Winter Fun Workshop 2026 – Oulu, Finland

To be published in summer 2026. This is the preliminary programme.

Workshop takes place in  Oulu.

Address: to be informed later.

Venue room: to be informed later

• October 2025 the entire schedule is shown in EET time ( + 2 GTM )
• 12.3. – 15.3.2026 Optional Pre Tours
• 15.3.2026 Arrivals to Oulu
• 16.3.2026 Offline workshop in Oulu from 10.00 – 17.00. Lunch break 13.00 – 14.00.
• All meetings are for 15 minutes and it is required to make the meeting requests beforehand. See topic “Prearranged meetings with Tavata”.
• Suppliers are sitting in their tables and Buyers will move according to their meeting lists from one supplier to another. Buyers and Suppliers can add more meetings on the spot 16.3.
• There is a non-stop coffee/tea/water station next to the meeting room.
• Suppliers will have a rectangular table with 4 chairs. If electricity is needed, you need to request it when making the registration. You can request this service only beforehand by contacting Ms. Enna Paavola
• Departure to the Get Together Party for both Buyers and Suppliers is at 18.00.
• 17.3 – 20.3.2026. Optional Post Tours
• 17.3.2026 Online Workshop event. Note! There is a final rehearsal to check your computer functionality from 08.00 to 09.00 am +2 EET
• 17.3.2026 Online event takes place from 09.00 – 17.00 o’clock +2 EET. Online event participants use Tavata System as platform for all meetings. See later section “Prearranged Meetings with Tavata”. All meetings are for 20 minutes. There is a lunch break from 12.00 – 13.00 o’clock. No other official breaks.
• 20.3.2026 Return from Post Tours to Helsinki and departure back home

To be opened in summer 2026

Registration for Suppliers:

• Event
• Hosting Pre & Post Tours
• Electricity
• Get Together Party

Registration for Buyers:

• Event
• Accommodation
• Pre & Post Tours
• Get together party

https://forms.gle/VvQ4XiqG4BrbvaGW9

Networking in Winter Fun Workshop Hybrid Travel Workshop is easy
We want to make it easy for you to connect with other participants and schedule appointments. Suppliers are able to meet with Buyers and Media representatives, and meetings can be requested both ways. Please find here below the instructions on how to build your personal schedule with interesting meeting partners.

Link to Buyers and Suppliers Meetings will be published in January 2026.

Easy registration and making a profile
When registering as a participant, please make sure to choose the correct participant category. The categories are: Buyer, Supplier or Media. You need to agree on our privacy policy. Enter your company profile and personal data. In the networking profile, you describe your goals in the event and enter other relevant information in order to find the perfect networking match among all the participants.

Prearranged Meetings
After creating the profile, you will receive an email confirmation that your registration will be reviewed. As soon as it has been accepted, you can start browsing other participants and message with them.

Both Offline and Online Buyers and Suppliers need to make a profile and request meetings between each other. This is especially necessary for Online participants.

Important: It is necessary that you take part in one or more coaching sessions on how to use the digital platform. The sessions are free and the duration is one hour.

Trainings on how to make Company and Personal Profiles, Prearranged meetings and technically to operate online meeting sessions are held for Suppliers and Buyers as below. Please send your request to Enna Paavola,  minimum 4 hours prior to starting time and you will get a link to the training session, by email.

Training schedule, please see: “Prearranged Meetings in Tavata”.         

Training Material
Training materials for 2026 event will be available as video links and as pdf versions.

Hotel booking in Helsinki and Helsinki-Vantaa airport

If you are looking for a three-star hotel in the center of Helsinki, www.hotelarthur.fi offers you -15% discount with the code WINTER-FUN.

Arrival in Oulu

If you are not participating in any Pre Tours there will be train transfers from Helsinki to Oulu , departures on 15 March (Sunday). There are two trains to choose from. There will be transfer from the Oulu railway station to workshop hotel. The train timetable Helsinki-Oulu:

15 March, 2026, departure from Helsinki Main Railway Station

Departure IC33 at 10:20, arrival in Oulu at 15:45 or

Departure IC27 at 14:20, arrival in Oulu at 20:12

Please be at the railway station 30 minutes prior to train departure. There is a dispatcher with the sign “Winter Fun Workshop 2026 Oulu” waiting for you. The train tickets will be sent to your email 3 days prior to departure.

