Conference management company in India, from venue to final transfer
ICE India plans and runs business conferences, AGMs, medical conferences and partner summits, with 500+ conferences managed since 2009. Venue, production, registration, hotels and travel come with a single point of contact, end to end.
- 500+conferences managed
- 1,500+events delivered since 2009
- 98%client retention
- 40+countries, through vetted local partners
What conference management covers
AGMs, medical and continuing medical education (CME) conferences, partner and dealer summits, association and government conferences, sales and leadership meets, technical forums and multi-day conventions.
Venue sourcing and contracting
Shortlist, site inspection, rate negotiation and contract for hotel ballrooms and convention centres, with compliance and logistics settled before you commit.
Programme and content
Agenda, keynotes, panels and breakouts, built with your team. Speaker coordination on the day.
Registration and delegate management
Online registration with payment gateway, delegate communication, on-site check-in and live attendance data.
Production and AV
Stage, sound, light, screens, live streaming and hybrid delivery, with backup equipment on site.
Hotels, travel and transfers
Room blocks, group flights, airport transfers and VIP movement for delegates, speakers and the leadership team.
Branding and on-site delivery
Theme, signage, delegate kits and gifting, then a crew on site from set-up to departure.
Conference planning in India: how a conference comes together
Purpose, audience and budget
We confirm objectives, audience, dates and budget, and tell you what is workable.
City, dates and venue
We shortlist venues, negotiate and contract, and block rooms.
Programme
Agenda, keynotes, panels and speakers are built with your team, with speakers confirmed early.
Registration
The registration portal, payment gateway and delegate communication go live with the agenda.
Production and rehearsal
Stage, sound, light, screens and signage are built and tested with the speakers and crew before delegates arrive.
On site and close-out
One team runs the conference. After it, you get settlement and a closing report.
Conferences we have run
ICANN 85, Mumbai
Local delivery for a global hybrid conference, 7 to 12 March 2026, for 2,500 delegates. 45+ crew on site, 300+ airport transfers and 30 exhibition booths.
Clinical trials CME conference
Two editions for KlinEra and Akero, each for 350 clinical investigators. Group flights, accreditation records and handbooks printed after last-minute protocol changes.
250-person strategic conference, Jaipur
A four-day corporate conference at a luxury hotel, with multi-track sessions, an awards ceremony and a gala dinner.
How do you organise a business conference?
A conference works when decisions are taken in the right order. ICE India runs every conference in the same sequence, and you can follow it whether you plan in-house or hand it over.
- 1. Fix purpose, audience and budget
- What should delegates know, decide or do afterwards? Who must attend, and who pays for travel? The budget is set against this, before any venue is called.
- 2. Choose city, dates and venue
- Ballrooms and room blocks for peak dates go first, so city and dates are decided together with the venue shortlist.
- 3. Build the programme
- Agenda, keynotes, panels and breakouts, with speakers confirmed early. Session timings are set against room capacity and travel time between halls.
- 4. Open registration
- The registration portal, payment gateway and delegate communication go live together with the agenda, so delegates see what they are signing up for.
- 5. Build and rehearse production
- Stage, sound, light, screens and signage are set up and tested with the speakers and the crew before the first delegate walks in.
- 6. Run it on site and close out
- A single team runs the days. Afterwards come vendor settlement, attendance data and a closing report you can use for the next edition.
What does a conference management company do?
A conference management company takes on business conference management, the work that sits between a company's idea and the delegate's experience: venue, programme logistics, registration, production, hotels, travel and on-site delivery. In the trade this is often called professional conference organiser (PCO) work.
ICE India is a corporate event management and MICE company, headquartered in Mumbai, and has managed 500+ conferences since 2009. One team coordinates the venue, the production crew, the registration desk and the travel team, so you do not manage a separate vendor for each of them.
Some clients hand over everything. Others keep the programme and content in-house and ask ICE India to run logistics, registration and on-site delivery. Both work, and the scope is written down before the quote.
