Structuring Annual Meeting Materials

---
name: structuring-annual-meeting-materials
language: en
description: Prepares annual meeting presentations with fund performance review, market outlook, pipeline discussion, and LP Q&A preparation. Use when preparing AGM materials, structuring LP presentations, or coordinating annual meetings.
tags:
  - investor-relations-and-lp-reporting
metadata:
  author: casemark
  practice_areas:
    - Investor Relations
    - LP Reporting
    - Fund Administration
  document_types:
    - Report
  skill_modes:
    - Analysis
---
# Structuring Annual Meeting Materials

Prepares annual meeting presentations covering fund performance, market outlook, investment pipeline, and LP Q&A for private equity, venture capital, or real asset fund annual general meetings.

## When To Use

- Assembling the AGM presentation deck and supporting materials for LP distribution
- Structuring the narrative arc from fund performance through forward-looking strategy
- Preparing the GP team for LP questions on returns, fees, valuations, and portfolio company status
- Coordinating materials across investment, operations, finance, and IR teams before the meeting

## Inputs To Gather

- **Fund performance data**: Net IRR, TVPI, DPI, RVPI for current fund and prior vintages; PME benchmarks against relevant index (e.g., Cambridge Associates, Burgiss)
- **Portfolio company summaries**: Revenue, EBITDA, valuation marks, key operating metrics, and material events for each active holding
- **Fee and expense reporting**: Management fee calculations, fund-level expenses, carried interest accrual status, GP commitment balance
- **Capital account data**: Total commitments, called capital, distributed capital, NAV per LP (or by LP class)
- **Pipeline and deployment outlook**: Current deal flow volume, sectors under evaluation, expected deployment pace for remaining dry powder
- **Market outlook inputs**: Macro views, sector-specific trends, exit environment assessment, relevant regulatory or tax developments
- **Prior AGM materials**: Last year's deck and Q&A log to ensure continuity and track commitments made to LPs
- **LP relationship notes**: Known LP concerns, LPAC feedback, side letter provisions affecting disclosure [VERIFY specific LP disclosure obligations under side letters]

## Workflow

1. **Set the agenda framework** — Organize the presentation into standard AGM blocks: (a) fund overview and strategy recap, (b) performance review, (c) portfolio company deep dives, (d) fees/expenses/capital account summary, (e) market outlook and pipeline, (f) team updates, (g) Q&A preparation. Confirm with the GP which sections to emphasize based on fund lifecycle stage (deployment, harvesting, or wind-down).

2. **Build the performance section** — Present net returns (IRR, TVPI, DPI, RVPI) with clear vintage year context. Include PME benchmarking and quartile ranking where available. Show a bridge analysis illustrating NAV changes period-over-period (new investments, realizations, unrealized gains/losses, fees/expenses). Flag any valuation methodology changes since last reporting period. [VERIFY that return calculations comply with ILPA reporting guidelines and any LPA-specific requirements]

3. **Draft portfolio company pages** — For each material holding, include: investment thesis recap, current valuation and basis, key financial metrics (revenue, EBITDA, growth rates), operational milestones achieved, value creation plan progress, and expected hold period or exit timeline. Highlight realizations completed since last AGM with realized multiples and IRR.

4. **Prepare the fee and capital account summary** — Summarize management fees charged, organizational expenses, fund-level operating costs, and carried interest status. Show waterfall position relative to preferred return hurdle. Present capital account data showing commitment, called, distributed, and remaining unfunded for each LP class. [VERIFY waterfall mechanics against specific LPA terms — European vs. American waterfall, catch-up provisions]

5. **Develop market outlook and pipeline section** — Provide macro context relevant to the fund's strategy. Discuss sector themes driving current pipeline activity. Quantify deployment pace: capital called to date vs. investment period timeline, number of deals evaluated vs. closed. Present remaining dry powder and expected deployment cadence without making forward-looking return projections.

6. **Prepare Q&A anticipation document** — Review prior year Q&A log and current LP correspondence for recurring themes. Draft responses for likely questions: valuation methodology, key person changes, ESG/DEI initiatives, co-investment availability, fund extension or recycling provisions, secondary market activity. Prepare data backup slides for detailed follow-up questions on individual portfolio companies.

7. **Assemble and review** — Compile all sections into a cohesive deck with consistent formatting, terminology, and data vintage dates. Ensure all figures reconcile across performance, capital account, and portfolio sections. Run compliance review for any forward-looking statements or marketing-sensitive language.

## Output

- **AGM presentation deck** structured in the standard block format with performance dashboards, portfolio pages, and outlook sections
- **Q&A preparation document** with anticipated questions, approved talking points, and backup data references
- **LP capital account appendix** with individualized data by LP or LP class
- **Supporting data package** with detailed portfolio company metrics, benchmark comparisons, and fee calculations

## Quality Checks

- Net IRR, TVPI, DPI, and RVPI figures reconcile across all sections and match the most recent quarterly report
- PME benchmarks use the correct index and calculation methodology (Direct Alpha, KS-PME, or Long-Nickels) [VERIFY methodology consistency with prior reporting]
- Portfolio company valuations align with ASC 820 / IPEV guidelines and are consistent with latest audited or unaudited financial statements
- Fee calculations match LPA terms — confirm management fee basis (committed vs. invested capital), rate step-downs, and offset provisions
- No forward-looking return projections or guarantees appear in any section
- All data carries a clear "as of" date; no stale figures from prior periods are presented as current
- Materials have been reviewed for confidentiality — no LP-specific data appears in shared sections unless explicitly permitted