Tips for arranging a congress

Whether you are an experienced congress organiser or a first-timer, don’t hesitate to ask for OCB’s help. To get started, check out these valuable tips for arranging a meeting or congress.

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When you’re still thinking about a suitable location:

  • Form an agile, right-sized organising committee with clear tasks and responsibilities.
  • Plan your budget and financing well ahead of time. Follow up regularly!
  • Find out possible financing sources. Note that there will be expenses before your event. Read more about The Federation of Finnish Learned Societies grants.
  • Consider a familiarisation visit for decision makers to the potential location.

When you’ve decided on the location:

  • Make use of free assistance offered by your region, municipality or city, such as the Oulu Convention Bureau in Oulu.
  • Get to know the location. In Oulu, start with OCB’s bid book.
  • Find out about the invitation procedure and pick a date. Remember to pay attention to possible traditional meeting times, other events in the same field, and holidays.
  • Put effort into presenting the invitation. In addition to basic information, remember to market the location! 
  • Confirm and book the venues, facilities, services and transport well in advance.
  • Prepare the programme with care and effort. Don’t forget the casual part!
  • Networking events are a good attraction and leave good memories.
  • Remember marketing! Efficient marketing will increase the number of participants.

Welcome to your meeting in colourful Oulu! Congress city Oulu offers so much to see and experience! Photo: Visit Oulu

Why Oulu?

There are many reasons to choose Oulu, on the shore of the Bothnian bay, as your conference location. Oulu is the hub of Northern Finnish science, business and culture and the fastest-growing city area in arctic Europe. What’s more, it’s a city with a warm heart in the middle of magnificent northern nature.

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Winter Olympics

Go Arctic group activities - Winter Olympics

Oulu

Koskikippari in Koiteli - Conference and event service

Oulu

Rauhala ravintola-pâtisserie

Oulu
Ice fishing at Bothnian bay

Ice fishing with huskies

Oulu
Dinner in Oula Kitchen & Bar.

Oula Kitchen & Bar

Oulu
skin based skis

Winter Wonderland by skinbased skis at Oulu

Oulu

Saunas of the Maikkula Mansion

Oulu
OTAXI VIP is available also for groups and disabled.

OTAXI VIP for Premium Taxi Wishes

Oulu
Yellow Oulu Cathedral church tower against blue sky in summer.

Oulu Quickly Walking Tour

Oulu
Main door to Cafe

Sleep in hostel

Oulu
Robson's Lunch

SuperPark Restaurant

Oulu
White water swimming

Go Arctic activities - White water swimming in Koiteli

Oulu

ChocoTasting

Oulu
Panimoesittely ja tasting yläkerran tiloissa

Meeting Room Restaurant Mallassauna

Oulu
Artist room at Hotel Lasaretti

Nordic Art Hotel Lasaretti

Oulu

Tunnelmatupa in Koiteli - Conference services

Oulu

Go Arctic activities - Canoeing trip at river Oulujoki or Kiiminkijoki

Oulu

Go Arctic group activities - Inhouse Derby

Oulu
Hotel Lasaretti, Pato-Hall

Nordic Art Hotel Lasaretti's Venues

Oulu

Go Arctic Events - Theme parties

Oulu
A person wading in ice cold water in Tuira beach in winter. Foreground snow in the bank. Background buildings on the other side of the Oulu river. Sky is grey and clouded.

Guided Winter Swimming

Oulu
Rock The City Adventure Game

Rock The City Oulu

Oulu
Exterior

Scandic Oulu City

Oulu
The old red wooden church in Turkansaari in summer. Foreground green grass, background green birch trees.

Minivan Trip to Turkansaari Open Air Museum

Oulu
De Gamlas Hem Hotel & Restaurant.

De Gamlas Hem Hotel

Oulu
Kuusisaari recreation park in winter.

Kuusisaari Recreation Park

Oulu

Go Arctic Events - Dinner with the ghosts of Oulu

Oulu
Mustasalmi Oulu 1

Kayaking safari to River Oulu delta

Oulu

Go Arctic group activities - Heptathlon

Oulu

Elojazz

Oulu

Voimala 1889

Oulu

Air Gui­tar World Cham­pions­hips

Oulu

Winter Forest Adventure in the Dark

Oulu

Go Arctic group activities - Traditional games

Oulu
Superior room

Scandic Oulu Station

Oulu

Arctic Edu-Tech - Workshops and experiences in Oulu area

Oulu

Tuba Food & Lounge

Oulu
Kumilauttapoolo

Go Arctic activities - Rubber raft polo game

Oulu

Go Arctic activities - Arctic ice fishing experience

Oulu
Loppulan tulisija

Nature Cafe Loppula at Sanginjoki

Oulu
Maikkula Mansion´s courtyard.

Maikkula's Manor the Charter Restaurant

Oulu
Facade of OSH Arina

Original Sokos Hotel Arina, Oulu

Oulu
A unique restaurant in idyllic Pikisaari in Oulu.

Restaurant Mallassauna

Oulu
Pilkkiretki Oulun Nallikarissa 1

Ice fishing in Nallikari, Oulu

Oulu
Lapland Hotels Oulu Comfort Room.

Lapland Hotels Oulu

Oulu
SUPping is nice summer activity

Bay of Bothnia by SUP (Stand Up Paddling) in Oulu

Oulu
Yellow Oulu Cathedral church tower against blue sky in summer.

