio, El Financiero, El Economista, Expansión). For corporates with international issues the notice is additionally published in Business Wire, PR Newswire or GlobeNewswire depending on the issue country.

The agenda is approved by the board of directors and distributed with the official notice. Typical items of the ordinary annual assembly include: discussion and approval of the General Director's annual report, discussion and approval of the financial statements audited by external auditor, discussion and approval of the audit committee report, profit allocation or dividend payment, decision on capital structure restructuring, appointment or ratification of board members, designation of external auditor for the following fiscal year, compensation for the board and senior management, and miscellaneous. The vote is held with the coded cards and the notarial deed is raised with the result of each item.

The meeting room logistics is coordinated with the corporate Institutional Relations area and with the venue. For meetings in Mexico City: Bolsa Mexicana de Valores (Multiple Uses Hall), Hotel St. Regis, Hotel Four Seasons, Torre Reforma, Centro Citibanamex, Club de Banqueros de México. For meetings in Monterrey: Hotel Safi, Cintermex, Museo MARCO. For meetings in Guadalajara: Hotel Hilton Midtown, Hotel Riu, Hospicio Cabañas. For meetings with international broadcast from NYSE-London-Frankfurt-Tokyo the satellite or fibre optic link is coordinated with the corporate capital desk and with the Investor Relations area. Billing closes with CFDI 4.0 to SAT, 16% VAT and deductibility as Institutional Relations or Investor Relations expense.

Electronic vote, representation and oversight mechanisms

Electronic vote is implemented with a platform certified by CNBV for meetings with participation over 500 shareholders or with significant international presence. The platform allows: shareholder registration with identity verification, annual report and meeting materials download, electronic vote prior to the meeting, real-time electronic vote during the meeting, vote receipt with advanced electronic signature and consolidated results report by agenda item. For corporates with dual NYSE-BMV listing a platform compatible with SEC and CNBV regulation is used.

Absent shareholder representation operates through simple power of attorney for representations between spouses, ascendants or descendants, through power of attorney with signature acknowledgement before notary or public broker for representations to third parties with legitimate interest, and through power granted in public deed for representations with irrevocable voting faculties. The corporate maintains a record of representations received 48 hours before the meeting and verifies the representative's standing with the corporate's legal area.

The oversight mechanisms include presence of the public notary during the meeting for deed protocolisation, presence of the corporate's legal area for quorum and vote verification, presence of the external auditor for clarifications on the audited financial statements and presence of the regulator when applicable (CNBV for BMV-listed corporates, SEC for US issue corporates, BAFIN for Germany issues, FSA for Japan issues). For meetings under USMCA the compliance with disclosure obligations is documented with signed PDF file and timestamping from the corporate's compliance area.

MOQ, lead times and packages by meeting size

Standard kit (50 to 200 shareholders, printed annual report, coded voting cards, standard hospitality kit, historic shareholder recognition, four weeks of production) — from $185,000 MXN before VAT. Premium kit (200 to 500 shareholders, premium annual report with bilingual edition and certified translation, premium voting cards with notarised envelope, premium hospitality kit with gourmet piece, recognition with contemporary Mexican art piece, electronic vote with certified platform, five weeks of production) — from $385,000 MXN before VAT. Institutional kit (500 to 1,500 shareholders, institutional annual report with large-format corporate photography and documentary video, voting cards with notarial coding and CNBV-certified electronic voting platform, premium hospitality kit with investment piece, recognition with unique piece for historic shareholder, international broadcast with satellite link, six weeks of production) — from $685,000 MXN before VAT. Global corporate kit (meeting with NYSE-London-Frankfurt-Tokyo presence, annual report in four languages, electronic vote with multi-jurisdictional platform, international broadcast, premium kit with corporate piece, ADR and depositary banks support) — quote under single proposal.

Production lead time: 28 to 42 calendar days for meetings with printed annual report and electronic vote. Express production with a date under 28 calendar days carries a +35% surcharge. For corporates with ordinary annual meeting and extraordinary meeting in the same year we run an annual package with -15% discount on the total cost of the individual meetings. The booking is made with a ten-point brief: meeting type, target date, shareholder count, dividends to announce, agenda items, brand manual in vector, logo in editable format, chromatic palette, international presence and reference for previous meetings if any.

Frequently asked questions

Can you produce the printed annual report in bilingual Spanish-English?

Yes — the annual report is produced in Spanish version for national shareholders and in bilingual Spanish-English version for international markets. The translation is done with a certified translator with financial reporting experience and cross-checked with the corporate's Investor Relations area before printing. For corporates with Germany issues a German version is delivered; for Japan issues a Japanese version is delivered.

Do you work with a CNBV-certified electronic voting platform?

Yes — the electronic voting platform is CNBV-certified and compliant with the Securities Market Law and applicable circulars. It allows shareholder registration with identity verification, materials download, prior vote, real-time vote, receipt with advanced electronic signature and consolidated report by agenda item. For corporates with dual NYSE-BMV listing a platform compatible with SEC regulation is used.

Can you coordinate international broadcast from Mexico City to NYSE-London-Tokyo?

Yes — we coordinate the international broadcast from Mexico City to the main financial markets in the world with satellite or fibre optic link, signal encryption, four-language audio with simultaneous translation and high-definition file with Spanish and English subtitles. The broadcast is delivered to the corporate with licence for internal use and historical archive.

Is Corp-Merch an official partner of any exchange or regulator?

No. Corp-Merch.MX is an independent workshop for corporate shareholders meeting production in Mexico. The exchanges, regulators and providers mentioned are cited only for descriptive purposes. The quotation figures are sector reference and adjust to the corporate's brief and scope.

Request a quote for the shareholders meeting final kit

Tell us the meeting type, target date, shareholder count, dividends to announce, agenda items, brand manual in vector, logo in editable format, chromatic palette, international presence and reference for previous meetings if any. We respond with a broken-down quotation and operation proposal within 48 to 72 business hours. For meetings with a date under 28 calendar days away we run express production with a +35% surcharge.