How Small Teams Power Major Association Conferences: Lessons from URMIA’s Annual Event Planning
How Small Teams Power Major Association Conferences
Kicked off a great convo with Jack Voorhees about the realities of small but mighty association event teams. Jack shared his accidental path into event planning, the impact of COVID layoffs, and what it’s like to manage major conferences with lean resources. Annual conference planning starts 18 months out: think volunteer committees, call for sessions, registration cycles, and lots of unpredictability (like hotel room blocks selling out early). Jack’s team at URMIA is only ten people, three part time, so everyone wears different hats and up-skilling is part of the culture.
The focus? Content is king. Networking is next, and location matters, but education takes priority. Hybrid events bring in around 850 in person, plus 300 online. No expo, no heavy sales, and sponsors are simply a part of the community, not aggressive salespeople.
Tech-wise, big wins come from getting the right tools: Cvent for abstracts, Google Docs for volunteer management, Triple Seat for restaurants, DocuSign for contracts. The team’s favorite new workflow booster? Pholeo, which streamlined BEO creation so much that hotel pre-cons are basically frictionless. Every saved hour counts when you’re juggling everything.
AI isn’t replacing planners anytime soon. Jack uses it for email or website copy, not for nuanced tasks like meal planning. Data privacy is a concern, especially for risk-averse higher ed clients, so AI note-takers are actually banned from their Zoom calls. Efficiency is king, but human judgment stays front and center.
Final takeaway: meaningful events are about strong connections, impactful content, and smart, scrappy teamwork. The job is tough—but deeply rewarding when you help others succeed and create real value for your community.
