We have several foyers adjacent to the conference rooms, which are suitable for exhibitors. Please check with us in advance regarding location and space for these.
Preparation and planning are key. Think about the purpose and objectives of the participants who will be attending. Book any speakers and the most suitable venue for the meeting early on
The purpose of the meeting depends on what is to be communicated. It can be an information meeting, a decision-making meeting, a creative workshop or a training session.
Consideration should be given to the length and timing of the meeting. A shorter meeting may be better suited to being close to transport links, while an overnight conference may be better suited to being outside the city centre to keep the group together.
In general, summer, autumn holidays and days around major holidays are not preferable for meetings as many of the participants may be off work. If there are participants travelling long distances, this should be borne in mind when planning an early start or late finish for the meeting.
The budget should be adapted to the objective and purpose of the conference. Some meetings may have a lower budget, but others should be more elaborate to convey the right message to participants.
There are many speaker agencies to turn to, a couple of examples are talarforum.se or talarformedlingen.se But many speakers can also be booked directly and found online. Be clear about the topic and the feeling that should remain in your mind after the lecture.
Have a registration desk with name badges showing names and companies. Use breaks for mingling and conversation. There are some attendee management apps that allow you to exchange addresses and network.
Be sure to inform about the time of the day with breaks and estimated end. It is important that it is clear what on the agenda are information items and what are decision items. There must be a time limit and a meeting leader who can check that the agenda and times are kept.
The content of a conference determines the length of the meeting. It is better to have few items on the agenda that can be completed in time than to add too much that has to be moved to the next meeting. Keep the times for each item and move on. Book a new meeting for what took too long.
Many times, exhibiting companies contribute financially and make the conference possible. On other occasions, a supplier may sponsor the venue hire or the food, for example.
At larger meetings, it is common for exhibiting companies to have the opportunity to show their products. These are usually suppliers with a connection to the booked conference and who complement it.
Send an evaluation directly or the day after to the participants with well-chosen questions. Preferably have a scale of 1-10 to be able to measure the whole. Ask for feedback on the most important things the participant has taken away.
Sending out an evaluation afterwards is a prerequisite for getting feedback. It is also useful to use a conferencing tool during the meeting where people can vote and ask questions to increase dialogue.
Use a digital tool such as trippus, menti or tablet where you can ask questions, vote and evaluate the meeting during and afterwards. They create engagement and make the meeting more creative.
Always have your presentation on a USB memory stick in case your computer malfunctions. Bring adapters and chargers for your computer. If a speaker is prevented, remember to be able to quickly rearrange the programme. etc.
For larger meetings, it can be helpful to have hosts who can guide participants, answer questions and represent the organiser in a positive way.
Depending on the type of meeting and the amount of time involved, it is always positive to have something that breaks the flow of information. This is also influenced by the message you want to convey at the meeting. A pure training programme may not need an entertainment point, but it is important at a kick-off or sales event. What feeling should the participant leave the day with - full of new knowledge or wow feeling?
Of course, you can book several days for a meeting. Either consecutively or on different occasions.
Many of our premises can be furnished according to customer requirements.
Find out more about our different premises here.
We usually invoice after the event has taken place. For larger events, an advance invoice can be issued that covers at least the room hire.
Read more about how to book a conference with us here.
Depending on the objectives and purpose of the meeting, an activity can reinforce the message, but for many meetings this is not necessary.
A beautiful bouquet of flowers is always appreciated, but if the course leader is travelling from elsewhere, a gift card may be more appropriate. If it is a foreign speaker, something classically Swedish is recommended, with Svenskt Tenn and Skultuna being ideal suggestions. Many companies donate a gift to charity instead of give-aways and the speaker receives a voucher instead. Much appreciated!
Some commonly used organisations are the Red Cross, Save the Children, the Childhood Cancer Foundation and UNICEF.
