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As associations gear up for their conferences and events, the potential for generating revenue and engaging members is enormous. In Australia alone, business events contribute over $36 billion annually to the economy[1] and attract millions of delegates each year. However, these opportunities can quickly unravel without proper planning and risk management. Here are crucial tips association leaders should consider when planning their conferences.
😀 Venue Selection and Location Venue choice is one of the most critical—and often underestimated—factors. While Australia boasts world-class venues in cities like Sydney, Melbourne, and Brisbane, leaders must consider attendee convenience and travel time. For example, if international delegates are expected, ensure the location has direct international flight access and strong transport links. With the Australian event management market projected to grow from $16.4 billion in 2024 to $45.7 billion by 2033 (11.2% CAGR)[2], competition for premium venues is fierce—early booking is essential.
😏 Venue Layout & Operations Choosing a venue isn’t just about aesthetics; operational efficiency matters. Too often, inexperienced boards make decisions without understanding the complexities of conference flow, catering logistics, and AV requirements. Engage a Professional Conference Organiser (PCO) or experienced event consultant early. With the Australian MICE sector forecast to reach $41.8 billion by 2033[3], operational excellence is no longer optional—it’s a competitive advantage.
😡 Security Precautions Security is frequently treated as an afterthought, yet it’s vital for a seamless event. Incidents such as unauthorised individuals accessing catering or causing disruptions can damage the reputation and trust of attendees. Post-pandemic, risk and compliance have become top priorities for event planners globally. Implement robust access control, delegate verification, and emergency protocols to safeguard your event.
😷 Event Insurance Event insurance is often overlooked, leaving associations exposed to financial shocks. Consider the potential costs of cancellations due to extreme weather or unforeseen crises. During COVID-19, Australia’s business events sector lost $35.7 billion in value and saw 96% of events cancelled or postponed[4]—a stark reminder of why insurance and clear refund policies are essential.
🙂 Registration Fee Collection When registration opens, clarify who collects the fees and where they are deposited. While many associations rely on PCOs, the best practice is to direct all registration fees into the association’s bank account. This mitigates risk if a PCO faces insolvency—a scenario that has caused significant financial distress for associations in the past.
✅ Why This Matters Business events in Australia are big business: - $21.4 billion in traveller spend in 2024, including $2.5 billion from international visitors[5]. - Over 43 million attendees across 484,000 events pre-pandemic[4]. - A projected 11% annual growth rate for the next decade[2].
With stakes this high, careful planning isn’t just good practice—it’s essential for financial sustainability and member satisfaction.
By prioritising venue selection, operational planning, security, insurance, and transparent financial processes, association leaders can deliver prosperous, resilient, and memorable conferences.
👉 Need expert help with your next conference or event? Contact our experienced team today at Association Executive Services to ensure your event is a success.
Footnotes:
[1]: Australian Business Events Association (ABEA), State of the Business Events Industry Report FY24–25.
[2]: IMARC Group, Australia Event Management Market Report 2024–2033.
[3]: IMARC Group, Australia MICE Market Forecast 2024–2033.
[4]: ABEA & Tourism Research Australia, Impact of COVID-19 on Business Events Sector.
[5]: Tourism Research Australia, Business Events Visitor Spend Report 2024.
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