The verdict in three sentences
When 4,000 members are spread across Dublin, Cork, Galway and rural counties, reaching quorum in person is costly and often fails, forcing an adjourned meeting. A custom online voting platform with SMS OTP authentication, proxies, secret timestamped voting and automatic minutes costs 30,000 to 70,000 EUR in Dublin in 2026. It ships in 8 to 10 weeks, provided the society's registered rules allow remote participation, as permitted for cooperative societies under the Co-operative Societies Act 2024.
What a failed in-person AGM costs
A national AGM involves travel, venue, catering and printed materials. Here is a 2026 estimate for a cooperative of 4,000 members bringing delegates and part of the membership to Dublin.
| Item (in-person AGM, 600 attendees) | Estimated 2026 cost |
|---|---|
| Venue hire and AV in Dublin | 9,000 EUR |
| Members' travel expenses | 18,000 EUR |
| Catering (1 meal, 2 breaks) | 21,000 EUR |
| Hotel nights for remote delegates (80 nights) | 13,600 EUR |
| Printing and posting notices, ballots and reports | 6,000 EUR |
| Total per meeting | 67,600 EUR |
| Cost of an adjourned meeting without quorum | 25,000 to 67,600 EUR |
With 600 attendees out of 4,000, turnout caps at 15 %. If the rules require a quarter of members for quorum, the meeting is adjourned and part of the cost is incurred twice.
Platform features and their price
The core version covers the full meeting cycle, from notice to minutes. Ranges below reflect the 2026 Dublin market for custom development.
| Feature | Scope | 2026 range (EUR) |
|---|---|---|
| Member register | Import, phone number, shareholding | 3,000 to 6,000 |
| Notice of meeting | SMS and email with agenda and documents | 2,500 to 5,000 |
| SMS OTP authentication | 6-digit one-time code, valid 5 minutes | 3,000 to 6,000 |
| Proxies | Online appointment, cap per proxy holder per the rules | 3,500 to 8,000 |
| Secret timestamped voting | Ballot separated from identity, audit log | 6,000 to 15,000 |
| Live quorum tracking | Present, represented, threshold reached | 2,000 to 5,000 |
| Automatic minutes | Results per resolution, signed PDF export | 3,000 to 7,000 |
| Hybrid AGM with video | Zoom or Teams integration, in-room tablet voting | 7,000 to 18,000 |
| Total | 30,000 to 70,000 | |
| Recurring item | 2026 amount | |
| SMS OTP and notices (2 per member, 4,000 members) | about 8,000 SMS, 400 to 640 EUR per AGM | |
| Hosting in an EU region | 100 to 300 EUR per month | |
| Support and maintenance retainer | 400 to 1,200 EUR per month | |
| Independent scrutineer (optional) | 2,000 to 5,000 EUR per AGM |
For reference, Kolonell's own grid prices a simple application at 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR), with maintenance from 35,000 FCFA a month (50 EUR).
Legal certainty and an 8 to 10 week plan
The starting point is not technical: check that the registered rules provide for remote attendance and voting. If not, a special resolution must first amend the rules and be registered with the Registrar. Generated minutes must record what the rules require: date, quorum, resolutions, results and signatures of the chair and secretary. GDPR applies to the member register, so host in the EU and keep voting logs only as long as needed for challenges.
Weeks 1 to 2: scoping with the board, review of the rules, proxy rules. Weeks 3 to 4: designs and voting flow tested with 20 members. Weeks 5 to 7: development and SMS gateway integration. Week 8: dry-run AGM with 200 members. Weeks 9 to 10: fixes, secretariat training and official notice.
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Siobhan, chair of a 4,000-member agricultural cooperative based in Dublin (illustrative example), spends about 67,600 EUR per in-person AGM and missed quorum two years running. She selects a 48,000 EUR platform, with 600 EUR of SMS per meeting and a 700 EUR monthly retainer.
Calculation: the first online AGM costs 48,000 + 600 + 8,400 of annual support, or 57,000 EUR. She keeps a small board meeting in person at 6,000 EUR. Savings reach about 4,600 EUR in year one, then more than 52,000 EUR a year after that, with turnout no longer capped by travel.
FAQ
Is an online AGM valid for an Irish cooperative?
Yes if the registered rules allow remote participation and voting. Otherwise a rule amendment must be passed and registered before the first online meeting.
How much does an online AGM voting platform cost in Dublin?
Expect 30,000 to 70,000 EUR for a custom build. Off-the-shelf AGM services charge roughly 2 to 6 EUR per member per meeting, or 8,000 to 24,000 EUR for 4,000 members.
How is ballot secrecy guaranteed?
The ballot is stored separately from the member's identity, with a timestamp and audit log. The system knows who voted without being able to link a ballot to a member.
What about members without smartphones?
They can appoint a proxy, vote by phone with an operator-assisted code or use a tablet at a regional office. Postal voting can run in parallel if the rules allow it.
How long does it take to be ready?
Allow 8 to 10 weeks, dry run included. Start at least 3 months before the AGM date set by your rules.
Let's scope your project. Send us your rules, member count and next AGM date, and we will return a scope, an indicative budget and an 8 to 10 week plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