Oulu Quickly Walking Tour

Oulu

Go Arctic - Conference rooms - Seelari in Hietasaari

Oulu

Go Arctic activities - Stories from Oulu

Oulu
Lapland Hotels Oulu Kuvernööri

Lapland Hotels Oulu Conference and venue facilities

Oulu

Meeting Day at the Maikkula Mansion

Oulu
Ryhmä tekee tehtävää suon reunalla

Nature-based recreation days for work communities - Naturest Oy

Oulu
padel virpiniemi pikepadel

PikePadel outdoor padelcourts

Oulu
Perioululainen ömeisingreis

Go Arctic group activities - Amazing Oulu - City adventure

Oulu
fatbiking is nice summer activity

Fatbike Tour in Oulu

Oulu
Scottish fountain in front of Oulu City Hall in summer. Background Oulu Cathedral and clear blue sky.

Guided Bike Tour from Nallikari to Oulu City Center

Oulu

Go Arctic Events - Performers and hosts to your events

Oulu
Team Path

Go Arctic group activities - Team Path

Oulu
Nallikari Aalto Apartments

Nallikari Aalto Apartments

Oulu
Arctic wolf and Auroras - Wolf photographing in winter

Arctic Wolf & Auroras

Oulu
Saaga Travel drivers are well-trained, polite and English speaking.

Charter buses and private transportation services in Oulu region

Oulu

GreenStar Hotel Oulu

Oulu
Frans&Camille indoors

Frans&Camille Bistro

Oulu

SuperPark Oulu

Oulu

Go Arctic group activities - Kurvisen karsinnat

Oulu

Go Arctic Events - Decorations for your events

Oulu
kayaking is the best outdoor activity on summer time

Bay of Bothnia by Kayak in Oulu

Oulu

Go Arctic activities - Air guitar workshop or Air guitar show

Oulu

Private event: Wine and Fashion

Oulu
Main door to Cafe

Sleep in hostel

Oulu
Main area

Conference and Banquet Facilities by Original Sokos Hotel ArinaOulu

Oulu

Go Arctic activities - Northern Lights

Oulu
a girl plays the violin, a picture on the wall in the background

Ou­lun­sa­lo Soi Cham­ber Music Fes­ti­val

Oulu
Walking tour with a local guide

Guided walking tours in Oulu

Oulu
Meriholsti varattavissa sekä kokouksiin että tapahtumiin

Meriholsti Meeting Room & Private Saunas in Nallikari, Oulu

Oulu

Go Arctic activities - City canoeing day or night

Oulu
Brownish Oulu city hall with three main doors and two little towers. Background blue sky.

Guided Transportation from Oulu Airport to Oulu

Oulu
The white lighthouse in Hailuoto Marjaniemi against the blue sky.

Minivan Trip to Hailuoto

Oulu

Go Arctic - Conference services

Oulu
Kaksi alamäkipyöräilijää Rusko Bike Parkissa ajamassa helppoa reittiä alaspäin.

Rusko Bike Park

Oulu

Go Arctic group activities - Traditional tar olympics

Oulu
Paintball Värikuulasota Oulu Action Park

Paintball

Oulu
White water rafting in Koiteli

Go Arctic activities - White water rafting in Koiteli

Oulu
The old red wooden church in Turkansaari in summer. Foreground green grass, background green birch trees.

Minivan Trip to Turkansaari Open Air Museum

Oulu

Go Arctic - Guided walking tours in Oulu and in Oulu area

Oulu

Local Taxi Services in Kempele

Oulu

Go Arctic group activities - Koiteli Team Path

Oulu

Go Arctic - Events Services

Oulu
Koiteli rapids area in summer. Blue water flowing between rocks. Foreground green grass on the bank. Background green spruces.

Minivan Trip to Koiteli Rapids

Oulu

Go Arctic activities - Snowshoe / gliding snowshoe trip

Oulu
kennel visit

Visit to the Home of Huskies

Oulu
Toripoliisi Statue 1

Sightseeing of Oulu on Mountain Bikes

Oulu
group on the ice

Traditional Icefishing at Oulu

Oulu
Sea Oulu m/s Crescendo

m/s Crescendo | Kelluva elämys

Oulu
Saunallinen kahden hengen parivuoteellinen hotellihuone 10 kpl

Best Western Hotel Apollo, Oulu

Oulu

Husky sledding crash course

Oulu
De Gamlas Hem meetings and events Ester.

De Gamlas Hem Meetings and Events

Oulu

Go Arctic activities - Guided tour in Oulu by bike

Oulu
Koiteli rapids area in summer. Blue water flowing between rocks. Foreground green grass on the bank. Background green spruces.

Minivan Trip to Koiteli Rapids

Oulu
Automatic belay

Oulu Climbing Center

Oulu

Pohjolan Matka Charter Coaches Oulu

Oulu

Go Arctic activities - Craft upcycle workshop

Oulu

Hot Air Balloon Flight for group 4-12pax

Oulu
A person wading in ice cold water in Tuira beach in winter. Foreground snow in the bank. Background buildings on the other side of the Oulu river. Sky is grey and clouded.

Guided Winter Swimming

Oulu
We recommend preordering when arriving to the airport.

Airport Taxi Service in Oulu

Oulu
45 Special

45 Special

Oulu
Aloita matkasi Otaxin kyydissä.

Oulu's Original Taxi - OTAXI

Oulu

Go Arctic - Guided bus tours in Oulu and neighbouring municipalities

Oulu
Veranta for private occasions

Breakfast & Private Restaurant Veranta

Oulu
The white lighthouse in Hailuoto Marjaniemi against the blue sky.

Minivan Trip to Hailuoto

Oulu

Go Arctic activities - Fatbike trip in Koiteli or Liminka

Oulu