Having been through something like this in the past that went very badly, a small bit of advice:
If the impetus for forming a company is protection from liability for the Annual Conference, form it solely for that purpose. Leaving it open-ended will bring in everyone's ideas. Many of them will conflict. That will breed sharp disagreements. With a company in the wings you have money on the line increasing the negative impacts available here. Some companies have a very clear singular charter to prevent this and I recommend constraining this one likewise, so everyone/anyone involved is aware of and expecting just that one purpose. That will give it clear direction and improve its chance at success.
