How AA&P Events & PR Delivers High-Impact Experiences Across Australia

AA&P Events & PR is one of Australia’s leading event management and public relations agencies, headquartered in Darwin with staff across Australia and the UK.

AA&P Events is the agency’s multi award winning events division, specializing in high-impact conferences, industry forums, regional field days and government events. The agency delivers events that unite diverse audiences, from local farmers and Indigenous leaders to international speakers and senior policymakers.

With more than 25 years of experience, AA&P Events has earned its reputation for excellence through thoughtful planning, seamless execution, and a deep understanding of the northern Australian landscape. As their events grew in size and complexity, they needed a platform that could keep pace with their ambitions, while ensuring every delegate experience felt personal and professional.

That platform was EventsAir.

Challenges

Fragmented workflows hindered efficiency and scalability

Before adopting EventsAir, AA&P Events managed its operations through multiple specialized tools and spreadsheets across different teams. Registrations, sponsorships, program management, abstract submissions were managed through various specialized platforms. This structure worked well but required a high level of manual coordination and cross-team communication to keep everything aligned.

“As our event portfolio grew and client expectations evolved, we saw an opportunity to streamline and connect our systems,” explained Operations Manager, Sita Carolina. “We wanted to maintain our trademark polish and responsiveness while leveraging the latest technology to make collaboration even smoother.”

Inconsistent delegate communications

Without an integrated platform, ensuring consistent and tailored communication across different attendee groups – delegates, speakers, sponsors, and exhibitors – required significant coordination. Personalizing messages was a careful, hands-on process, and while our team managed it successfully, it demanded considerable time and attention to maintain the level of detail our events are known for.

Limited visibility across the event lifecycle

Tracking complete participant journeys – such as identifying when a sponsor also registered, booked accommodation, or submitted a presentation — required considerable manual effort. While the team maintained strong oversight through collaboration and process discipline, the lack of a unified view made it more time-intensive to gather insights and compile client reports quickly.

Solution

An all-in-one event management platform

EventsAir now serves as the central hub for every AA&P event. From early planning to post-event wrap-ups, the platform brings all core functions – delegate registration, agenda planning, sponsor deliverables, speaker coordination, and more – together in one place.

This shared visibility enables project teams to collaborate seamlessly, ensuring information flows instantly across all areas of event delivery.

“EventsAir is at the core of our event management strategy and underpins how we deliver conferences, forums and large scale community events. It is our go-to platform for every stage of the event lifecycle,” Sita explained. “What we love most is the way it connects everything into one central hub.”

This end-to-end visibility empowers every project team member to work from a shared foundation, whether managing an international conference or a community-led gathering.

Personalized experiences at scale

By leveraging EventsAir’s registration pathways, merge documents, and conditional logic, AA&P delivers tailored experiences for every stakeholder group. Attendees receive communications relevant to their participation, while presenters and sponsors receive information specific to their roles.

“For example, exhibitors automatically receive bump-in instructions, sponsors get branded asset reminders, and VIP speakers are provided with personalised itineraries that include travel details, speaking times, and accommodation,” explained AA&P Operations Manager, Sita Carolina.

This level of personalisation not only saves time but also enhances the professionalism of every touchpoint – setting the tone for a seamless, high-quality event experience.

Streamlined abstract & speaker management

For content-rich events, such as those in agriculture, health, and technical industries, managing speaker submissions and scientific abstracts was once a highly manual process.

Today, AA&P streamlines the entire workflow with EventsAir, from receiving and reviewing abstracts to building programs, scheduling sessions, and coordinating presenter communications.

“We manage submissions, coordinate reviews, build program schedules, and communicate directly with presenters – all within EventsAir,” said Operations Manager, Sita Carolina.

This unified approach reduces administrative workload, eliminates fragmented processes, and ensures seamless, high-quality content delivery on-site. Presenters feel confident in the process, and planners can adapt quickly when changes arise.

Powerful reporting and ROI visibility

Reporting was once a detailed process that required managing multiple spreadsheets and manual collation. Today, the EventsAir dashboard provides real-time, client-ready insights that simplify reporting and enhance accuracy.

With EventsAir’s built-in reporting engine, the team can generate customised reports instantly, from tracking presenters who haven’t yet registered to identifying gaps in accommodation bookings. This visibility keeps internal teams aligned and enables clients to receive timely, data-driven updates.

“This functionality supports one of our core values: transparency,” said Operations Manager, Sita Carolina. “We value being able to report accurately and clearly to clients and organising committees, with customised data that’s accessible on demand.”

This level of insight allows AA&P to make quick, informed adjustments during planning, while strengthening client relationships and post-event reporting outcomes.

Results

Faster planning, fewer errors, greater scalability

The transition to EventsAir has significantly reduced AA&P Events’ internal workload by automating previously manual processes such as cross-checking spreadsheets, managing duplicate records, and handling communications.

With all data centralised in one system, the team now operates more efficiently, with reduced risk of human error, and can focus more of its energy on what matters most -creating exceptional event experiences and delivering greater value for clients.

Stronger delegate experience and satisfaction

Attendees now enjoy a smoother, more personalised experience – before, during, and after each event. With EventsAir, delegates receive timely, customised information and real-time updates through the mobile app, including their agenda, speaker details, and session materials. Check-in is seamless, and schedules automatically adjust as changes occur.

This enhanced experience has directly increased delegate satisfaction, improved accessibility, and strengthened engagement throughout the event journey.

Measurable impact, meaningful outcomes

By unifying its workflows, AA&P has unlocked new efficiencies that allow more time for strategic thinking and relationship-building.

“EventsAir helps us be more efficient in our systems and processes and adds value across the entire event ecosystem,” said Operations Manager, Sita Carolina. “Sponsors can track entitlements and monitor engagement in real time, delegates can self-manage through the app, and we can benchmark event performance year-on-year using live reporting.”

This data-driven transparency has strengthened client relationships, fuelled early re-bookings from sponsors, and helped AA&P identify new growth opportunities while optimising events at every stage.

Most importantly, attendees are noticing the difference.

“We’ve had incredible feedback – delegates love the clarity and ease of access. The mobile app, in particular, has been a game-changer for engagement.”

Conclusion

From agricultural forums in remote regions to international industry conferences, no two events are the same for the AA&P team – and EventsAir supports that diversity with ease.

While the technology is powerful, what truly sets EventsAir apart is the partnership it brings.

“AA&P has been with EventsAir for six years. Our event staff are certified in the platform, and we encourage them to explore, ask questions, and stay up to date,” said Operations Manager, Sita Carolina. “We also value the responsiveness of the support team and their commitment to integrating feedback and ensuring the platform continues to meet real-world needs.”

Regular internal “show-and-tell” sessions allow the AA&P team to share creative ways of using EventsAir to meet evolving client requirements, continuously refining their best practices.

The result? An agency that not only delivers award-winning events, but does so with confidence, agility, and care.

From the red dirt roads of the Northern Territory to convention centre stages, EventsAir empowers AA&P Events & PR to deliver every event with precision, impact, and authenticity.

Ready to start your own EventsAir journey? Book your personalized demo today.