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Please use this form to make an enquiry to Rovaniemi-Lapland Congresses. Tell us about the confer-ence you are organising and mark the services you are interested in. We will reply with an offer as soon as possible.

Conference Information
Conference name
Dates
Venue
Estimated number of delegates
Estimated number of abstracts
Organizer

Conference is	National/Finnish International

Includes	Plenary sessions only
	Parallel sessions (estimated number)
	Poster exhibition
	Technical exhibition
	Evening events (estimated number)
	Post/pre-conference tours

Additional information

Please send offer by

Contact Information
Name
Organization
Address
Phone(s)
E-mail

1. Delegate contacts

online registration form and registration instructions

conference registrations: receipt, registration and written confirmation

registration fees: receipt, registration, follow-up and refunds

2. Accommodation

all contacts with conference hotels (offers, quotas, lists and instructions)

hotel bookings: receipt together with conference registration, registration and written confirmation

3. Event marketing and printed materials

planning event marketing together with organiser

brochure mailings (compiling mailing lists agreed on separately)

event marketing by email

event marketing in previous events

planning the contents of conference printed materials together with organiser (brochures, forms, invitations); does not include graphic design

handling contacts with print houses and graphic designers (bidding, confirmation, instructions)

4. Conference website

planning the website structure

compiling the website texts

making the website pages under University of Lapland website and updating them during the whole process

cooperation with web designer and administrator (if the event website is located elsewhere)

5. Abstract handling

We recommend using an online abstract submission system (e.g. Oxford Abstracts) – the cost of the system is paid by the conference. Conference office tasks when online system is used:
- Ordering and setting up the system
- Administrator of the system during the whole process
- Receipt check-up, control and contact with submitted if corrections necessary
- Technical handling of the online review process
- Recording review result
- Sending out acceptance/rejection messages
- Sending out instructions about final paper submission (if used)

handling abstracts with the online submission system

handling final papers with the online submission system

6. Event finances

conference budgeting together with organiser

handling of all conference finances (paying bills, invoicing, follow-up, reports and final accounts)

Note: only for conferences organised by the University of Lapland.

7. Practical arrangements and general event management

venue management (reservations, timetables, equipment, staff, decorations); on-site technical staff must be separately

contacts with invited speakers concerning practical arrangements (hotel bookings, travel refunds, AV-equipment, materials)

transportation

planning of social and evening events together with organiser and practical arrangements conneced with the program

cooperation with travel agency in connection with potential pre/post conference tours

signage (making/obtaining)

lunches and refreshments during breaks

recruiting and training conference staff

practical arrangements of press conferences

making conference badges

obtaining and packing conference bags/folders

making/obtaining material for conference bags/folders (maps, invitation cards, coffee/lunch tickets, brochures etc.)

organising and staffing the on-site congress office (number of persons to be agreed on separately)

8. Exhibition

practical arrangements connected with poster and/or technical exhibition

cooperation with the technical exhibition contractor

exhibition material (instructions, floor plans, forms)

exhibition marketing together with organiser

registration and confirmation of exhibitors

contacts with exhibitors and invoicing/payments

cooperation with conference venue staff concerning exhibitions

9. Interpretation

contacts with interpreters (agreements, material supply, hotel bookings etc.)

contacts with supplier of interpretation technology

Other possible tasks:

Additional information:

Rovaniemi-Lapland Congresses
University of Lapland
PO Box 122
96101 Rovaniemi, Finland
Phone: 358 (0)40 721 8260
Fax: 358 (0)16 362 940
Email: congress@ulapland.fi