ICCA Association Expert Seminar at IMEX America

6 October 2025
Las Vegas, United States

Event Background  

The Association Expert Seminar offers a platform for association executives and ICCA members to come together to exchange knowledge, network, and collaborate on improving the efficiency and effectiveness of association meetings.  

This event offers a unique opportunity for suppliers to understand client objectives and business cultures, and for association executives to understand how to negotiate with and understand the objectives of suppliers, enabling both sides to establish stronger and more productive business relationships.  

Event Dates  

6 October 2025  

Event Format  

The educational programme lasts 1 day.

Target audience   

• Association Executives  
• Those who are involved in negotiating, planning and/or running international association meetings
• ICCA Members  
• Mid-level sales and marketing professionals (managers and executives) who are responsible for regular contact with international association clients

Content  

Las Vegas: The City of Innovation and Inspiration for the Meetings Industry  

Las Vegas is a global hub for technology, innovation, and entertainment. As we look to design more engaging, impactful events, we can draw valuable inspiration from this dynamic city to shape the future of the meetings industry. But what can Las Vegas teach us, and how can technology help us take the next step forward in designing memorable events?  

How Can Technology Help Us Move Forward?  

1. Immersive Experiences: Las Vegas excels at creating larger-than-life experiences, and technology plays a key role. Augmented Reality (AR), Virtual Reality (VR), and interactive displays can elevate attendee engagement, offering immersive environments that go beyond traditional conference formats. Meetings can become more experiential, where participants actively engage with the content in a way that feels personalized and memorable.  

2. Data-Driven Personalisation: Las Vegas venues leverage vast amounts of data to create tailored experiences for attendees. Similarly, event organizers can use attendee data to offer customized content, personalized agendas, and targeted networking opportunities. Technology can help in analyzing participant behavior and preferences, improving attendee satisfaction and engagement.  

3. Seamless Event Technology: Just as Las Vegas integrates cutting-edge technology into its entertainment venues, meeting organisers can benefit from adopting advanced event platforms, apps, and tools for real-time communication, virtual participation, and event tracking. These technologies can streamline logistics, enhance collaboration, and ensure smoother event execution from start to finish.  

Avoiding the Pitfalls: Key Considerations for Association Executives  

While Las Vegas offers a wealth of inspiration, association executives must also be mindful of potential pitfalls when integrating new technologies and approaches:  

1. Overloading Attendees with Technology: While tech can enhance an event, an over-reliance on gadgets, apps, or complex platforms can overwhelm attendees, leading to disengagement. Striking the right balance between high-tech and human interaction is key. It’s important to ensure that technology enhances the experience without detracting from the core purpose of the event.  
2. Accessibility and Inclusivity: Las Vegas’ technology-driven events are often visually spectacular, but it’s crucial to ensure they are accessible to all. Association executives should focus on creating events that are inclusive—whether that means offering virtual participation options, ensuring accessibility for people with disabilities, or providing resources in multiple languages.  
3. Technology Failures: Despite all the technological advancements, technical glitches can happen. Having backup plans in place, such as technical support teams and contingency strategies, is critical. Ensuring that your event can run smoothly even if a technology hiccup occurs will prevent major disruptions.  

Timing  

Submission Guidelines  

Terms and Conditions  

• This call for speakers/moderators is open to anyone, from anywhere in the world, you do not need to be an ICCA member to submit a proposal.   
• Any ICCA members submitting a proposal participating must be in good standing.   
• We welcome proposals from professionals outside of the events industry. 
• Applications must be submitted in English. 
• In the name of remaining impartial, an independent Education Committee will be responsible for deciding which speakers/moderators form part of the final programme. The ICCA Team will not be responsible for making the final decision.   
• Only those speakers/moderators selected will be contacted after submission of your application.  
• Upon selection, ICCA staff will communicate the specific terms and conditions that will apply for your participation. These differ for each event.  
• Please indicate the session format and time indication needed for your proposal.  

Priority will be given to proposals that fulfil the following criteria:  

• Consider gender balance and DEI. We will prioritise session / speaker proposals that demonstrate diversity in people's backgrounds, age, religion, cultural background, perspectives, and experiences, fostering an inclusive environment where everyone feels valued and heard.  
• Include diverse perspectives (geographical, industry sector, association viewpoint etc.).  
• Accessibility: Prioritize making the event as accessible as possible for all attendees.  
• Sustainability: Incorporate sustainable practices and promote eco-friendly initiatives throughout the event.  
• Multi-Stakeholder Engagement: Highlight the importance of involving diverse stakeholders in business events for broader perspectives and collaboration.  
• Address a provocative topic, trending for the meetings and events industry and with clear learning outcomes, however, keep the 4 key areas in mind.   
• New formats: Any format is acceptable, as long as it effectively supports the objectives of the session.  

How to Apply  

Applicants must submit the following information to be eligible to be selected. Choose what is relevant to you. Applications must be submitted in English.    

1. Moderator     

• Moderator name    
• Bio  and references   
• Description of what you can do and what they've done before    

Session name / headline    

• Name/headline, session    
• Which topic do you want to moderate    
• Session description     

Proposed moderator    

• Please summarise your approach in 1 sentence    

• Summary in 300 words how you will moderate    

Max 3-minute video summarising your approach    

Session format    

What format would you propose to deliver your session in. Remember - the more creative, the better!    

2) Speaker    

• Speaker name    
• Bio  and references   
• Description of what you can do and what they've done before    

Session name / headline    

• Name/headline, brief session outline and description    
• What is your proposed topic  
• Session description     

Proposed speaker    

• Please summarise your session in one sentence    
• Summary in 300 words    
• Max 3-minute video summarising your topic    

Session format    

• What format would you propose to deliver your session in. Remember - the more creative, the better!    

Late submissions will not be accepted. One person can submit more than 1 proposal.     

 Send your proposal to: education@iccaworld.org. See deadlines above.   

Questions?  

For questions, please contact us at education@iccaworld.org.  

General Principles      

ICCA Head Office will provide marketing and promotion services and full administrative support for the event and holds the authority to manage the finances of the event.    

Disclaimer: Unless otherwise stated, any reference herein to “ICCA” shall be deemed to refer to International Congress and Convention B.V., a private limited liability company registered with the Dutch trade register under number 85598232.