Departure from Oulu:

If you are not participating in any Post Tours there will be a train transfer from Kemi to Helsinki, departure on 17 March (Tuesday).

The train timetable Oulu-Helsinki:

17 March, 2026:

Departure IC38 at 09:16, arrival in Helsinki at 15:39

Pre and Post Tours

If  you are accepted by the hosting destination in different Pre and Post Tours, the tours include transfers in/out of Helsinki or Oulu.

You need to provide the transportation from your home country to Helsinki, Finland and back.

To be published in fall 2025

Pre Tours are normally between 12.3 – 15.3.2026

Post Tours are normally between 17.3 – 20.3.2026.

Virtual Tour(s) is normally the following week after all Post tours are done. 25.3 or 26.3.2026.

EARLY BIRD VS NORMAL PRICE PACKAGES
Early Bird Price Package is valid until 20.1.2026
Normal Price Package is valid from 21.1.2026 until 28.2.2026.

PRICES:

Oulu Event 16.03.2026
Early Bird Price for the companies operating in Oulu city region area (2 price categories*) Others (rest of Estonia, Finland, Latvia, Lithuania, Norway and Sweden). VAT will be added in these prices if applicable
Oulu city area Others
own table 850 – 990 €*, 1090 €
add. person 250 €* 250 €
shared table+list 1500 €* 1790 €

Normal Price Stakeholders Others
own table 950 -1050 €* 1190 €
add. person 200 €* 200 €
shared table+list 1700 €* 1990 €

Electricity on Table 80 € 80 €
Get Together Party 90 € 90 €

*= travel trade located in Oulu city area have special rates both in Early Bird Package and Normal Package prices. Cheaper rate is for micro-size companies whose annual turnover is under 100 000 euros in 2024 or 2025 taxation. The higher rate is for companies 100 000 euros or higher annual turnover in 2024 or 2025 taxation.

ONLINE 17.03.2026
Early Bird Price Oulu city area (2 price categories*) Others (rest of Estonia, Finland, Latvia, Lithuania, Norway and Sweden)
Stakeholders         Others
own table 450 – 550 €*         690 €
add. person 150 € *               150 €
shared list  800 €*              1100 €

Normal Price Stakeholders Others
own table    550 – 650 €*       790 €
add. person 150 €* 150 €
shared list + meet 900 €*    1200 €

Meeting Table Rent 100 €   100 €
Electricity on Table 80 €      80 €
Headset Rental 70 €              70 €
Get Together Party 90 €      90 €

*= travel trade located in Oulu city area have special rates both in Early Bird Package and Normal Package prices. Cheaper rate is for micro-size companies whose annual turnover is under 100 000 euros in 2023 or 2024 taxation. The higher rate is for companies 100 000 euros or higher annual turnover in 2023 or 2024 taxation.

COMBINATION 16.03 and 17.03.2026
Early Bird Price Oulu city area (2 price categories *) Others (rest of Estonia, Finland, Latvia, Lithuania, Norway and Sweden)
Stakeholder       Others
own table      1100 – 1250 €*   1 600 €
add. person     200 €*                200 €
shared table + meet 1900 €* 2 000 €

Normal Price Stakeholder   Others
own table     1200 – 1350 €*   2 000 €
add. person 200 €* 200 €
shared table+list 1 450 €*     2 100 €

Meeting Table Rent 100 €      100 €
Electricity on Table   80 €          80 €
Headset Rental          70 €           70 €
Get Together Party   90 €           90 €

*= travel trade located in Oulu city have special rates both in Early Bird Package and Normal Package prices. Cheaper rate is for micro-size companies whose annual turnover is under 100 000 euros in 2024 or 2025 taxation. The higher rate is for companies 100 000 euros or higher annual turnover in 2024 or 2025 taxation.

