The verdict in three sentences
For a professional body with 3,500 members spread across a country, a hybrid AGM platform with e-voting costs between EUR 12,000 and 23,000 in 2026 (8 to 15 million FCFA for West African bodies). A single in-person general meeting costs roughly EUR 18,000 (venue, travel, accommodation for delegates, logistics), so the investment is usually recovered between the first and the second session. What gives the system legal weight is strong OTP authentication combined with a verifiable secret ballot: without them, a challenge to the resolution remains possible.
What an in-person AGM costs, and what a hybrid AGM replaces
The secretary general of a professional body (doctors, pharmacists, architects, accountants, lawyers) typically runs one ordinary AGM a year plus one or two extraordinary meetings for bylaw reforms or council elections. Quorum is hard to reach when members outside the capital must travel.
| Cost item (2026 order of magnitude) | In-person AGM | Hybrid AGM with platform |
|---|---|---|
| Venue hire and sound | EUR 3,800 | EUR 1,500 (smaller room) |
| Travel and per diems for regional delegates | EUR 7,900 | EUR 1,400 |
| Accommodation | EUR 3,500 | EUR 450 |
| Printing notices, ballots, sign-in sheets | EUR 1,200 | EUR 80 (SMS and email) |
| Counting and drafting minutes | EUR 900 (2 days) | Automatic, 1 h review |
| Catering | EUR 900 | EUR 380 |
| Total per AGM | EUR 18,200 | EUR 3,800 + running costs |
| Observed turnout | 25 to 35% | 55 to 70% |
Direct savings are around EUR 14,000 per session, before platform running costs (OTP SMS, hosting, support), estimated at EUR 1,800 to 3,000 per year.
The features that drive the price
A voting platform is not a simple form. The modules below explain the gap between EUR 12,000 and 23,000.
| Module | Scope | Indicative 2026 budget |
|---|---|---|
| Member register and voting rights | Import of the roll, paid-up dues, eligibility | EUR 1,800 to 3,000 |
| Strong authentication | SMS OTP, single-use link, device check | EUR 1,500 to 2,700 |
| Verifiable secret ballot | Identity separated from ballot, encrypted vote receipt, sealing | EUR 3,000 to 5,300 |
| Proxies | Submission, cap per proxy holder, secretariat validation | EUR 1,100 to 1,800 |
| Video conferencing and virtual room | Zoom, Teams or Jitsi integration, speaking queue | EUR 1,400 to 3,000 |
| Resolutions, amendments, elections | One- or two-round ballots, lists, qualified majorities | EUR 1,500 to 3,000 |
| Automatic minutes and archiving | Timestamped minutes, results per resolution, signed PDF export | EUR 900 to 1,800 |
| Load testing and security audit | 3,500 concurrent voters, audit report | EUR 900 to 2,000 |
Delivery takes 10 to 16 weeks, including at least one dry-run AGM with a sample of 200 members. Without a rehearsal, the risk of incidents on the day (OTPs not received, slow connections in remote areas) is real.
Security, evidence and compliance
Three requirements shape the specification. First, the body's bylaws must allow remote voting: a bylaw amendment voted at a physical meeting often comes first. Second, member data processing falls under data protection law (GDPR in Ireland, overseen by the Data Protection Commission; the APDP in Benin): documented hosting, log retention periods, a processing record. Third, evidence: every vote generates an encrypted receipt the member can check, and an independent scrutineer or auditor can verify the sealing of the electronic ballot box before and after the vote.
Plan a fallback mode: keep voting open 24 to 48 hours for members with connectivity issues, and allow a backup OTP by email.
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Mr Houngbédji, secretary general of a 3,500-member professional body, plans one ordinary AGM and one electoral AGM in 2027. Platform budget: EUR 17,500 build and EUR 2,400 annual running costs. Two in-person AGMs: EUR 36,400. Two hybrid AGMs: EUR 7,600 + EUR 2,400 = EUR 10,000. First-year saving: 36,400 − 10,000 − 17,500 = EUR 8,900. From year two, savings reach about EUR 26,400, and expected turnout rises from 30% to over 60%.
FAQ
Does an electronic vote carry the same legal weight as a vote in the room?
Yes, if the bylaws allow it and voter identification is reliable. SMS OTP, an up-to-date register and timestamped minutes form the core of the evidence. Allow 1 to 2 months to adopt the bylaw amendment.
How much do OTP text messages cost for 3,500 members?
At aggregator rates of EUR 0.03 to 0.08 per SMS, expect EUR 100 to 300 per ballot including resends. That is marginal compared with the overall budget.
Can ballot secrecy be guaranteed if the body administers the platform?
Yes: identity and ballot are stored separately, and the ballot is encrypted with a key split between several scrutineers. No single administrator can link a vote to a member.
Isn't an off-the-shelf SaaS cheaper?
European SaaS offers charge EUR 3 to 8 per voter per ballot, so EUR 21,000 to 56,000 a year for 3,500 members and two ballots. A custom build becomes profitable from year two.
How long before the first online AGM?
Allow about 4 months: 10 to 16 weeks of development, a dry run and secretariat training. Launching on an ordinary AGM before an electoral one reduces the risk.
Let's scope your project. Send us your member count, your next AGM dates and your bylaws: we will price a platform between EUR 12,000 and 23,000, delivered in 10 to 16 weeks. 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.
