Registration and accommodation

Registration fees and link to online registration form will be added here, registration opens on 2 June 2025.

Conference is organized onsite in Rovaniemi at University of Lapland (no online participation). All participants and presenters must register for the conference in advance. The registration deadline for accepted presenters is 22 September 2025, for others the registratoin is open until 12 October 2025.
 
FERA membership
If you are not FERA member yet, you can get information about the membership here.

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)
• Online credit card payment (Visa, MasterCard, EuroCard, Amex)
• Invoice

In case you choose invoice, it will be sent 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. If you prefer to have group, please send the request to the conference office by email (congress@ulapland.fi). You can send your request for group invoice to the conference office by email (congress@ulapland.fi). Please include the invoicing address, possible reference and the names for participants.

Cancellation terms
Cancellations must be made by email to Rovaniemi-Lapland Congresses (congress(at)ulapland.fi). Registration fee will be refunded if the cancellation is received by 6 October 2025. No refunds will be made for cancellations received after this date. Please note that a processing fee of 30 € will be deducted from all refunds.

NB! Hotel reservations can be booked via conference registration form which opens on 2 June. 

The conference organizers have made bulk reservations for the conference guests, check the locations from this event map. These options can be booked via conference registration form. Hotel quotas have been reserved from 5 until 7 November and are valid until 1 October. If you are coming earlier or staying longer, please contact the conference office. Please inform possible changes and cancellation to the conference office, not the hotel directly as the name list will be sent to the hotels only closer the event. The prices below are only for those bookings done via Rovaniemi-Lapland Congresses. NB! The tourist season in Rovaniemi starts already in November, so please book your accommodation early.

Hotel options and room rates via registration form:
All room rates are per night and they include buffet breakfast, service and VAT. Your hotel booking will be confirmed together with your event registration. 

Hotel Aakenus: single/135€, double/145€
Original Sokos Hotel Vaakuna: single/150€, double/170€
Arctic Light Hotel: Magic/228 €
Arctic City Hotel Classic/186€

NOTE! Accommodation costs are not included in the conference registration fee - you must pay them directly to the hotel onsite! If you wish the hotel to invoice your accommodation costs, please include the request in the Notes field on the first page of the registration form. Hotels have different policies about this and we will check the hotel if invoicing is possible.

Cancellation policy
• Cancellations for hotel bookings 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.

Booking directly from the hotel:

Santa's Hotel Santa Claus
• Standard single / 160 EUR / yö
• Standard double / 167 EUR / yö
• Superior single / 190 EUR / yö
• Superior double 2hh / 197 EUR / yö

The price includes breakfast, evening sauna, wireless internet, and VAT. 

Accommodation reservations include a free cancellation option up to 3 weeks before arrival, after which a 100% charge will apply via a payment link sent by email. Rooms can be reserved from the quota, until 29 September 2025 after which they will be available according to general availability. 

Book a room from Santa's Hotel Santa Claus. 
• Select Book now
• Select Rovaniemi in the location field
• Select Santa’s Hotel Santa Claus – Rovaniemi under All Hotels
• Choose the correct dates, number of people, and number of rooms 
• Select "Add code" from the menu
• Enter code MEC2025KT in the "Enter code here" field 

If you need assistance with making a reservation or the online store does not show availability, you can contact the hotel reception via email info.rovaniemi@santashotels.fi.

Scandic Rovaniemi City and Pohjanhovi