Being visible on the platforms where your target audiences are. Is it LinkedIn or Instagram, or perhaps direct mail, your own website or a trade fair? Better the "right" people and fewer than many but not the target group you are looking for.
It is important that you address the target group you are aiming at. Highlight unique speakers or big news to be presented. Post live during the conference and summarise with lots of pictures afterwards.
Beach flags and roll ups may be used, both outside the entrance and in connection with conference rooms.
We have several foyers adjacent to the conference rooms, which are suitable for exhibitors. Please check with us in advance regarding location and space for these.
We have an image bank on our website and you are welcome to use these images in invitations and programmes.
Feel free to look for pictures here >> image bank
Presentation computer and screen are included in all our premises. The larger rooms also include a sound system.
We have technicians on site to help if needed. If you need additional technology, we can hire it.
We have remote equipment for hybrid meetings in all our conference rooms.
In our larger premises we have equipment for both streaming and recording.
Yes.
Computer, screen and sound system are always included in our premises.
We have technicians on site to help if needed.
We have both video conferencing and web streaming technology.
Well-advanced equipment in our larger premises with the aim that the on-site and remote experience should be similar.
In our larger premises, we can customise the event you want with sound and light.
Yes.
We have a high bandwidth via fibre.
On-stage screens for speakers, computer and clicker among others.
No, we hire them from our partner. We also have contact with various interpreters with long experience.
We delete files daily from presentation platforms.
Yes, technicians are on site and go through the technology before your meeting. For larger events, we recommend a dry-run (rehearsal) before the actual implementation day.
Yes, that's fine.
No, this technology needs to be hired separately.
We invest in technology with a long lifespan.
Yes, we do. In the auditorium, for example, we have a projector with a screen as back up. We also use parallel computers for webcasts and recordings. We also have extra computers for lending and a variety of adapters and power cables.
In our large premises we have microphone systems installed. Between 6-10 are available but 4 are included in the room price.
Please let us know at least 10 days before the date of the event, and we will organise alternatives for those who require special diets.
We use the Swedish National Food Agency's 14 allergens, which are the most common speciality foods.
Remember to take one too many coffee breaks rather than too few, so that the sessions during the day are not too long. If there is only room for a short lunch, we recommend something simpler than the table-served lunch in our banqueting hall. If the lunch is to be used for mingling or collaboration, it is always good to have a mingle lunch, where we can offer different options.
We can offer everything from cosy breakfasts to lunches, cake buffets, dinners and mingling.
If we are informed in advance of any special dietary requirements, we can of course organise alternatives to these.
When you book with us, we will of course arrange both the venue and the food you want.
Restaurant Grodan serves the same menus to restaurant guests as to our conference guests. However, the restaurant always has its classic dishes on the menu such as raggmunk, calf's liver, steak Rydberg and fish stew.
Food and drink options are vast for all types of events. We are happy to make suggestions.
On our website, under the tab Food & Drink, you will find all the current seasonal menus.
4-5 glasses on a bottle of wine and 7-8 glasses on a bottle of sparkling wine / champagne.
For a pre-dinner drink, you don't need a lot of snacks. Our small canapés are nice and are served as cones. Otherwise, snacks in the form of crisps, nuts, olives and the like are also suitable.
We offer mingle plates, take and stay boxes and savoury sandwiches as an alternative to a seated lunch.
On our website we have good descriptions and pictures of our premises. If you want a specific room, you can of course book just this. In our image bank there are pictures of all rooms in different furnishings. Read more about our premises here.
Several of our premises can be furnished and we naturally endeavour to adapt these to the customer's wishes.
Some periods are particularly attractive and rooms are booked up well in advance, so it depends on when you want to come.
We have some rooms with fixed furniture and some that can be furnished according to the customer's wishes. The largest room, Wallenbergsalen, has 150 fixed seats and the smallest has a boardroom table for 6 people. In addition to these, there are 6 rooms of different sizes.
