What we do

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.

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.

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.

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.

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.

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.

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.

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 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
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.