Behind the Scenes: How We Build the Annual Meeting

I can’t believe that half of my presidential term is already behind me. It’s been a whirlwind—but honestly, my mind is already on October.

That’s because planning for the Annual Meeting starts now, in the spring.

This year, we’re heading to Las Vegas, and like every year, the planning committee kicked things off with a site visit to get the lay of the land. Walking through the hotel, seeing the meeting spaces, imagining the buzz of conversations and sessions—it all helps bring the vision into focus.

But let’s be honest: the real work begins with the program.

We start with whiteboards covered in topic ideas, the result of weeks of brainstorming calls among committee members. It’s a creative chaos of possibilities—everything from technical deep dives to big-picture discussions about the future of the profession.

Then comes the hard part: whittling it down.
Committee members break into their sections and debate which topics make the cut. Once we have the lineup, each volunteer takes on the task of writing session descriptions. That may sound easy, but trust me—it’s not. These descriptions help attendees understand what each session is about and decide where to spend their time. Getting them right takes hours of discussion, writing, and revision.
Next up: slotting. This is where things get competitive.

Each committee member heads to the board to claim a time slot for their session. Everyone wants that perfect moment when attendees are energized and ready to engage. You can feel the excitement as the full program begins to take shape.

But we’re not done yet.
Once the sessions are slotted, the whole planning committee reconvenes to review the program as a whole. Each session is presented aloud—what it covers, why it matters, who might speak—and the group weighs in. Sometimes the feedback is straightforward. Other times, it sparks a rich discussion, complete with new speaker ideas or fresh angles.

It’s a truly collaborative process—and one that leaves every committee member feeling connected to the final program.

After the formal planning meeting wraps up, the real work begins. Now it’s time to recruit speakers, develop presentations, and bring each session to life. Everyone heads home with to-do lists—and a shared sense of excitement for what’s ahead.

So when you walk up to the registration desk this fall in Las Vegas and pick up your badge, know that the program you’re about to experience is the result of months of thoughtful, passionate collaboration. And I can honestly say: I think we’ve got a great one for you this year.

See you in Vegas!

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