Our largest room has 150 fixed seats, but we can expand with 10-15 extra chairs there. The smallest room has a boardroom table for 6 people and in addition to these we have 6 conference rooms of different sizes.
Contact us by email or phone to book a conference room.
We have several premises that are well suited for management teams and boards. These include Gabrielsson Larson Suite, The Noble Room, Ericsson Room and The Crafoord Room.
Unfortunately, we do not have a fully bug-proof room. However, our boardroom suite is Gabrielsson Larson located separately as there is also a separate foyer and thus 2 doors that close from the corridor outside.
Our beautiful banqueting hall is ideal for all kinds of celebrations. Birthdays, family reunions, baptisms, weddings and other anniversaries. We can offer a large banqueting hall as well as several smaller salons that together create a large beautiful banqueting hall.
Each event is unique so we quote all requests separately to create the best experience for each specific occasion.
Planning a major event takes time. We have coordinators and stewards on hand. We also have some checklists that can be helpful.
From product launches and company anniversaries to fashion shows, photo shoots and film shoots, we've done it all.
Please take a look at our website under the tab Event & banqueting where we present various events, both private and for companies.
Planning a major event takes time. We have coordinators to help with planning and, depending on the scale, we recommend an external event coordinator. We have an experienced team on site to ensure that everything runs smoothly.
It depends a bit on what you are looking for, but we have great opportunities and experience with large events.
We have organised many types of themed events, for example for different countries with appropriate menus, national colours, music and flowers.
Corporate events for anniversaries, major product launches and thematic creative workshops.
Flags, roll ups and other merchandise can be used to decorate the room. We adapt the furniture in the room to your wishes, as far as possible.
Of course, you can book the entire facility for your event.
We have a beautiful garden in the courtyard where you can have simple activities. Otherwise, there are many exciting challenges to do in town, with the help of an activity company.
Security guards can be hired on special occasions.
We've had stand-ups, live bands, opera singers, children's choirs and lots of other fun.
Our largest conference room has 150 fixed seats, but the seating can be extended with 10-15 loose chairs. In our banqueting hall, 180 people can sit at a dinner. For mingling, we can take even more people.
No, we leave that to the client.
We do not have VIP areas, but are happy to offer a small conference room for special guests.
At IVA Conference we have international guests and events with great regularity. Both staff and service are therefore used to this. All staff speak English, so signage and communication is in English.
As the building dates from the late 19th century, it is not 100% adapted for accessibility, for example there are thresholds to some rooms. There is a lift, disabled toilets and a ramp for the entrance stairs.
If we are informed in advance, we prepare in the best possible way for participants with special needs.
There is a ramp for the entrance stairs, a lift and disabled toilets.
Our auditorium, Wallenberg Hall, has a hearing loop.
Two disabled toilets are located on different levels.
The nearest parking for people with disabilities is on Humegårdsgatan, a few minutes' walk from the IVA Conference Centre.
Most of our information is available in easy-to-read Swedish. If you have specific requests, we will of course produce material.
No, but please contact an agency for this if necessary.
Lifts are available to all three floors.
Unfortunately, we do not have any aids for people with visual impairments.
All rooms have customisable lighting. The sound is also easily adjusted inside each room.
Please contact us if you require accessibility information or have any questions regarding this.
If necessary, we can usually arrange for a quiet room, but this is not standard.
All staff receive regular training in first aid and CPR and we practise at regular intervals. First aid boards are placed in selected locations. Evacuation plans are available on all floors of the building.
Staff are always available if someone needs help locating themselves on our site.
All groups will be given a key to their conference room to lock up during the day. Outerwear and larger bags are left in the wardrobe. If necessary, we can hire security through security companies, for example at annual general meetings. Larger events often have registration of participants on arrival. High-risk participants always have their own personal protection with them.
This depends entirely on the size of the conference and the participants. We also often adapt to the protocols of foreign delegations.
We hire security from companies that work in this field.
