What's included in your registration

Participants are encouraged to register in advance and as early as possible in order to benefit from lower registration fees as well as cheaper flight costs.

The registration fee includes:

• admission to all sessions
• lunches and coffee/tea during breaks mentioned on the programme
• conference materials
• Welcome reception in Arktikum (Monday 5 May)
• Conference get-together in Korundi (Tuesday 6 May)

Registration categories

Please choose your registration category on the online registration form. The options are: 

• Participant 
• Student participant *
  
• Partner **
  

*Student prices are offered to degree students (Bachelors and Masters degree or equivalent) and PhD students. 

**The partner category is exclusively for confirmed session partners.

Media participants, please contact: 
anne.raja-hanhela(at)ulapland.fi.

Participation fees

The conference registration fees are:

• Participant (two days): 250 € until 6 April 2025, 300 € from 7 to 27 April 2025
• Participant (one day): 200 € until 6 April 2025, 250 € from 7 to 27 April 2025
• Student*: (two days): 100 €
• Student*: (one day): 50 €
• Partner** (two days): 160 €
• Partner** (one day): 110 €

*Students: please send a proof of a full-time student status (ID card or letter from your institution or program director) to the conference office by email congress(at)ulapland.fi.

**Partner registration category is for partners who have been contacted directly by Conference Organizers and who have been advised to use this category.

Media accreditation

Members of the media can get accredited for the Conference by contacting Communications specialist Anne Raja-Hanhela at anne.raja-hanhela(at)ulapland.fi.

Cancellation Policy

Cancellations must be made in writing to Rovaniemi-Lapland Congresses: congress(at)ulapland.fi. Registration fee will be refunded if cancellation is received by 16 April 2025. No refunds will be made after this date. Please note that a processing fee of 30 € will be deducted from all refunds. Transferring registration to another participant is free of charge.

Payments

The registration fees include the VAT 0%. Please note that all payments must be made in advance and in euros (€).

Please choose your payment type on the online registration form. The options are:

• Online bank transfer (Finnish banks)
• MobilePay and Siirto.
• Online credit card payment (Visa, MasterCard, EuroCard, Amex)
• Invoice. Invoice will be sent to you separately by the conference office. Please remember to specify the invoicing address on the registration form. Invoicing fee 10 € will be added to all invoices. You can request for group invoice by sending email to congress office congress(at)ulapland.fi.
  

 

Accommodation

NB! Hotel quotas have been released. If you still wish to book a room with event prices, please contact the conference office by email: congress@ulapland.fi

The conference organizers have made bulk reservations for the conference guests in five hotels in Rovaniemi.

Booking via conference registration form

The prices below are only for those bookings done via Rovaniemi-Lapland Congresses.
The price is per day, including breakfast buffet, service and VAT. Hotel quotas are valid until 3 April.

Hotel Aakenus: standard single room 90 €/night, standard double room 105 €/night
Arctic City Hotel: Classic room 1-2 persons per room 142 €/night
Santa’s Hotel Santa Claus: standard single room 154 €/night, standard double room 162 €/night
Arctic Light Hotel: Magic room 1-2 h persons per room 162 €/night
Original Sokos Hotel Vaakuna: standard single room 165 €/night, standard double room 185 €/night

Please inform any changes to the Rovaniemi-Lapland Conferences (not directly to the hotel) by email congress(at)ulapland.fi.

NB! The registration fee does not include accommodation, hotel fees are to be paid directly to the hotel onsite. If you prefer invoicing, please inform us in the registration form. We have to check the possibilities of invoicing from each hotel.

Booking directly from the hotel:

Scandic Rovaniemi City and Scandic Pohjanhovi

Reservations can be made at scandichotels.com by using a booking code CCON.

Guests can choose their preferred room type and receive an additional discount when paying for the reservation upon booking. The cancellation policy for individual bookings depends on the booking type chosen by the guest. To confirm the reservation, guests must provide a valid credit card information. Rooms are subject to availability and should be booked 10 days before arrival at the latest.

Scandic Friends members should also check for available loyalty offers.

Cancellation Policy

Cancellation policy for hotel bookings made via registration from/Rovaniemi-Lapland Congresses:

• Cancellations must be made in writing to Rovaniemi-Lapland Congresses three (3) days prior to the planned date of arrival at the latest.
• All bookings cancelled later than this or bookings not cancelled at all will be invoiced in full.
• Booking may be cancelled later than three (3) days due to illness (doctor’s certificate required).
• Without prior notice of late arrival, hotels have the right to give a reserved room away after 18:00. Please inform of late arrival in the note-field of your booking.

Venue

The venues for this years event are:

Korundi House of culture

Lapinkävijäntie 4
FI-96100 Rovaniemi
Finland

+358 16 322 2822
info(at)korundi.fi

Information on accessibility >

and

Arktikum

Pohjoisranta 4
FI-96200 Rovaniemi
Finland

+358 16 322 23260
info(at)arktikum.fi

Information on accessibility >

Transportation

Rovaniemi is about 800 km north from Helsinki, the capital of Finland. The city is easily reached by air and train. There are international flights to Helsinki, and domestic flights from Helsinki to Rovaniemi. The flight to Rovaniemi takes about one hour, with several flights every day.

The train journey from Helsinki to Rovaniemi takes about 10 hours and is a good alternative if there is time to spare as this offers a good opportunity to see more of Finland. 

All major car rentals have an office in Rovaniemi for those who are interested in traveling around the surrounding areas and Lapland by themselves.

From the airport or railway station to the city centre 

For transportation from the airport to the city centre consult your options at the airport website.

The Airport Express

Taxi companies available:

Taksi Rovaniemi: +358 (0)600 14 000

Menevä: +358 (0) 800 02120 

The railway station is located about 1.5 kilometres from the city centre. There is no direct bus connection from the railway station into the city centre. The easiest way is to either walk or to take a taxi.

Language:

Conference language is English.

 

Time and weather:

Finland’s time zone is GMT + 2 hours (daylight saving time, GMT +3).
Check the local weather>

 

Useful links

Finnair >
Trains >
Bus schedules >

Your window to Finland >

Lapland Finland >

Welcome to Rovaniemi > 

Code of conduct 

Rovaniemi Arctic Spirit is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity or religion (or lack thereof). We do not tolerate harassment of conference participants in any form. Sexual language and imagery is not appropriate for any conference venue, including dinners and receptions, social and other online media. Conference participants violating these rules may be sanctioned or expelled from the conference without any compensation at the discretion of the conference organisers.