Helsinki & the Capital Region
Congress delegate logistics
18 delegates, two hotels, five arrival flights
Eighteen congress delegates arriving on five flights over two days, split between a city-centre hotel and one at the congress venue. Transfers, travelcards and on-call support were handled for the full five days.
Helsinki & the Capital Region · Congress side-programme · 5 days · Summer · June 2025
The brief
Five separate arrival flights across two days, two hotels in different parts of the city and a congress schedule with no room for a missed transfer.
What we did
Each flight had its own private transfer, sized to the number of passengers on it. Four-day Helsinki travelcards were delivered to hotel reception two days before arrival, so delegates collected them at check-in. One contact answered for the agency throughout.
From the programme
Five flights, two hotels, one transfer plan per flight.
Itinerary
How the days ran.
Day 1
Arrivals
- — Private airport transfers matched to four separate flight arrivals
- — Check-in at Hobo Hotel (city centre) and Holiday Inn EXPO (congress venue)
Days 2–4
Congress
- — 96-hour Helsinki AB travelcards for all delegates
- — On-call DMC support
Day 5
Departures
- — Staggered private departure transfers from both hotels
From the programme
Travelcards waiting at reception before anyone landed.
Highlights
- Flight-by-flight transfer plan across two arrival days
- Two-hotel operation, city centre and congress venue
- 96-hour travelcards pre-delivered to reception
- Staggered departure transfers from both hotels
- One point of contact throughout
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