Building Member Engagement Through Purposeful Association Meetings

In celebration of PCMA’s 70th Anniversary, they recognized a small group of industry leaders, including Lauren, whose influence, leadership, and contributions have helped shape PCMA over the past seven decades.

To commemorate this milestone, Marina Bay Sands created a limited collection of 70 serialized bottles of Marina Bay Sands Singapore Gin, each individually numbered and personalized with the name of a leader who has played a meaningful role in PCMA’s history. Together, these bottles will formed a special onsite installation at Convening Leaders, telling the story of PCMA through the people who have helped define it.

For associations, meetings, and events create unparalleled opportunities for meaningful connections and knowledge sharing among members. A well-organized and memorable experience – whether through an annual meeting or board retreat – is a direct extension of your mission and the value you provide.  

A recent ASAE Pulse Poll found that one of the top challenges facing association leaders in 2025 was member retention and engagement. As we enter 2026, many organizations are testing strategies and programs to deepen connections and demonstrate their value.  

As costs continue to rise and budgets tighten, associations have a critical opportunity to shift from event-by-event planning to a more intentional, year-long meeting strategy. A seasoned meeting planner brings both cost discipline and creative problem-solving, helping organizations maximize resources, design meaningful experiences without unnecessary spending, and build continuity for their members throughout the year. 

Design an experience, not just an agenda

Transactional meetings are easily forgotten. Through strategically planned events, experienced planners consider the full attendee journey, from the pre-event communications to the onsite experience to the post-event follow-up.  

Recognizing that everyone’s time is valuable, building a purposeful meeting experience starts with a strong foundation:

• How does this meeting align with member priorities and organizational goals for this year?

• Does the agenda or session flow reflect these priorities?

• How are we building in time for meaningful connections and interactions?

• What outcomes should members leave with, and how does the meeting support those outcomes?

Measure success beyond attendance

Strategic events deliver measurable outcomes, but meaningful experiences can’t be measured purely through attendance. Consider data points at the outset that allow you to adequately track engagement, including:  

• High attendance rates or rates of on-time arrivals 

• Time spent on decision-making vs. discussion

• Number of attendees who contributed to discussions

• Percentage of action items or agenda items completed

Experienced meeting planners can help you consider the factors that will tie directly to your meeting goals. 

Create a continuous and intentional experience, despite the unknown

Staffing shortages and organizational turnover can often make it difficult to maintain continuity within an organization. An outside consultant can provide capacity building internally while maintaining consistency externally for members.   

Organizations have the opportunity to anticipate change by creating plans that allow them to:

• Create a strategic vision for the year’s meetings and events

• Establish processes and documentation to build consistency and professionalism under pressure

• Develop contingency plans to manage transitions, leadership changes, or staffing gaps

In a recent example, Meeting Priorities consultants stepped in to stabilize an events department when the entire staff turned over for nearly two years. As a result, the organization was able to maintain consistency for its members while refocusing internal resources on other mission-critical work. 

The Meeting Priorities Advantage: Expertise You Can Trust

When stakes are high, experienced planners can bring both strategy and calm, confident leadership. At Meeting Priorities, our conference planning expertise extends beyond just finding a venue. 

We provide a comprehensive, strategic approach that combines extensive research, deep industry knowledge, and expert negotiation skills to deliver the ideal experience for your goals, audience, and budget. 

Interested in seeing how we can support you? Let’s connect