ICANN85 Mumbai: local execution for a six-day hybrid conference of 2,500 delegates

ICE India deployed and managed more than 45 staff across registration desks, delegate kit distribution, ushering and transport supervision. Rosters were built around arrival peaks, session changes and ballroom traffic, so delegates, sponsors and senior stakeholders always had visible support across the venue.

Delegate kits were handled as a controlled logistics task rather than a last-minute desk job. Kits, printed materials and gifts were organised for structured distribution, which kept registration orderly even at the busiest arrival windows.

Transport was one of the most sensitive parts of the project. ICE India managed more than 300 arrival and departure transfer requests and ran daily shuttles between Grand Hyatt Mumbai and Jio World Convention Centre.

That meant two linked systems: individual airport transfers and a scheduled hotel-to-venue shuttle. Both needed accurate scheduling, transport supervisors on the ground, constant communication with the hotel, and live reconciliation between delegate movement and the conference timetable, so international attendees moved between airport, hotel and venue without friction.

ICANN85 carried sponsor-facing hospitality that sat outside the plenary and meeting-room schedule. ICE India managed restaurant reservations for sponsor C-suite meetings and board-level dinners, and handled these smaller but high-stakes engagements with the same control as the main conference. The emphasis was reliability, privacy and timing, coordinated with local hospitality partners and transport.

ICE India managed gifting for 2,500 people. The core giveaway was a sustainable jute laptop bag, with locally made keepsakes alongside it: ethnic-design tea cups, coasters, fridge magnets and key chains. Sponsor-supplied technology products were handled separately. Everything had to be packed consistently and be easy to distribute at scale.

ICE India also printed more than 20 brochures and related materials, managed as part of the wider delegate communications and venue-readiness plan, with quantity control and on-site availability checked against the agenda.

For the Lotus and Jasmine ballrooms, ICE India managed venue branding, fire safety, licensing, security and housekeeping. Branding had to stay clean and conference-appropriate while safety, access and licensed operations ran dependably through a live international schedule. In a venue like this, readiness is housekeeping cycles, security presence, licensed execution and vendor timing, not just appearance.

ICE India also fabricated around 30 sponsor exhibition booths. Booth work was sequenced around registration flow, sponsor schedules and public footfall, balancing sponsor visibility with the operational needs of a global public meeting.

One operational view

Registration, kits, staffing, transport, sponsor hospitality, print, gifting, compliance and the exhibition ran as one operating plan, not as separate vendor tasks.

Local control for a global meeting

Delegates see the desks, shuttles, booths and ballrooms; those depend on coordination by the ICE India operations team across registration, transport, the exhibition and venue requirements.

Detail at volume

2,500 delegates, 300+ transfers, 20+ brochures and 30 booths at one event is a sequencing and reconciliation exercise as much as a conference.

Executive needs inside the plan

Sponsor and board reservations were part of the main schedule, so they never competed with registration or transport for attention.

Agencies and organisations bringing an international conference to India can read how ICE India works as their local partner.