Question 1

Our meeting is two years away. How can I be assured the person I am working with will still be working at ICMSA in that time?

Accepted Answer

Our average tenure of staff is eight years – double the industry standard. Your meeting will be managed by a complete ICMSA team of no less than three full-time staff, including a long-standing Company Director. Every team member will be across all aspects of your event.

In the unlikely event that a staff member connected with your event does leave, we have a strict handover policy all employees must undertake prior to their departure.

Question 2

How will you manage the financial side of our meeting?

Accepted Answer

We have stringent financial systems in place led by a Financial Controller with over 30 years’ experience in meetings management. Reporting is undertaken monthly and all invoices are prepared for the Local Organising Committee for payment approval.

Question 3

Will you assist us with venue negotiation and contracts?

Accepted Answer

Most definitely. We have strong relationships with all major venue operators in Australia and New Zealand and will manage all of the minutiae of venue negotiations and contracts on your behalf. Our close relationships with venue operators mean that we have strong buying power which very often results in better rates than can be achieved by event owners.

Question 4

Will contracting ICMSA cost more than running the meeting myself with the help from my Organising Committee?

Accepted Answer

Our track record over 55 years has demonstrated that our strong negotiation skills with venues and suppliers can save event owners significant hard costs. For those meetings that include an exhibition and sponsorship opportunities, our Exhibition and Sponsorship Division consistently exceeds pre-event targets through the implementation of tried and tested systems that provide strong results. We believe that we add value through assuming the administrative role for your event, allowing you and your Organising Committee to focus on high-quality event content.

Question 5

How does ICMSA ensure delegate interaction in a virtual meeting?

Accepted Answer

ICMSA uses a range of tools to ensure delegate interaction. At the 43rd COSPAR Scientific Assembly in January 2021, for 2,200 delegates, we had a 98% engagement rate of attendees through carefully curated content and the interactive web platform and app.

Question 6

Why should I include an exhibition as part of my meeting?

Accepted Answer

An exhibition at a meeting has the ability to create additional revenue for the meeting owner and promotes new avenues of communication for attendees. Well-managed exhibitions that provide a financial surplus allow the meeting owner to add value to attendees and offer additional benefits, such as reduced delegate registrations to some attendees in special circumstances. In previous meetings managed by ICMSA these have included free or significantly reduced registration rates to delegates from disadvantaged communities or regions. Because ICMSA works across so many sectors we very often have strong relationships with companies that have exhibited at previous events, which provides us with a head start on attracting new exhibitors to new events.

Question 7

Do you arrange accommodation for event attendees?

Accepted Answer

Yes we do. ICMSA has strong relationships with all major accommodation providers and works on your behalf to negotiate the best available rate for event attendees. We provide event attendees with a cross-section of accommodation options across a range of price points and include details on location, payment options, check-in and services.

Question 8

Can you assist with venue selection for off-site events?

Accepted Answer

Yes we can. We recommend venues for related events, including the Gala Dinner, taking into account proximity to the host venue and attendance numbers. We negotiate all costings with off-site venues and arrange transport to and from off-site venues.

Question 9

Do you source entertainment and speakers?

Accepted Answer

Yes we do. We have strong relationships with speakers’ bureaus and entertainment companies and can provide advice and guidance on speaker and entertainer selection. ICMSA knows how to mix business with pleasure and is well reputed in the events industry for the ability to achieve a good balance between the business and social programs.

Question 10

Do you outsource your work or manage it in-house?

Accepted Answer

With a full-time team of 30, ICMSA can guarantee that staffing requirements for all aspects of the management of your event will be met by full-time employed ICMSA personnel, including support and management of all local administrative matters. All core services are provided by in-house specialist staff, providing a level of expertise and consistency of delivery across all contract requirements. Where ICMSA outsources professional services, it accepts full responsibility for the services and products supplied and all suppliers are managed by ICMSA. ICMSA holds no preferred supplier agreements, ensuring full transparency, and will work with suppliers as nominated by its clients, if required.

Question 11

Will ICMSA be on-site during the event?

Accepted Answer

Most definitely. We are there every step of the way. ICMSA provides full-time staff to manage the registration desk for the duration of the meeting who are clearly defined in matching attire that indicates who they are and that they are there to help delegates and event attendees with any questions they may have. We do the same at any social events external to the main meeting.

Question 12

How will you promote our meeting or event?

Accepted Answer

On appointment ICMSA develops a comprehensive marketing strategy designed to maximise the opportunity your meeting or event creates for your organisation. This often includes implementing a national and international engagement plan that is designed to build awareness of the event, exceed delegate targets and increase stakeholder and sponsorship opportunities. ICMSA provides its clients with specialist advice on strategies for securing media interest in events under management. All of ICMSA’s marketing plans include a comprehensive social media strategy.

Your questions, answered

Everything you need to know