TRAVEL TEAM - YOUR PERSONAL CONGRESS AGENCY

LARGE MEETINGS PROJECT MANAGEMENT SAFETY ADVICE PARTICIPANT MANAGEMENT COMMUNICATION

As a Professional Congress Organizer (PCO), we guarantee competence and peace of mind throughout the process.

Some selected customers

As one of Sweden’s leading congress agencies, our focus is on providing comprehensive meeting solutions for various organizations, companies and public institutions.
We take care of all aspects of meeting planning and execution with the help of our competent and experienced team, making us the obvious choice for both small and large gatherings, whether in Sweden or elsewhere in Europe.

Our services include professional project management combined with efficient administrative systems that give you peace of mind and confidence throughout the planning process.
We are also proud to offer the latest technology solutions to create modern and more environmentally friendly meeting options.

As a professional congress organizer, we offer meeting services such as consulting, project management, sponsor and exhibitor management, as well as participant and financial management, to associations, companies and government agencies.

Read more about our services below

Rådgivning

Working with our clients, we set objectives for the meeting, identify possible areas for improvement, set financial guidelines and create a strategic plan.

We will assist you throughout the planning process, even when it is complex and challenging, and our collective experience will guide you to informed decisions on the various issues you will have to deal with.

Participant management

Our systems contribute to the smooth registration and efficient administration of the event.
We create an online registration page where participants can register electronically.
All communication with participants, including answers to questions, changes and cancellations, is handled by phone or email.
We offer options for payment of participation fees, both by invoice and credit card, and we review invoices issued on a weekly basis and remind you of payments.
Prior to the event itself, we prepare name badges and any tickets for social activities.

Abstract management

The Travel Team uses an advanced and proven online system to administer the scientific program and provide support to the Scientific Committee.
The committee is provided with its own login details, making it easy to review and approve each individual abstract.
This system allows for a structured and efficient management of submitted abstracts, facilitating a smooth and reliable scientific assessment.

Project management

The road to a successful event starts at the kick-off meeting.

When it comes to organizing a large-scale meeting, it’s a task that requires attention to detail and management of a variety of aspects.
By working with us, you can leave all the administrative details of your meeting to us and focus fully on designing a memorable content for your program.

We take responsibility for project planning, closely monitor that the project stays within the allocated budget, and handle all communication and negotiations with suppliers and venues.
After the meeting has taken place, our work continues with careful monitoring and evaluation.

Our project managers possess the necessary qualities required to successfully take a meeting from planning to implementation.
They are well-organized, professional, have strong problem-solving skills and are good team players.
Their eye for detail and ability to see the big picture make them capable of understanding how different parts of a project affect each other.

Budget & Economy

We have extensive experience in the creation of meeting budgets and then perform careful and continuous follow-up.
Our process involves a thorough analysis of all costs and an assessment of realistic revenues.
As work progresses, we revise the budget to reflect attendee revenue and sponsor/exhibitor contributions, while consulting with the client to address the new circumstances.

Our service also includes responsibility for the day-to-day accounting of registered participant fees, sponsor contributions and supplier invoices.
We take care of the accounting for Swedish VAT in connection with the meeting’s income and expenses, and we handle all the necessary compilation, reconciliation and preparation of VAT returns.

Sponsors & Exhibitors

We can develop customized sponsor and exhibitor packages, make invitations, receive registrations, allocate space for stand space, produce floor plans and exhibitor lists.
And of course, we handle all communication, invoicing and accounting in between!

Your own branded congress-app

Gather all the information your participants need in one app.
As well as making it easier for the visitor, it makes it easier for you to keep track of what’s happening – when it happens.