By Devon Possanza, CMP

When Easter Associates begins working with a new association, planning their next conference is often one of the first major projects we take on. Whether it’s a 50-person retreat or a 500-person annual meeting, the goal is the same: understand what’s worked in the past, improve what hasn’t, and give the board confidence that their event is in good hands.

Learning the History

The first thing I do is gather context. I ask for previous budgets, promotional materials, planning notes, anything that helps me understand how the event has been handled. I also sit down with board members or planning committees to hear about their experience: What did they love? What challenges did they face? What do they hope will be different?

If I’m lucky enough to attend the event before we officially take over, that’s a game-changer. Seeing how things run in real time gives me a much clearer sense of what works and where small changes can make a big impact.

Balancing What’s Familiar with What’s Possible

Most conferences share the same building blocks—sessions, speakers, breaks, AV, exhibitors—but the magic is in how those elements come together. I look for ways to bring more polish and efficiency to the process without losing what makes the event feel like theirs.

That might mean introducing branded items like signage, table linens, and banners. Or using our AMS system to replace time-consuming manual tasks like check-in or session tracking. I also clarify which traditions are important to preserve and where there’s room to try something new.

Building Structure, Not Stress

For many boards, planning a conference can feel overwhelming, especially if they’re used to doing it all themselves. One of the best ways I can support them is by offering structure. I give each committee a checklist of what’s being handled and keep regular check-ins on the calendar, so they never feel in the dark. My goal is to make their job easier, not give them more to do.

When the Timeline Is Tight

One of the biggest challenges I’ve faced was stepping in to manage a client’s annual conference just three months before the event. It was a 200-person conference with an exhibit hall and a lot of moving parts, but we jumped in, asked the right questions, and made sure every detail was covered. Behind the scenes, it was a hustle, but from the client’s perspective, the transition was seamless. That’s always the goal.

A Fresh Start, Without Starting Over

Handing your event over to a new management team can feel like a big leap, but it doesn’t have to be stressful. With Easter Associates, you’re not starting from scratch, you’re gaining a partner who listens, builds on what you’ve already accomplished, and brings the tools and experience to take your conference to the next level.

If your association is getting ready to plan its next big event, let’s talk. We’d love to help you make it your best one yet.