EVENT SERVICES AT ICE AUSTRALIA
WE OFFER A VARIETY OF SERVICES TO COVER ALL ASPECTS OF CONFERENCE PLANNING
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.
EVENT TECHNOLOGY
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
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
PROGRAM AND SPEAKERS
- 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
DELEGATE 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
MARKETING AND PROMOTION
- 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
FINANCIAL MANAGEMENT
- 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
COMMITTEE 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
WE ARE HERE TO ACHIEVE YOUR CONFERENCE GOALS
Through creativity and innovation, operational excellence and stakeholder collaboration
SOCIAL PROGRAM AND ACTIVITIES