For AGM interpretation in Hong Kong, start with the languages people will speak as well as hear, then specify how questions reach the chair. Use qualified human interpreters for resolutions, disputed wording and other material where a translation error could affect a decision; assess AI captions only as supplementary support.
This is a planning worksheet based on official information checked on 15 October 2026, not legal advice or a report of a meeting we tested. Ask the company secretary and relevant advisers to confirm the requirements for the particular company before procuring a service.
Separate language access from meeting participation
The Companies Registry explains that virtual meeting technology for fully virtual or hybrid general meetings must let participants listen, speak and vote. Its FAQ also explains that the relevant framework applies to locally incorporated and re-domiciled companies; do not assume it applies identically to every overseas issuer.1
A translation link therefore answers only part of the event brief. It should not be presented as shareholder authentication, a question-submission system or a voting service. HKEX’s shareholder-engagement material separately stresses effective two-way communication.2 Neither source is used here to claim that every AGM must buy a particular interpretation service or language combination.
| Workstream | Ask the responsible supplier or organiser to demonstrate |
|---|---|
| Meeting access | How an entitled participant joins the actual meeting |
| Language delivery | Which original and interpreted channels reach onsite and remote listeners |
| Questions | How a participant requests the floor and the chair receives the question |
| Voting | Where the approved voting process operates and who supports it |
| Records | Who checks and approves the record before circulation |
These are suggested procurement checks, not a statement that one vendor supplies all five functions.
Write language directions, not just language names
“Cantonese and English” leaves an important question unanswered. Does the chair speak Cantonese while shareholders ask questions in English? If so, a Cantonese-to-English listening channel alone does not specify how the chair receives an English question.
Use this blank brief for each part of the agenda:
| Agenda item | Spoken language → required output | Question route and responsible person |
|---|---|---|
| Chair’s introduction | ___ → ___ | ___ |
| Resolution explanations | ___ → ___ | ___ |
| Shareholder questions | ___ → ___ | ___ |
| Chair’s answers | ___ → ___ | ___ |
| Separate informal briefing | ___ → ___ | ___ |
Include the exact document version supplied to interpreters: resolution numbers, company names, abbreviations and approved bilingual wording where available. Keep the source of each term in the brief. Our Hong Kong event planning page provides the broader setting; this worksheet is specific to the agenda and return path for questions.
Procure the people and the audio route together
For formal proceedings, ask the interpretation supplier to confirm subject experience, exact language directions, preparation material, staffing and handovers. Ask the AV operator to describe the microphone feed from the chair, a shareholder in the room and a remote participant. Every required speaker should be represented in the rehearsal.
Keep price lines separate: interpreters, preparation, rehearsal, platform, receivers and support. There is no verified universal AGM tariff in this article. Compare written quotes for the same brief, using the equipment rental checklist to identify delivery items.
For disputed wording, agree who may ask for repetition or clarification. Do not leave an interpreter, caption operator or volunteer to decide the legal meaning of a resolution.
Rehearse a complete question, not just an opening speech
Here is a hypothetical exercise, not a tested customer example: the chair explains an item in Cantonese, an onsite listener needs English, and a remote shareholder asks a question in English.
Have volunteers follow the complete sequence: join the meeting, select the intended language, hear the item, request the floor, ask the question, hear it relayed to the chair, and receive the answer. Rehearse the approved voting route separately with the person responsible for it.
Record what each participant actually received, the device and route used, and any missed audio. Keep a blank result sheet until the rehearsal occurs. If a channel fails, the chair and company secretary should already know who can pause proceedings and which agreed alternative to announce.
Where supplementary AI captions may fit
For a separately approved informal briefing or supplementary listening aid, tlive offers a guest link or QR code for captions and translated audio.3 A room has the source language plus at most two translated languages; a language catalogue is not a promise that every language can run at once.
The published rates below can help plan a short rehearsal of that supplementary service, not price a compliant AGM or replace professional interpretation.4
| Documented configuration | Credits per minute | Hypothetical five-minute rehearsal |
|---|---|---|
| One translated voice, with source captions | 4 | 20 credits |
| Two translated voices, with source captions | 8 | 40 credits |
The five-minute duration is an example; the rates are from the current pricing page. Rehearsal time and any actual session both need budgeting. The setup guide explains the audio and guest flows. Choose a human interpretation service and a suitable meeting platform when formal participation, specialist judgement or more language channels are required.
Hand over reviewed records
Before the event, assign an owner for source recordings, interpreted material, machine captions and the approved minutes. A downloaded transcript should enter a review process; do not circulate it as approved minutes merely because it is available immediately.
Leave the rehearsal with named owners, confirmed language directions and a written response to a failed question path. Those deliverables make the language plan assessable before shareholders arrive.