Pre and Post Tours

Package 1 Package 2 Package 3
1 Pre or Post Tour      900 € 1 200 €      1 500 €
2 Pre or Post Tours 1 500 € 1 800 €      2 100 €

1 = 1 tour, 2 = 2 tours

Package 1: 4 – 7 participants and ToolBox Consulting staff choose the participants

Package 2: 4 – 7 participants, the hosting destination choose the participants

Package 3: 4 – 10 participants, the hosting destination choose the participants

SHARED TABLE, SHARED LIST
Shared table means that you will share your workshop table with a representative from another company. You have to know the company you are sharing the table with, when registering. There can be only 1 representative from each company. Table can host max. 2 Suppliers. Note! They share common meeting list.

Also it is possible to have shared “table” in Online Event 17.03.2026. Even in remote access if you have joined meetings, you will have only one meeting list. Separate meeting list is not possible.

Shared list means that you will share the meeting list on 16.03 or 17.03 events with a representative from an other company. Separate meeting list is not possible.

Invoicing of Shared Table companies:The price is divided in two. E.g Oulu event 16.03 event 1500 euros + VAT %, each company will be invoiced 750 euros + VAT %.

ADDITIONAL PERSON
You can have additional person from your company. We accept only one additional person/company. Both participants can have different meeting lists, so they don’t have to share the same meeting list with a colleague.

MEETING ROOM
This service is only for Online Event 17.03.2026. You are able to rent Meeting Room facility, if interested, from us to meet Buyers Digitally. Meeting Rooms are booked from workshop hotel. You will get ToolBox Consulting personal help and assistance to make digital workshop working for you. In the same Meeting Room there are max. 4 other company representatives. Lunch is included.

ELECTRICITY ON TABLE
There is additional cost of having electricity installed to your workshop table 16.03 or 17.03.2026.  If you have additional person or company sharing workshop table with you, there is still max. 1 electricity plug installed.

HEADSET RENTAL
If you need headset to be installed to your computer during Online Workshop Event and you have rented from us the Meeting Room service, we will rent headset which is suitable for most of the PCs.

GET TOGETHER PARTY
It is 16.03.2026 from 18.00 until c. 21.00. Buyers are joining in this event and there is a bus transportation from the workshop venue and back. The event includes light dinner. The place will be confirmed later.

15.03.2026 WORKSHOP PRICE INCLUDES
– workshop from 10.00 to 17.00 o’clock Finnish time. (You can come to prepare your table from 08.30).
– lunch for Oulu event Participants and coffee/tea non-stop during the day 16.03.2026
– technical support for offline meetings
– free training sessions to use workshop’s technical platform
– profile and marketing for foreign Buyers
– Buyers’ List (in English) of all Buyers (of Oulu event 16.3.20256)
– ToolBox Consulting Ltd. personnel assistance

17.03.2026 ONLINE WORKSHOP PRICE INCLUDES
– workshop from 09.00 to 17.00 o’clock Finnish time
– technical support for online meetings
– free training sessions to use workshop’s technical platform
– profile and marketing for foreign Buyers
– Buyers’ List (in English) of all Buyers (online)
– ToolBox Consulting Ltd. personnel assistance
– for those using our Meeting Room service, price includes free internet, lunch, meeting room facility together with max. 4 other company representatives.

PRE AND POST TOUR HOSTING COMPANY/DESTINATION

Pre and post tours are strengthening the impact of the workshop. Suppliers will meet foreign Buyers ( tour operators, travel agents and travel professional in foreign outbound markets ).

Pre tours (optional for foreign Buyers). Fully hosted programmes are from 12.03 to 15.03.2026. Tours can be in shorter period but minimum is half day (approx. 4 hours).
Departures of pre tours are either from Helsinki-Vantaa Airport to airports located in Lapland, Northern Ostrobothnia or Kainuu OR from Oulu Airport to the final destination by bus or train. All tours end in Oulu centre. Pre tours are only for foreign Buyers or local Buyers selling the destinations for foreigners. The registration is possible until 28.2.2026. More information by sending an email to:

