The AICI Convention is a good example of this as are your chapter events. If you could produce the event by yourself it would save all those meetings. But if you are up to something big, you will need to call on the support of others. There are a few simple rules which if put into practice consistently will save suffering and burnout. Quick Clean Ways to Get Results and Have Fun Get to know one another.
Teams operate better if the members are related and communicate frequently.
Decide on the purpose of the project. Create a system to report back to each other. Set goals with interim and final dates. Select the date of the meetings. State publicly what you will and will not do for the project.