Australasian Road Safety Research, Policing and Education Conference

The Australasian Road Safety Research, Policing and Education Conference is the most important annual road safety event in Australia.

Project Scope

The Australasian Road Safety Research, Policing and Education Conference is the most important annual road safety event in Australia. Impact Communications was appointed as the conference organiser for the 4 day event which attracted 450 delegates at the Perth Convention and Exhibition Centre in November 2011.

The conference featured plenary sessions with keynote speakers from Australia, New Zealand and Sweden, a series of concurrent breakout sessions showcasing nearly 140 papers, a half day of workshops and an exhibition. The conference program was also complimented by a cocktail welcome function and conference dinner.

Our Action

As the professional conference organiser, Impact Communications’ role was to coordinate all aspects of the conference, ensuring the event was delivered seamlessly and professionally. The key responsibilities undertaken by Impact included:

  • Project planning including the development of project timelines, the conference program and preparation of budgets.
  • Full event management, consisting of venue and catering coordination, conference secretariat, liaison with suppliers, coordination of staging and AV and venue set up.
  • Project management of the design and implementation of the conference ‘theme’ which was applied across all marketing collateral including a functional conference website, also managed by Impact.
  • Managing delegate registrations and payments through Impact’s tailored online registration system.
  • Managing the Call for Papers process through the conference website and later liaising with all speakers, including keynote speakers for the conference.
  • The finishing touches; attention to detail to ensure seamless delivery of the conference over the four days including compiling delegate packs, sourcing speakers’ gifts, and compiling delegate name tags.
  • Project management of the conference exhibition and liaison with exhibitors from the road safety industry.
  • Coordination of the social program which featured a Welcome Reception cocktail event and the Conference Dinner for over 400 guests. Impact provided meet and greet services, stage management, advised on menu selection,  hand selected entertainment and advised on theming. The entertainment included:
    • Interactive stilt walkers
    • A captivating mime act
    • Fascinating living statues
    • An awe inspiring aerial trapeze act by circus group, Sryc, matched with a cellist and opera singer

The Impact

The event’s conference structure promoted discussion; showcased innovation and facilitated collaboration among the key stakeholders involved in road safety. The conference achieved higher delegate numbers than expected and returned a profit for the client. Post-conference research rated the 2011 conference very highly in all respects, with many delegates commenting on the professionalism of Impact. The Conference Dinner was deemed a success with many attendees commenting on the awe-inspiring entertainment, the venue set up and delectable food.