Conference Standards Work – Update for Members

Thank you to everyone who contributed to the Conference at a Crossroads discussions. The feedback was clear, practical, and consistent.

A Conference Standards Group of experienced association executives has now met to help shape how this work is progressed in practice.

Members highlighted:

• increasing cost pressure and pricing uncertainty

• inconsistent quoting and late add-ons

• challenges understanding AV and technical costs

• the need for practical tools that support teams with varying levels of experience

The message was not about prescribing how conferences should be run, but about improving clarity, confidence, and consistency.

What we are focusing on first

Based on the group’s input, NZSAE will focus initially on:

• Standardised RFP and quotation templates

• Clearer guidance on pricing transparency and add-ons

• Practical frameworks and checklists for association teams

• Foundational standards for supplier, sponsor and exhibitor engagement

What happens next

NZSAE will begin drafting practical tools and guidance, alongside a national member survey to build an evidence base. Draft materials will be tested with the Conference Standards Group before being shared more widely.

This work is about reducing uncertainty and supporting better outcomes for associations — not setting prices or limiting choice.

Should you wish to be involved please email Brett