How AMA NSW transformed attendee experiences in weeks with EventsAir

At the Australian Medical Association of New South Wales (AMA NSW), events play a vital role in educating, connecting, and supporting medical professionals across the state. 

From Practice Manager Masterclasses and professional development conferences to networking events, recognition ceremonies, and webinars, the team delivers a diverse calendar of experiences for members, sponsors, and industry stakeholders throughout the year. 

But when a new events, memberships, and partnerships team joined the organization in late 2025, they quickly identified a growing problem. 

Event registrations, communications, sponsorship management, and attendee records were spread across multiple systems. Administrative effort was high, attendee information was difficult to manage, and delivering a consistent experience across events required significant manual work. 

The team knew they needed a better solution – but they also needed results quickly. 

They had a big challenge – implement a new event management platform to simplify their events, boost member experience, improve sponsor interactions – in a matter of weeks with a new team.  

The Challenge 

Before EventsAir, AMA NSW’s event operations were fragmented across multiple platforms. 

Registrations were managed through a siloed ticketing platform. Email communications were sent through Mailchimp. Webinars ran through external systems. Attendee data lived across numerous spreadsheets and manually maintained lists. 

As the new team began reviewing existing processes, they quickly uncovered the impact of working across disconnected systems. 

“We were trying to pull invitee lists from previous events, and it was literally just redundant spreadsheets with eight different versions of the same list,” says Kiera Grierson, Membership Development Coordinator at AMA NSW. “It was a complete mess to work through.” 

The challenge wasn’t simply operational inefficiency. 

Every disconnected system created additional work for staff while also making it harder to deliver a consistent experience for members, attendees, and sponsors. Communications looked different depending on the platform being used. Event information was spread across multiple locations. Updating registrations often required back-and-forth emails and manual intervention. 

At the same time, AMA NSW was preparing for a future upgrade of its iMIS CRM platform, making integration and long-term scalability critical considerations. 

The team needed more than an event platform. They needed a way to modernize event delivery, reduce administration, and improve the attendee experience – without having to wait months to see results. 

The Solution 

AMA NSW selected EventsAir because it could centralize registrations, communications, sponsorship management, and event operations within a single platform while supporting future integration with iMIS through EventsAir’s Smart Connector. 

Just as importantly, the team committed to an accelerated onboarding program designed to get them up and running as quickly as possible. 

For a team with little to no previous EventsAir experience, the timeline was ambitious. 

“We wanted to start using it at full capacity as quickly as possible,” says Grierson. 

The onboarding process was led by Nikita Gurung and EventsAir’s Customer Success team, who helped AMA NSW prioritize practical outcomes over technical complexity. 

Rather than overwhelming users with documentation and lengthy training requirements, the EventsAir team tailored the onboarding experience around AMA NSW’s immediate goals and upcoming events. 

“The team did an excellent job of breaking things down, often saying, ‘Here’s what you need for this week’s session, and we’ll help you navigate the rest together,’,” says Grierson. 

The consultative approach also helped AMA NSW solve unique event requirements as they arose. When the team encountered complex registration scenarios or event configurations, The EventsAir team worked directly alongside them to design solutions, build templates, and demonstrate best practices that could be reused across future events. 

“There wasn’t a single problem we threw at them that they couldn’t solve.” 

The Results 

AMA NSW began seeing results almost immediately after launching EventsAir. 

Members noticed a more professional and consistent event experience 

One of the first improvements came from standardizing event communications and registration experiences across events. 

Instead of receiving communications from multiple systems with different formats, attendees began interacting with a consistent branded experience. 

“Everything looks really lovely this year,” was part of the feedback received from members following the transition. 

According to Grierson, centralizing communications, websites, and registration workflows created a more cohesive experience for attendees while making events feel more professional overall. 

Sponsors gained a centralized experience 

AMA NSW also introduced centralized sponsor portals through EventsAir, replacing email-heavy processes and manual coordination. 

Sponsors who regularly participated in AMA NSW events quickly noticed the difference. 

“They have really appreciated  the transition to the portal,” says Grierson. “It’s a lot easier than having to email back and forth and trying to manage everything through different channels.” 

By providing a single location for sponsor information, submissions, and event participation, the team reduced administrative effort while improving the sponsor experience. 

Attendee requests were resolved faster 

Previously, attendee changes and event updates often required lengthy email exchanges. 

With EventsAir’s templates, centralized attendee records, and automated communications, the team was able to respond more efficiently to registration updates, ticket changes, dietary requirements, and event-related inquiries. 

Several attendees specifically commented that managing their event registrations had become easier compared to previous years. 

Administrative complexity was dramatically reduced 

Internally, one of the biggest wins was eliminating disconnected systems and duplicate records. 

Instead of maintaining multiple spreadsheets, registration lists, and communication tools, AMA NSW now manages event information within a centralized platform. 

“Being able to centralize everything and keep it all clean, with notes and tags and everything in one place, is going to make things so much easier,” says Grierson. 

Fast Time-to-Value Through Expert Onboarding 

For AMA NSW, the success of the project wasn’t defined by how quickly a new platform was implemented. 

It was defined by how quickly the team could begin delivering better event experiences. 

Within weeks of onboarding, AMA NSW had already replaced fragmented event processes with a more professional, consistent, and attendee-friendly experience while simultaneously reducing administrative effort for its internal team. 

The experience reinforced the value of pairing powerful event technology with expert guidance. 

“I can’t honestly say enough positive things about Nikki and the Customer Success team,” says Grierson. “No problem was too difficult.” 

As AMA NSW prepares to connect EventsAir with its upgraded iMIS CRM, the organization is building on a foundation that was established in just a matter of weeks – and already delivering measurable improvements for members, sponsors, and planners alike.