Expertise, commitment
and reliability
for your meeting
What we do
At All about meetings AB, we offer some of Sweden’s most solid experience within the meeting and congress industry. If you choose to work with us, you will experience competence, reliability and commitment for your meeting. We offer services such as consultancy, project management, sponsorship and exhibition management and sales, as well as delegate and financial management. Our clients are associations, companies, health organisations and public authorities. Whether you are planning for a live, digital or hybrid meeting we have the expertise to help you through the planning process and the delivery of it.
Abstract management
At All about meetings, we have an extensive experience of handling abstracts and will guide the scientific committee through the entire process – from set up of the abstract submission form to reviewing and program allocation. We also send out acceptance and rejection letters and make sure those accepted, register for the meeting.
Accommodation
We make sure meeting participants are offered accommodation with competitive prices in different price ranges at your meeting destination, either by managing already reserved hotel allotments or by securing new allotments.
Budget and finances
We have a vast experience of creating and managing meeting budgets. At an early stage we determine what costs should be taken into consideration and included as well as estimate a reasonable income level. Once the budget is set, we continuously monitor and update the budget in accordance with confirmed registration/sponsor/exhibition income and agree together with our client on how to move forward given the current situation.
We also take care of the bookkeeping of registration fees, sponsorship and exhibition income as well as payment of supplier invoices. In addition, we report and pay all VAT and other applicable taxes to the tax authorities for meeting income and expenses.
Consultation
Together with our clients we set up goals for the meeting, identify potential development areas, set the financial framework and future strategies.
We guide you through the entire planning process and with our experience we can help you make the correct decisions on all matters concerning the meeting.
Project management
Organising a large meeting means keeping track of many details. With us as your partner you can let go of the details and focus on the programme. We manage the project plan and timeline and ensure the project stays within budget. Furthermore, we handle contact and negotiations with suppliers and venues. Post meeting, we follow up and do a thorough evaluation.
Our project managers have the skills it takes to organise a successful meeting, they are; structured, organised, professional, solution-driven, team players, have an eye for details, have the ability to see the full picture and how parts of a projects affect others.
Registration management
The registration system we use enables a smooth registration process for the delegates and an efficient onsite handling. A registration page is set up where the participants can register electronically, and we handle all delegate communication. All questions, changes, cancellations etc. are answered by telephone and/or e-mail. We accept payment of registration fees by invoice and credit card and if invoices are not paid on time, payment reminders are sent on a weekly basis. Prior to the meeting, onsite name badges and, if applicable, tickets to social events are prepared.
Speaker management
Following an initial invitation from the organiser, we handle the contact with the invited speakers. We make sure they register for the meeting, send us their abstract(s) and presentations and assist them with their accommodation and travel arrangements, as well as reimbursements in accordance with the meeting budget.
Sponsorship and exhibition management
Sponsors and exhibitors are an important part of a meeting in order to be able to keep registration fees at a reasonable level, which means more people will be able to participate.
Together we identity potential sponsors and exhibitors and produce exhibitor and sponsor packages. We will then promote these packages potential sponsors and handle all negotiations, contracting and administration before, during and after the meeting.
Virtual meetings
Virtual meetings mean different priorities and detailed planning is crucial for the success of the meeting. If you consider running your meeting as a fully digital or hybrid meeting, we can help you find the best solution and coordinate with relevant suppliers. We can also help you set up individual webinars or webinar series.
Website and Social media
Website
The website is the main marketing tool for the meeting and contains all relevant information about the meeting. We register a suitable domain and create, in consultation with you, the website based on our experience and knowledge regarding best practice for meeting websites. If there is already an existing website in place for the meeting/organisation/society, we will assist you with updates and information about your meeting.
Social media
Promoting the meeting to the right target audience in social media can be an efficient way to both increase the number of participants and create audience engagement. We will promote your meeting in social media channels (Facebook, Instagram, LinkedIn and Twitter). If you do not have social media profiles already, we can create them for you.
Who we are
Anki Frencken
After finishing her master’s degree in business administration, Anki moved to Australia in 2002 where she worked for Australia’s’ leading congress organiser, Arinex (formerly Tour Hosts) as a Project Coordinator and Project Manager for 4.5 years. During 2006 she organised three G-20 meetings together with the Department of Treasury as the official host. In 2008 she moved back to Sweden where she worked at MCI for eight years in the roles of Congress Director and Key Account Manager. Anki has been a member of the Steering Committees of both Stockholm and Gothenburg Convention Bureau.
During the past years she has been working with a range of Swedish and international clients such as Karolinska University Hospital, Sahlgrenska University Hospital, European Atherosclerosis Society, Swedish Society for Gastroenterology, Swedish Association of School Nurses and The Alzheimer’s Foundation.
Lisa Persson
Lisa started her career in London from where she also has a bachelor’s degree in events management. After finishing her degree, she started working at Congrex, a large international professional congress organiser, where she worked as a Project Coordinator and Project Manager for six years.
After nine years in London, Lisa moved back to Stockholm where she continued her career within the meetings- and congress industry at MCI and later The Swedish National Council for Crime Prevention. She has during the last eight years in Sweden, planned, managed and delivered large national and international congresses around Sweden on behalf of clients such as Akademikliniken, The Swedish National Council for Crime Prevention, Swedish Association of School Nurses, Swedish Transport Administration, Stockholm International Water Institute, University of Gothenburg and Swedish Society of Hematology.
Ingela Simonsson
Ingela started working in the meeting industry in the mid 80’s at Stockholm Convention Bureau as accommodation and project coordinator. Ingela has a long, extensive experience of project management and have organised several national and international congresses in cooperation with the clients.
After working for MCI Nordics for a number of years, Ingela continued her career with the Swedish Nurses’ Association where she planned and organised their annual national conference for a couple of years.
Before starting at All about meetings she worked as project manager for the Meeting & Events team at Quality Hotel Friends.
Johanna Orsén
After studies and work abroad, Johanna moved back to Sweden in 2007. She worked in the retail industry and secured a degree in strategic purchasing before commencing work at Congrex, a large international professional congress organiser. After Congrex, she joined MCI as a Congress Coordinator focusing on delegate, hotel and project management, with the responsibility of several large clients. Prior to her joining All about meetings, Johanna worked as a system provider at Axaco Event System.
