Registration and Accommodation

All participants and presenters must register for the conference and pay the registration fee. The registration deadline for accepted presenters is the early-bird deadline 22 September. Abstracts without registered presenter will be removed from the conference programme. Please register for the conference as well as for evening events by using the online registration form.

• 500 till 22 September 2025
• 600 from 23 September 2025
• 350 for students*

*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@ulapland.fi)

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 on Monday 3 November

Conference dinner is 91 €, which includes three-course dinner with drinks.

CLICK HERE TO REGISTER

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. 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@ulapland.fi).

Cancellation Policy
Cancellations must be made in writing to Rovaniemi-Lapland Congresses. Registration fee will be refunded if cancellation is received before 1 October. No refunds will be made for cancellations received after this date. Please note that a processing fee of 50 € will be deducted from all refunds.

The conference organizers have made bulk reservations for the conference guests.

Hotel options and prices
The price is per day, including breakfast, service and VAT.
Payment is to be made directly to the hotel. Hotel reservation for Arctic City Hotel and Hotel Aakenus will be booked via registration form. 

Arctic City Hotel 3–5.11.2025
Classic room 186 € for 1-2 persons

The hotel reserves the right to release the room after 6:00 PM on the arrival day. If you expect to arrive later, please indicate this in the 'Additional Information' section of your reservation. The room is subject to availability, but must be booked by October 1. Free cancellation is available up to three (3) days prior to the planned arrival date. Cancellations made later or no-shows will incur the full charge. 

Hotel Aakenus 3–5.11.2025
• Standard single / 135 EUR / night
• Standard double / 145 EUR / night

The hotel reserves the right to release the room after 6:00 PM on the arrival day. If you expect to arrive later, please indicate this in the 'Additional Information' section of your reservation. The room is subject to availability, but must be booked by October 1. Free cancellation is available up to three (3) days prior to the planned arrival date. Cancellations made later or no-shows will incur the full charge. 

Santa's Hotel Santa Claus 3.– 5.11.2025

• Standard single / 160 EUR / night
• Standard double / 167 EUR / night
• Superior single / 190 EUR / night
• Superior double / 197 EUR / night

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 ja Scandic Pohjanhovi 2–8.11.2025

Discount on the daily rate with the reservation code CCON. Reservations are made at www.scandichotels.fi. To confirm the reservation, the guest must provide the hotel with valid credit card details. Rooms can be booked according to the hotel's availability no later than 10 days before arrival. Cancellation policy depends on the selected room type.