Annual board meeting — kits for directors, investors and executives

When to use this playbook

The annual board of directors meeting or shareholders assembly are high-formality events where merch serves three purposes: (1) recognise directors and investors for their time and commitment during the fiscal year; (2) communicate the corporate brand at the moment when attendee attention is at its peak; (3) leave a tangible memento that extends the conversation about results, strategy and priorities for the year ahead. This playbook applies to issuers listed on the Bolsa Mexicana de Valores, private companies with advisory boards, family businesses renewing their boards, Mexican subsidiaries of multinationals and investment trusts with technical committees.

The playbook covers both the in-person and hybrid format. For in-person sessions at corporate offices in CDMX (Torre Reforma, Polanco, Santa Fe, Lomas de Chapultepec, Bosques de las Lomas, Pedregal), Monterrey (Torre KOI, Valle Oriente, San Pedro Garza García, Fundadores), Guadalajara (Midtown Jalisco, Providencia, Puerta de Hierro) and Querétaro (Centro Sur, Antea), we deliver to the office. For expat directors or those residing abroad (Miami, Madrid, Bogotá, Buenos Aires, São Paulo, New York), we deliver to the home address or to the event hotel.

Board-level merch is governed by fiscal and regulatory compliance: LFPDPPP for handling personal data of recipients, internal compliance to avoid conflicts of interest, compliance for gifts to officials when applicable, and correct disclosure for public issuers. We handle the full compliance workflow.

Tiered audiences

Not every attendee receives the same. We recommend three to five kit tiers: kit for sitting director, kit for independent director, kit for special guest (invited CEO, former director, strategic advisor), kit for board secretary and kit for support staff. Each tier carries a different price, content and finish, and invoicing is split by tier for reporting to compliance and HR.

For the shareholders assembly the kit is typically more functional and less premium — notebook, pen, encrypted USB with annual materials, printed annual report, card with assembly details and, when relevant, a signature piece of the year (limited-edition shirt, anniversary mug, jersey with the number of years). For the board the kit steps up: leather goods tanned in León, branded premium water bottle, desk set, premium headphones or smartwatch when budget allows.

Roles and responsibilities

The client brings: the board secretary who coordinates general logistics, the investor relations area that validates the attendee list, the legal area that validates compliance and LFPDPPP, the corporate communications area that approves design and materials, and finance that approves budget and invoicing. Corp-Merch brings: a dedicated senior account executive, a premium-piece curator, production with certified suppliers, luxury packaging, delivery with specialised carriers, CFDI 4.0 invoicing and on-site event support.

For public listed companies we add to the team the delivery of compliance evidence to the regulatory area: list of kits delivered, unit value per tier, total value per director, delivery date, RFC when applicable, proof of receipt and kit photography when authorised by the recipient. This evidence is delivered before quarter close so the legal area can incorporate it into its corporate governance reports.

KPIs to track

• On-time delivery rate: target 100% given event formality.
• Director satisfaction: short post-event survey (target NPS 70+).
• Fiscal compliance: 100% of CFDI 4.0 stamped before delivery.
• Disclosure compliance: 100% of evidence delivered to comptrollership and legal.
• Post-event usage rate: three-month survey on actual use of pieces (target 60%+).