Cost depends on city, venue grade, hotel nights and production scale. See the cost answer in the questions below.
How do you choose a conference venue?
Venue choice shapes the budget more than any other single decision. ICE India shortlists venues against the brief, visits them, negotiates rates and contracts, and settles compliance and logistics before you commit.
| Venue type | Suits | Check before you book |
|---|---|---|
| Hotel ballroom | Conferences where delegates also stay on site and the programme is a few sessions in one room | Pillars and ceiling height for stage and screens, number of breakout rooms, load-in route for production |
| Convention centre | Large conferences with an exhibition, concurrent tracks and many breakouts | Hall booking terms, outside-vendor rules, nearest hotel inventory for room blocks |
| Resort | Leadership meets and conferences that double as an offsite | Distance from the airport, rooms available on the dates, backup indoor space |
Whichever you choose, ICE India confirms power, sightlines, breakout space, loading access and the venue's own rules on outside AV and catering before signing.
How does delegate registration work?
Plan registration alongside the agenda and travel: it decides what the team needs to know before delegates arrive and how changes are handled on site. ICE India sets up the whole delegate journey, so that numbers, payments and travel details are known well before the event. ICE India provides convention registration services as part of conference management, and moves large delegate groups through event logistics and delegate management.
- Online registration
- A portal with payment gateway integration, delegate categories and the details travel and catering need, such as dietary preferences and arrival times.
- Delegate communication
- Confirmations, joining instructions, reminders and updates sent on schedule, with changes and cancellations handled before the event.
- On-site check-in
- A registration desk with kits and badges ready, check-in on arrival, and live attendance data for you through the day. For CME conferences, attendance and assessment records are kept for accreditation.
How does a hybrid conference work?
A hybrid conference runs one programme for two audiences: delegates in the hall and delegates online. ICE India builds both into the plan from the start, because a stream added late rarely works well.
Live streaming, virtual Q&A and online breakout rooms are combined with the in-person sessions, so remote delegates take part in the same programme. Backup equipment is on site. ICANN 85 in Mumbai, below, was a hybrid conference with ICE India running local delivery.
How are medical and CME conferences managed?
A medical conference is planned like any other, with extra records. CME stands for continuing medical education, and an accredited conference has to show who attended which sessions. ICE India keeps attendance and assessment records as part of registration, so they are ready for the accrediting body.
KlinEra and Akero (above) is the clinical trials example. For Johnson & Johnson DePuy in Goa, ICE India handled a CME conference with a live surgery broadcast from Europe.
What changes by type of conference?
The steps stay the same, but each format puts weight on different things. ICE India plans around these.
| Format | Who it is for | What it needs most |
|---|---|---|
| AGM or annual business conference | Shareholders, members and senior management | Formal AV, accurate attendance records, live streaming for remote participants |
| Medical or CME conference | Doctors, researchers and investigators | Multi-track sessions, accreditation records, speaker and travel coordination |
| Partner or dealer summit | Channel partners, distributors and dealers | Product showcase, exhibition space, recognition and an evening programme |
| Association or government conference | Members, officials and invited guests | Protocol and seating plans, member registration, documentation |
| Sales or leadership conference | Sales teams and senior managers | Strong keynotes, breakout sessions, awards and team time |
| Multi-day convention | Industry-wide audiences | Concurrent tracks, exhibition halls, several room blocks |
Recognition evenings are often part of a conference. See award ceremony management, and event logistics and delegate management for rooming and airport movement.
Event films
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We worked with ICE India for Confluence, our annual global partners meet. There were 4 other agencies who were pitching for this event and we finally chose ICE India due to their thorough understanding of our needs and the innovative ideas which they suggested for the event. Since this was the first time that we were working with ICE India for such a large scale event, we were a bit skeptical, but Mufaddal and his team were involved in every small aspect of the event and executed it seamlessly. The biggest thing that they bring to the table is the organized way in which they work, which leads to minimum last minute issues, which we all know is bound to happen in a large scale event. All in all it was a very good experience working with them.
