Our Services 2020-11-24T19:08:42+10:00


Working in conjunction with your local organising committee or conference convenor, our professional team will guide you every step of the way throughout the planning process, leaving you to focus on the vision and direction of your event.

Our services include:

  • Complete conference secretariat support

  • Sponsorship and exhibition sales and management

  • Scientific and technical program management

  • Online management of abstracts and papers

  • Online review of abstracts by your technical committee

  • Online registration processing via EventsAIR

  • Delegate services (including accommodation and travel arrangements)

  • Marketing and promotion of the conference

  • Graphic design, printing and production of all conference materials

  • Website design, hosting and management

  • Finance and accounting management, including BAS statements

  • Venue sourcing, bookings and full management

  • Management of site and field visits

  • Social program and theming management

  • Partner activities and pre- and post-tours coordination

Read on for further information on ICE Australia’s suite of services.


After such a turbulent year for the events industry, the need for a flexible event planning style has never been greater. Despite the boom of virtual-only conferences, the demand for attending events in-person and enjoying face-to-face contact and networking opportunities has not diminished. In fact, attendees are increasingly searching for conferences and events that give them both options, to allow them to tailor their attendance around their location, work commitments and specific CPD needs.

Combining in-person attendance with virtual streaming components requires a huge level of planning and skill to ensure that all attendees have the best possible experience and that neither component detracts from the other. High-level audio visual equipment and support, impeccable program design and planning and a skilled and versatile team of onsite support staff are all essential to support the smooth running of such an event.

At ICE Australia, we have worked with a wide range of clients on numerous different program styles, and are experienced at converting standard program layouts into engaging and accessible formats. We take a collaborative approach and work together with our planning committees to ascertain the key program requirements and desired takeaways, and then suggest sample session plans and delivery formats we think would work best within the given parameters and budget.

Our team are highly skilled in relation to the technical aspects of the online platforms, and are able to quickly troubleshoot, respond to delegate enquiries and help rectify any access or viewing issues during the event. We can build anything from single stream pre-loaded video sessions, to multiple concurrent sessions, running off a combination of live stream, pre-loaded and multi-speaker Q&A sessions. The possibilities are endless!

If you would like to discuss your upcoming event with one of our expert planning team, please email info@iceaustralia.com to arrange a complimentary consultation with one of our Event Directors and discuss how best we could support your conference or event.


We utilise innovative and leading technology, ensuring every event is delivered to the highest standards of efficiency and quality. We plan the technology of our events with a “user-centred” approach to ensure our committees, delegates, exhibitors and sponsors can achieve the maximum benefit from their conference experience.

ICE Australia uses the most advanced software, EventsAIR, and our team have the experience and knowledge to create dynamic online forms and secure client access so you are able to view the progress of your event in real-time. ICE Australia are power users in EventsAIR software and are contributors to beta testing for future developments of this leading software of choice for professional conference organisers.

With the changing landscape due to COVID-19, now more than ever hybrid events are at the forefront. Ask us how we can help you reach your audience virtually and still receive maximum engagement.

  • Committee access to online reports
  • Electronic database management
  • Live Q&As on mobile
  • Mobile conference app

  • Mobile optimisation
  • Online abstract handling and paper receipt
  • Online exhibition management
  • Online sponsorship management

  • Online registration with credit card processing
  • Online review of abstract submissions
  • Online survey data collection
  • QR-coded sessions tracking
  • Real-time interactive website

  • Technological innovation
  • Webcasting and podcasting


Sponsorship and exhibition support is a two-way partnership designed to create a relationship between sponsors and exhibitors and their target markets. ICE Australia concentrates on creating and maintaining strong objective-orientated partnerships and building a solid foundation between the sponsor/exhibitor and the event. ICE Australia is mindful of looking after sponsors and exhibitors as they are the foundation of the conference income.

  • Allocate booths and send final instructions
  • Collect sponsor and exhibitor fees

  • Contact and confirm sponsors

  • Liaise with exhibition suppliers

  • Liaise with venue regarding exhibition
  • Manage all freight being delivered
  • Manage the exhibition onsite
  • Maximise all possible opportunities
  • Negotiate and prepare contracts
  • Ongoing liaison with sponsors

  • Online exhibition management
  • Online sponsorship management

  • Prepare exhibitor information pack
  • Secure sponsorship for subsequent events


  • Assist with planning of technical program
  • Call for Abstracts via website and EventsAIR
  • Confirmation of abstract to authors
  • Manage review of abstract and papers
  • Online review of abstract submissions
  • Onsite conference management
  • Onsite management of speakers and chair
  • Point of contact for speaker enquiries
  • Poster management
  • Publication of online and print proceedings
  • Technical and audio visual management


  • Arrange airport meet-and-greet for keynote speakers

  • Finalise rooming lists with hotels
  • Liaise with hotels to secure block bookings
  • Manage individual accommodation reservations
  • Manage transfers for VIPs and keynote speakers
  • Mobile-optimised registration
  • Name badges and satchels
  • Online registration services
  • Onsite registration management
  • Point of contact for registrants
  • Protocol communication for officials
  • Real-time credit card processing


  • Database management
  • Delegate boosting
  • Mobile optimisation
  • Newsletters and direct marketing
  • Post conference evaluation report
  • Promotional and advertising opportunities
  • Real-time interactive website
  • Social media
  • Strategic marketing plan


  • Conference financial management
  • Establishment of ABN
  • Establishment of bank accounts
  • Flexible financial options
  • Full monthly financial reporting
  • GST management
  • Income management including credit card payments
  • Insurance management

  • Manage all outgoing payments
  • Management of BAS statements
  • Management of fee collection
  • Preparation and maintenance of budgets


  • Collection of attendee information
  • Full management of social program
  • Management of AV and theming
  • Management of entertainment
  • Management of registrations
  • Management of transport
  • Onsite management
  • Point of contact for attendees
  • Social venue sourcing and liaison


  • Attend committee meetings
  • Committee online access to reports
  • Continual communication between meetings
  • Database management
  • Ensure action items are carried out
  • Ensure deadlines are met
  • Financial reports and audit trail lists
  • Follow-up outcomes as advised by committee
  • Post conference report
  • Preparation of timeline (critical path)
  • Prepare and distribute agenda
  • Recommendations for future events
  • Record meeting minutes
  • Report analysis


Through creativity and innovation, operational excellence and stakeholder collaboration