Convention Support Package
The Helsinki Convention & Events Bureau provides free-of-charge assistance to international congress organisers. We can help in the bidding process, in selecting the best facilities, partners and service providers, and in promoting the congress. In addition to our own services, the City of Helsinki also demonstrates its hospitality towards congresses in a variety of other ways.
The task of our bureau is to help organisers make the most of our fine city so that Helsinki can offer participants a truly unforgettable experience – something new, different and unexpected.
Helsinki is the leading congress city in Finland and has first-class congress facilities and hotels. Helsinki is a city where East meets West, creating contrasts that add colour to any meeting and social programme. Each year Helsinki hosts about 250 international association meetings that are attended by almost 40,000 participants. In addition, countless domestic and international corporate meetings, seminars, events and theme days are held in Helsinki.
Services of the Convention Unit
Bid books and site inspections
The Helsinki Convention Bureau assists congress organizers in preparing and compiling bid books and materials. It also takes care of the practical arrangements related to site inspections for congresses with over 200 accredited participants. Bid books are drawn up individually according to the requirements of each congress. We can also make preliminary bookings at the congress venue and hotels if required already during the bidding process. We participate in hosting site inspections, and we organise suitable programmes to present the best sides of Helsinki as the congress location.
Marketing materials for delegate boosting
The Visit Helsinki Material Bank offers lots of photo material that can be used freely for non-commercial purposes and for marketing Helsinki. The material bank also includes promotional videos and texts describing Helsinki’s strengths.
Congresses with over 200 accredited participants can also request custom-printed brochures and/or postcards for promoting the event and delegate boosting. A portable fair stand and roll ups are also available for promoting major congresses in advance.
Helsinki material for congress delegates
The Helsinki Convention Bureau provides Helsinki brochures and maps to congress visitors free of charge. The Visitors Guide is Helsinki’s official tourism brochure; it is available in 11 different languages and is updated annually. The Helsinki City Tourist Map is in 5 languages and includes a comprehensive index of sights and attractions. The Helsinki Region Map covers Helsinki, Espoo and Vantaa and is in 3 languages.
Helsinki city hospitality
Official receptions by the City of Helsinki
Organisers of international congresses may apply for an official reception by the City of Helsinki. The receptions are held primarily in the Banquet Hall of the City Hall (Pohjoisesplanadi 11-13). The receptions are hosted by a representative of the City of Helsinki, which covers the costs and is responsible for the catering. Official receptions are only possible on weekday evenings, and the number of guests is limited to 1200.
Applications may be sent in the form of a letter to the following address:
Jan Vapaavuori, Mayor of Helsinki
Helsinki City Executive Office
P.O. Box 1
FI-00099 CITY OF HELSINKI, FINLAND
Applications can also be sent via email to edustus(at)hel.fi.
Applications should include the following details:
- Name and date of congress
- Number of participants
- Contact information of the organiser
- Congress programme (appendix)
- Preferred date and time of the reception
Tourist information at the congress venue
Large congresses with over 1000 accredited participants may request a Tourist Information booth at the congress venue. The booth will be manned by an Information Officer or Helsinki Helper at the prearranged times. Helsinki Region Tourist Information at Helsinki Airport (Arrivals Hall 2A) can also be used to welcome delegates to large congresses.
Discounted tickets and free travel on Helsinki Region Transport
Helsinki Region Transport (HSL) offers congresses with over 100 accredited participants the chance to purchase bulk quantities of event tickets on single-charge cards at a discounted price. The size of the discount is determined on a case by case basis. Purchased tickets are not refundable. Event tickets are regional tickets valid in Helsinki, Espoo, Kauniainen and Vantaa. The delivery time for the tickets is two weeks.
Congresses with over 1000 accredited participants can apply for free tickets for congress visitors. The event organiser must submit a request for a right to free travel to HSL at least four months before the event. HSL’s Executive Director will decide on the granting of free tickets on a case by case basis. The free tickets can be either Helsinki internal of regional tickets. The free tickets are loaded on single-charge cards. The tickets are valid for the duration of the event.
Further information and request form can be obtained from the Helsinki Region Transport: firstname.lastname@example.org
Enquiries and material orders:
Helsinki Convention & Events Bureau
tel. +358 9 310 36152 or email@example.com