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Meeting Services

With extensive experience supporting hundreds of securityholder meetings throughout Canada each year, we work with you to execute in accordance with regulatory timelines, communicate with investors and assist with filing requirements and deadlines.

    • For Annual General Meetings (AGMs) or other meetings, our dedicated relationship managers assist with disclosure and regulatory requirements.Throughout the process, we emphasize effective communication, transparency and good governance.

    • Planning a securityholder meeting is a complicated process. To simplify it, we launched Meeting PAL, our new online tool to help manage your event dates, calculate regulatory deadlines, investor meetings, and proxy mailings quickly and easily.

      Our new platform outlines information that may be applicable in planning your securityholder meeting, including meeting details, mailing and print references, for both registered and non-registered securityholders. It also offers guidance regarding various timing considerations in planning your next securityholder meeting.

      Access Meeting Planner
    • To help you with customizing your proxy forms for your next securityholder meeting, complete this set-up form with the details pertaining to business matters to be conducted.

      Proxy Set Up Form
    • As part of National Instrument 54-101, issuers are required to complete this form in order to facilitate the retrieval of non-objecting beneficial owners' (NOBO) records from intermediaries.
      NOBO Undertaking Form

 

Meeting Resources

      • Typically, notices are sent out 25 days in advance of the chosen record date for a traditional mailing. The record date should be set as a minimum of 30 calendar days prior to the meeting date, and up to a maximum of 60 days in advance.

      • Securities regulators have amended two National Instruments (54-101 and 51-102) to enable issuers to offer securityholders the option to receive notice of a meeting with a proxy and use the Internet to access and retrieve certain meeting materials and continuous disclosure information.

        If permitted by your jurisdiction, this option may decrease the amount of materials that must be printed and mailed to securityholders.

        We encourage you to reach out to your relationship manager to best utilize this option.

      • Our aim is to provide a one-stop end-to-end suite of services which includes printing and mailing.

        Personalized offset and digital print services are available for:

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

        Contact your relationship manager for more information on how we can cater to your needs.

      • Transform your next function into an unforgettable event, with the Canadian capital markets as your backdrop. Our expert staff will make your meeting planning simple and stress-free by delivering a high standard of excellence in event services.

        Our venue is the TMX Broadcast Centre, in the heart of Toronto's financial district, where Canadian and international business media report on financial news and interview Canadian business leaders throughout the day. The Broadcast Centre is ideal for any corporate meeting, from AGMs, analyst/investor days, press conferences and product launches, to receptions, dinners and seminars.

        The Galleryis a formal setting which accommodates many types of events, such as Annual General Meetings, analyst presentations, IPO roadshows, seminars, product launches, news conferences, receptions and dinners.

        The Studiois a great place to take a meeting outside of the boardroom. It hosts informal meetings, small luncheons and news conferences, in addition to specialized television programming in the TMX Broadcast Centre.

        The TMX Broadcast Centre is located at street level in The Exchange Tower, 130 King Street West, on the northeast corner of King and York Streets. The Exchange Tower parking entrance is on York Street.

        TMX Broadcast Centre
        The Exchange Tower
        130 King St. W.
        Toronto, ON
        M5X 1J2