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Meeting Services

Secure, innovative solutions that support our clients’ changing needs

Overview

Your annual meeting is an important opportunity to make a positive impression on the key groups who influence your company's future: investors, analysts, employees, customers, suppliers, lenders, regulators, special interest groups, and business partners. Leverage TSX Trust's expertise to help you strengthen those relationships and make your meeting a successful event.

TSX Trust Virtual Meetings

TSX Trust Virtual Meetings

Highly secure, dynamic and user-friendly tools for virtual meetings. Engage your stakeholders from anywhere.

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Capabilities

MEETING SERVICES

Whether you have 100 or one million securityholders, whether you are a publicly traded company or a professional organization, our experts consult with you from the planning stage through proxy tabulation to attendance reports and poll results.

Our comprehensive solutions include the following:

  • Annual Meeting Coordination
  • Printing, Packaging, and Mailing
  • Scrutineering Services
  • Integrated Proxy Tabulation
Voting and Tabulation

Your shareholders are voting on important issues, and the rapid and accurate tabulation of votes is vital. To expedite the tabulation process, TSX Trust offers three methods of voting:

  • Online: Our proprietary proxy voting portal allows shareholders to review nominees' names and proposal texts exactly as they appear on the proxy form. Our online proxy vote application is customizable, convenient, and available from a mobile device.
  • By Phone: IVR technology allows the shareholder to vote using a touch-tone telephone. It is a faster, more convenient alternative that is available 24/7.
  • By Mail: For shareholders who prefer paper ballots, our proxy department will collect and tabulate proxy cards.
Notice & Access

TSX Trust offers document hosting services that meet all regulatory criteria. Your customized website, available in English and French (if required), will incorporate your corporate colours, logos, and messaging. The website will include searchable and indexed versions of proxy-related material and will also link to an Internet voting page during the period when proxy voting is being sought, where applicable. In addition to posting your annual financial report and proxy circular, you also have the option of posting additional documents to the website (please speak to your relationship manager). All proxy-related material will remain on the site for one year following the mailing of the notice.

Distribution Services

TSX Trust provides full distribution services for all proxy mailings. We will also accommodate issuers who wish to “stratify” their proxy mailing. In other words, TSX Trust will assist you should you choose to employ a notice-and-access mechanism for some holders and mail paper copies of proxy materials to others, based on flexible and clearly defined criteria.

Proxy Reporting Online

TSX Trust offers issuers the ability to view proxy reporting through TA Client Central, our online issuer portal. You can view a real-time snapshot of meeting results and request different reports online. Reports can either be printed or saved to MS Excel or Adobe PDF formats, and extensive online help is available.

PRINTING SERVICES

The TSX Trust printing network has the production capability and capacity needed for short and long runs, black only or full colour print, single sheets, full or digest-sized booklets, saddle-stitched or perfect-bound, inserted and mailed.

The combination of always-on service and production capacity means our clients are able to meet their filing, printing and mailing dates without compromise.

Our dedicated service team assists clients with meeting relevant disclosure and regulatory requirements, focusing on deadline-driven needs by providing a personal service that is prompt and accurate.

Customized offset and digital print services are available for:

  • Notice of Meeting
  • Information Circulars
  • Directors' Circulars
  • Take Over Bid Circulars
  • Prospectuses
  • Proxy/Voting Instruction Forms
  • Annual Reports
  • Annual Financial Report with MD&A
  • Quarterly Financial Statements
  • Financial Statement Request Forms
  • Direct Mail Pieces
  • Letters
  • Envelopes
Resources

Our dedicated service team assists clients with meeting relevant disclosure and regulatory requirements, focusing on deadline-driven needs by providing a personal service that is prompt and accurate.

Contact us today:

Scott Hawrelak
National Director - Print Solutions
Phone: 416 947-6673
Cell: 416 882-2314
Email: scott.hawrelak@tmx.com

MAILING SERVICES

Our dedicated relationship managers assist clients with meeting relevant disclosure and regulatory requirements, focusing on service needs by providing a personal service that is prompt and accurate.

Personalized offset and digital print services are available for:

  • Notice of Meeting
  • Information Circulars
  • Letters
  • Envelopes
  • Proxy/Voting Instruction Forms
  • Annual Reports
  • Annual Financial Report with MD&A
  • Quarterly Financial Statements
  • Financial Statement Request Forms
  • Direct Mail Pieces

Contact Our Sales Team

Please complete the following form to speak with one of our Sales representatives. If you are a current client or investor and need support please click here.

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