Conference Management

 

At the heart of our business, we manage conferences — and we're really good at it!

We value our reputation for delivering a high quality conference experience — educationally, socially and financially.

It all comes down to proactive planning, an unwavering customer service focus and up—to—the—minute use of technology — resulting in flawless conference delivery.

 
 

A sample of the services we offer —

 

  • Feasibility assessment

  • Vision and strategy planning

  • Complete project and risk management

  • Communications, marketing and PR

  • Website development and management

  • Programme design and management

  • Speaker liaison, coordination and advice

  • Comprehensive financial management, budgeting and reporting

  • Health & Safety management

  • Sustainability and carbon offset advice and implementation

  • Venue and supplier contract negotiation

  • Ongoing management of all suppliers including AV, entertainers, theme and decor, printers, transport and more

  • Sponsorship and exhibition management

  • Online abstract management

  • Online and onsite registration management

  • Accommodation management

  • Virtual and hybrid platforms

  • Coordination of social functions

  • Secretarial support e.g. printing and copying, minute taking, satchel packing

  • Cultural ceremony planning and advice

  • Pre and post tour options, accompanying persons and children's programme

  • A team of CI onsite professionals to run your conference on the day

  • Post-event evaluation and analysis

Exhibition Management

 

There’s nothing better than seeing your exhibition hall buzzing with activity — attendees engaged and exhibitors happy! 

We know the value of successful exhibitions and satisfied exhibitors, and will manage your trade show, expo or exhibition from start to finish with this in mind. 

 
 

Our service includes —

 

  • Production and distribution of a Sponsorship and Exhibition Prospectus

  • Marketing and sales of exhibition space - online and printed

  • Site inspection, venue liaison, floor plan design

  • Liaison with exhibition contractors

  • Liaison with exhibitors, including the creation of an Exhibition Manual

  • Health & Safety management

  • Registration of exhibitors

  • Invoicing and financial reporting

  • Onsite management

 
 

We’re proudly backing local & championing New Zealand

 
 
 
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Event Registration

 

The most basic step in ensuring your event's success is always about creating a simple, effective registration process.  We make it as easy as possible for your delegates to register to attend your conference, exhibition, reunion, open day or seminar. 

Solid systems developed through years of experience make this process seamless.

 
 

We provide an interactive, online registration service via our EventsAIR registration system, while our dedicated team provides a friendly voice at the end of the phone for anyone who needs it.

You’re always in the loop — using a secure website, organisers can access online reports that show a breakdown of total registration details and delegate demographics in real-time 24/7.

We are always happy to discuss your individual needs and how we can design the registration process/package to suit your requirements; please contact us to discuss this further.

 

International Conference Bids

 

Often we find that local associations or organisations have thought about bidding to bring an international conference to New Zealand shores, but just aren't sure where to begin or who to contact.

 

It’s an exciting challenge! We’ll hold your hand and guide you through the process of bidding for — and winning! — your international meeting. 

 

Through experience we know what international associations look for when selecting a host organisation and destination. Conference Innovators regularly supports Tourism New Zealand and local convention bureaux in the preparation of bids, providing specialist advisory, consultancy and financial advice. 

We’ll put together a compelling logistical, financial and emotive case to maximise your chance of a successful international conference bid. 

 

Recent successes include —

 

  • 9th World Congress of Herpetology 2020

  • International Lesbian, Gay, Bisexual, Trans and Intersex Association (ILGA) World Conference 2019

  • International Seed Testing Association Congress 2022

  • International Congress of Meat Science and Technology 2027

  • Congress of the Intestinal Rehabilitation and Transplant Association 2021

  • International Conference of Human-Agent Interaction 2021

  • IEEE Conference on Virtual Reality and 3D Interface 2022

  • International Society of Construction Law Conference 2021

 

Association Secretariat

 

Association management takes valuable time — as can hiring and training someone to manage it internally. 

Why not engage our team, with all the skills and tools to manage your memberships, communication and conference coordination?

We work with some of New Zealand and Australia’s most respected associations. 

We’ve developed our services to offer a full secretariat support, to keep processes smooth and tidy up all of those pesky loose ends.

 
 

Our service can include —

 
  • Database management 
  • Management of annual renewal of subscriptions and fees 
  • Newsletters 
  • Secretarial services 
  • Minute taking at Annual General Meetings and Executive Meetings 
  • Conference and Meeting coordination 
  • Accounting services 
  • Website management
 
 

Capitalise on our knowledge, experience and partnerships

 
 
 
 
 
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Destination Management

 

The CI team is passionate about showcasing the best of Aotearoa New Zealand with warm kiwi hospitality, creating bespoke experiences and lasting memories for your guests.  

We’ll manage your incentive programme with initiative, efficiency and professionalism – and with a proven track record across New Zealand, you’ll have the benefit of CI’s local connections and experience at hand no matter your chosen destination.  

 
 

Reunions

Often organising a reunion may sound like an easy task, but don't underestimate the work involved in planning a reunion!

We have over 20 years of experience managing fantastic events and reunions. We know how to create a memorable reunion, ensuring everything runs smoothly. From budgeting to marketing, to the guest’s enjoyment on the day, we have the knowledge and capability that can prove invaluable to those with less experience.