Here are the most frequently asked questions about the services we provide
If your question isn’t listed please contact us
Do you only organise conferences on the East Coast?
While we’re based on the Coffs Coast, our conferencing extends well beyond the East Coast. We’ve organised conferences in every Australian state and territory – from Adelaide to Yamba and many destinations in between. We’ve assisted with conferences in Adelaide, Albury, Ballina, Batemans Bay, Bathurst, Blue Mountains, Brisbane, Broken Hill, Canberra, Cessnock, Coffs Harbour, Darwin, Deniliquin, Dubbo, Forster, Fremantle, Gold Coast, Grafton, Hobart, Hunter Valley, Kiama, Melbourne, Newcastle, Nowra, Orange, Port Macquarie, Sydney, Tamworth, Tweed Heads, Ulladulla, Wagga Wagga, Wollongong and Yamba.
Are there any limitations in your being based regionally when it comes to arranging a conference?
No limitations at all. We’ve arranged conferences throughout Australia and will continue to do so. We are in constant contact with our clientele, our venues and our suppliers. At a minimum, we have monthly teleconferences with the conference organising committee. We’re also contactable by phone and email at all times. Wherever the venue may be located nationally, we visit at least once before the conference to ensure that it will be suitable for the upcoming event. A face-to-face meeting with the relevant conference committee is also included in our management fee.
What size conferences do you organise?
We’ve organised conferences with less than 100 delegates to those with more than 600 delegates. On average, conference delegate numbers would be between 250 and 400. We’ve also organised large trade exhibitions and complex programs with over 200 speakers.
How involved are ECC in each conference?
Our level of involvement comes down to our clientele and their specific needs. For the most part, our professional services cover all aspects of a conference and are very comprehensive but there have been occasions when we oversee fewer arrangements. An example of a partial services agreement with a client would be when we handle just the conference registration and accommodation bookings.
Our comprehensive services include overall management and reporting, financial management, sponsorship and trade exhibition management, marketing, website management, venue management, social functions and transport management, speaker and program management, delegate services, onsite management, evaluation and post-conference follow-up.
How much does it cost to organise a conference?
It’s tricky to quote without knowing the specific details of the conference and desired level of our involvement. We pride ourselves on our personalised service and prefer to tailor a package to suit the needs of each individual client. We would be delighted to compile a detailed, obligation free proposal and look forward to the opportunity to do so.
Why should we choose East Coast Conferences?
East Coast Conferences is a small and very experienced team. We love what we do and believe that our passion is well reflected in each conference we arrange. We’re very proud too of our client relationships and our wonderful level of repeat business and referrals.
Amy McIntosh and Jayne Hindle, the owners of East Coast Conferences are the main contact points for clients. Therefore, in choosing ECC, each client is guaranteed a highly personalised service. One of the great advantages in working in a small team and in an open-plan office environment is that we’re all very well aware of the requirements and intricacies of each and every conference.
Do you have many repeat clients?
We’re thrilled that over 90% of our business is either repeat business or referral based work. We believe this figure is reflective of our commitment to our clients and our conferences and of our level of professionalism and dedication.
The high level of repeat business is also testament to the great rapport and trust we establish with our clients.
Do you have a focus on certain industries for your conferencing?
We can organise conferences across all industries. To date, we’ve worked in the sectors of agricultural, environmental and health.
How long has East Coast Conferences been in operation?
East Coast Conferences was established in 2000. Prior to becoming business owners, Jayne and Amy were proud employees (from 2006 and 2008 respectively). They were delighted to have the opportunity to form a partnership as business owners in 2011.
What is the ideal lead time for a conference?
Ideally, 12 months is a great lead time for a conference. Having said that though, we’re very flexible and have worked with much shorter lead times.