The acronym ICE stands for Impressive, Capable, and Efficient. It was so calm and well-managed that they were able to handle the whole event from scratch. The company is experienced in handling things such as negotiations, customisation, and creativity. Our event was managed by ICE India in such a way that our client was unstoppable in appreciating it. It is Mufaddal who is the backbone of ICE India and he has a wonderful team to support him in managing any event. We had a great time working with ICE India, and I am sure they will go far in this industry. A big thank you to the team at ICE India.
I've had the pleasure of working with ICE India on multiple events in the past 5 years. Mufaddal gives a special touch to every event with his innovative ideas, personalized service and kickass execution! The ICE India team is easily accessible and attentive to our needs. I've found them to be very organized, creative and thoughtful of all aspects leading up to the event and the event day itself. Mufaddal gets personally involved in all matters from ideation to execution and uses his experience to execute all events seamlessly and always has a "plan B" in place for any potential issues. They have a good vendor partner group and have been able to accommodate all event planning seamlessly, exceeding our expectations every time. I would highly recommend ICE India for event planning and have referred them to other companies in my contact sphere.
Frequently asked questions
Which company in India can manage a business conference, including venue, travel and entertainment?
ICE India can. From Mumbai, the team sources and contracts the venue, builds the programme, runs registration and production, books hotels, flights and transfers, and arranges entertainment. Venue, production, travel and entertainment are planned together.
How much does a conference cost in India?
ICE India's typical range is ₹35-70 lakh for a 200-person, one-night conference including accommodation on twin sharing, meals, AV and branding, before GST. City, venue grade, hotel nights and production scale move the figure. Each conference is quoted to a brief. Send your dates, city and headcount for a quote.
Which cities do you manage conferences in?
ICE India sells and plans from Mumbai and delivers through service locations in Delhi NCR (Gurugram), Goa, Jaipur, Bengaluru, Kolkata, Hyderabad, Chennai and Kochi. ICE India also runs conferences at 50+ destinations in India and abroad, working with vetted local partners in 40+ countries.
How far ahead should we plan a conference?
Earlier than most teams expect. Ballrooms and hotel room blocks for peak dates go first, and international conferences need visa and flight planning on top. Smaller meetings can run on a shorter timeline. Share your date and headcount and ICE India will tell you whether the timeline works. The event planning timeline shows the dates to work back from.
Do you manage annual general meetings (AGMs)?
Yes. ICE India plans AGMs and annual business conferences, including venue, formal AV, delegate registration and attendance records, and live streaming for members who cannot travel. Statutory and compliance content stays with your company secretary and legal team. ICE India handles the venue, production and logistics around it.
What is the difference between a CME and a conference?
CME means continuing medical education. A CME conference is a conference whose sessions are accredited, so attendance and assessment records must be kept for the accrediting body. The logistics are the same as any conference. ICE India adds the record-keeping to registration. See the medical conference section above.
Do I need permissions to hold a conference in Mumbai?
It depends on the venue and the programme, for example recorded music, alcohol service or outdoor elements. ICE India checks what applies to your city and venue during planning. Our guide on event licences in Mumbai lists what to ask.
Read before you plan
- Guide
How to create an event brief
The questions a conference brief should answer before venues are shortlisted.
- Guide
9 corporate event planning mistakes to avoid
Where conference budgets and timelines usually slip.
- Guide
Business conferences on cruise ships
When a ship works as the venue for a conference or retreat.
- Destination
Event management in Goa
Venues and logistics for a conference in Goa.
- Destination
Event management in Rajasthan
Venues and logistics for a conference in Jaipur or Udaipur.
- Destination
Event management in Hyderabad
Venues and logistics for a conference in Hyderabad.
Related services
Award ceremony management
Recognition nights and gala dinners, run as part of a conference or on their own.
Event logistics and delegate management
Rooming, airport movement and contingency planning for large groups.