We have fixed procedures for fire and evacuation. All staff receive regular training to deal with this.
Evacuation plans are posted in accordance with the authorities' requirements, as are fire extinguishers. An evacuation alarm is sounded if it is necessary to leave the building and staff are visible in yellow vests.
We operate under the GDPR regarding personal data. Materials and presentations emailed to us are deleted immediately after completion. Recordings from webcasts are deleted after the customer has received their material.
No, only at the exits.
We always have a manned reception desk at the entrance and keep an eye on all guests entering and leaving.
We have both first aid equipment and defibrillators at reception. All staff receive regular training on how to use it.
In selected locations, there are also boards with first aid kits.
All staff have annual training in ABC First Aid, CPR and defibrillator training. In addition, training in crisis management and fire. We practise this continuously. IVA also has a well-functioning crisis group.
No control but manned reception that checks all guests entering the property.
We hire security guards from security companies when needed. Also staff who handle wardrobe with wardrobe tags.
IVA has its own IT technician and also employs an engineer who works specifically with cyber security. Our firewalls are extremely high. We can arrange for a separate IP address and network if necessary.
We have a number of lockers in the reception area.
Our annual training programmes help us with this. Being in the centre of the city makes us available for the occasional unexpected event, so we have good procedures in place.
We also have security companies patrolling the area who can be on site quickly.
We do not have our own car park and refer to nearby garages.
We have ongoing training in crisis, evacuation, fire and safety for conferences and meetings through Safe Hotels.
Östermalmstorg metro station is only 200 metres from IVA Conference Centre and several buses stop within a few minutes' walk of us.
There are several car parks in the immediate area.
As it can be difficult to find free parking spaces in the immediate area during the day, there are several car parks nearby. We mainly recommend public transport in the form of metro or bus. The nearest bus stop is only 200 metres from the entrance.
There are several very good hotels in the neighbourhood. Both larger chain hotels and smaller boutique hotels.
We are open from 07:30 to 17:00, but of course we adapt our opening hours to the wishes of our guests.
We also welcome conferences and parties at weekends.
We purchase this service from partners.
59.335. 18.076
No, we have a catering licence, so all food and drinks are booked through us and the restaurant Grodan, which we work with.
We have hosted both small and large weddings over the years and have good experience.
Please see our checklist here for your planning. https://ivakonferens.se/wp-content/uploads/2019/02/Checklistabrolloppdf-1-1.pdf
There is a sound system for speech and background music included in the room hire. For performances and DJ/dancing, another system needs to be hired.
In our experience, these celebrations usually have a specific theme, so we need to receive menu cards and place cards from the host couple, together with a seating plan that also includes any special dietary requirements.
We can help with ordering flowers for the tables, but you are welcome to bring your own.
Even decorations are usually personalised and can be handed in to us beforehand or placed out before the festivities begin.
Either way is fine - sometimes the hosts decide what range of products will be available and what is included. However, many parties also have a bar where guests buy their own drinks during the evening.
Photo booths are a perfect activity for events and weddings.
We refer to suppliers who Myselfie.se or Eventomatic.se. There are more online.
When you bring your own cake, we charge a fee for serving.
Our regular evening hours are no later than 01.00 with last dance/order 00.30.
For an additional fee, we can postpone the time to 02.00.
This is fine. Sausages with bread are usually popular in the late hours. Also savoury pies, baguettes and Jansons Frestelse.
No, because depending on the size of the party it can be very extensive. We are responsible for the venue and food and of course questions about it. Feel free to search on wedding coordinator Stockholm on google to book a visit with the appropriate wedding coordinator.
Absolutely. IVA Conference Centre has both advanced video conferencing equipment installed in our larger meeting rooms and simpler solutions in our smaller meeting rooms. You can easily connect with audio and video from different devices. Perfect if you can't be there, but still want to participate.
Whether you book a meeting room, conference room or auditorium at IVA Conference Centre, the facilities are equipped with modern and user-friendly technology for video meetings or video conferences. We are a conference centre that has invested heavily in technically demanding meetings.
Here you can read more about video conferencing and video meeting at IVA Conference Centre
Yes, it is possible to record or film the meeting/conference at IVA Conference Centre, as we have our own equipment and technicians for this. Our auditorium has advanced technology, such as a small studio for film production. But we also have a mobile solution that works in our second largest room and in the banqueting hall for breakfast meetings, for example. At IVA Conference Centre, our conference rooms and meeting rooms are equipped with user-friendly technology to help you get the most out of your conference stay.
Read more about audio and video recording at the IVA Conference Centre
Technology is a challenge, and despite testing and review, something can still put a spanner in the works. However, we dare to promise that we have very good resources to solve any problems that may arise. With our own technicians and an ongoing review of all conference rooms, meeting rooms and auditoriums, etc., we are well equipped.
We always do our utmost to ensure that bookers and speakers feel confident during the event. At IVA Conference Centre, we are technically prepared to meet the various requirements that arise at a meeting or conference.
Read more about the conference technology at IVA Conference Centre
We collaborate with Restaurant Grodan when it comes to everything that is served at the IVA Conference Centre. It is a first-class kitchen and a large menu with both classics and new exciting elements. Restaurant Grodan also offers buffets and mingle plates to suit the occasion and budget. Food is an important element of the conference/meeting and with Restaurant Grodan we guarantee really good food that provides a fantastic overall experience of the stay at IVA Conference Centre.
Here you can read more about Restaurant Grodan and also see their different menus
It's hard to believe that behind the city pulse at Stureplan, in the centre of Stockholm city, there is such a lovely green oasis. Our garden is frequently used by conference guests for coffee breaks, but also a perfect place for the welcome drink before dinner when you have rented a conference room, auditorium or banquet hall here at IVA Conference Centre.
Here you can see a picture of the garden at IVA Conference Centre
Our largest conference room at IVA Conference Centre in Östermalm, Stockholm city, is the Wallenbergsalen auditorium, with room for 150 participants in comfortable armchairs. It is also possible to add a number of extra chairs if needed. Wallenbergsalen is a state-of-the-art auditorium for events and conferences, decorated in a modern Nordic style.
Read more about Wallenberg Hall here.
Our banqueting hall is ideal for breakfast meetings. Here you sit at round tables with 8 people at each. The room has a sound system with four wireless units. There is also a large film screen and projector with rear projection. The banquet hall at IVA Conference Centre in Östermalm, Stockholm city is in beautiful turn-of-the-century premises, which have been carefully renovated in neoclassical style.
Read more about the IVA Conference banqueting hall and function rooms here.
Dietary deviations are becoming more and more common and our large kitchen is well equipped to deal with them.
However, it is important to inform us well in advance of the meeting to ensure a smooth service. Allergies, vegan and vegetarian diets are taken for granted, but not different types of diets. IVA Conference Centre cooperates with Restaurant Grodan, which prepares first-class conference lunches.
Read more and check out the menu at Restaurant Grodan
The banquet hall at IVA Conference Centre is used both for conferences and for private dinners and parties. On all occasions, all food and drink is booked through us, who use the Grodan restaurant. There is room for 110 guests and with the salons (4) a total of 176 guests. In the banqueting hall you can enjoy the beautiful turn-of-the-century room, which is carefully decorated in neoclassical style.
Read more about the banquet hall at IVA Conference Centre here
The furniture we suggest depends on the purpose of the meeting. In the case of education and learning, school seating or U-tables are preferable. For a board meeting, a conference table is best. For more creative meetings, perhaps island seating where you change seats from midday to afternoon. A few standing tables at the back are usually appreciated if you need variation. At IVA Conference Centre, we adapt the furniture in the meeting room or conference room according to the needs of the meeting.
Please check out our different conference rooms here.