Post tours (optional for foreign Buyers). Fully hosted programmes from 17.03 – 20.03.2026
Tours can be in shorter period but minimum is half day (approx. 4 hours).
Departure of post tours is from Oulu. The tour ends to Helsinki Main Railway Station, or Helsinki-Vantaa Airport. Post tours are only for foreign Buyers or local Buyers selling the destinations for foreigners. The registration available until 28.2.2026. More information by sending an email to:

Participants of each Tours
• ToolBox Consulting agreed minimum 4-7 persons/group (Packages 1 and 2). Hosting destination / company can decide to have more but not more than 10, package 3.
• each group is either from one country or combination of several nationalities
• possible media representatives also with the group

Themes And Customer Segmentations
Destinations and companies are able to launch the novelties or existing services by presetning theme under specialized themes and indicating their targeted customer segmentations. For example summer or autumn activities, wellness, family travel, celebration of recognized and famous person or special annual event, luxury travel, culture programmes and events. Different destinations and companies can make also grand tour together. We are looking for not only destination and company descriptions but also ready-to-sell packages.

Responsibilities Of The Host
The hosting destination or the company has to set up timetable with fully hosted programme. It means that all expenses are covered including transportation, accommodation, meals and some activities. The programmes have to be safe for the participants.
Prerequisites To Organize Pre Or Post Tour
• No prerequisites.
Other Qualifications To Be Host
• Time of registration as host of pre or post tour, first-come, first-served
• Pull factors of the programme and publishing of final itinerary
• Interest of foreign tour operators about the programme

Registration And Organizing Fee
ToolBox Consulting Ltd charge of one pre or post tour programme as organizing fee total

Package 1: 900 euros + VAT %, max. 7 persons, ToolBox organize approval process and select Buyers attending the tour. If you want to have 2 tours, then the price is 1500 euros + VAT %.
Package 2: 1200 euros + VAT %, max. 10 persons, max. 10 persons, ToolBox organize approval process and select Buyers attending the tour. If you want to have 2 tours, then the price is 1800 euros
+ VAT %
Package 3: 1500 euros + VAT %, max. 10 persons, multinationalities, Hosting destination has right to
approve or disapprove the Buyer. If you want to have 2 tours, then the price is 2100 euros + VAT %.

Price varies but mainly includes
• Contacting tour operators, travel agencies and media representatives
• Tour operators travel arrangements, possible visa procedures
• Pre and post tour destination presentations and promotions to foreign tour operators
• Communication with the hosting destination or company contact persons
• Collecting and analyzing feedback from tour operators after the tour is over
• Delivering the information of Buyers attending at the workshop to the host (Buyers’ Manual).

Price does not include
• Tour leader services
• Transportation, meals, accommodation expenses Helsinki → destination → Helsinki OR Oulu →
destination → Oulu OR Oulu → destination → Helsinki

Flight or train ticket reservations
If your destination needs to purchase flight or train tickets from Helsinki to your destination and back, we are using our travel agency contact for providing the services. Please contact either Enna Paavola,  OR Kari Halonen,

ACCOMMODATION FOR SUPPLIERS

There will be accommodation offeres for Suppliers which will be published in fall 2025.

Each participant books and pays for the accommodation directly to the hotel.
We do not have a separate room quota, but rooms can be booked as long as there is space available.

INVOICING

Invoicing takes place between November 2025 – March 2026. All invoices need to be paid before the 15.03.2026 if not agreed differently between the Supplier and ToolBox Consulting Oy.

See our Terms of event registration and cancellation policy: https://www.toolboxtravel.fi/wp-content/uploads/2024/07/terms-of-toolbox-consulting-ltd.-events.pdf

Networking in Winter Fun Workshop Hybrid Travel Workshop is easy
We want to make it easy for you to connect with other participants and schedule appointments. Suppliers are able to meet with Buyers and Media representatives, and meetings can be requested both ways. Please find here below the instructions on how to build your personal schedule with interesting meeting partners.

Link to Buyers and Suppliers Meetings will be published in January 2026.

Easy registration and making a profile
When registering as a participant, please make sure to choose the correct participant category. The categories are: Buyer, Supplier or Media. You need to agree on our privacy policy. Enter your company profile and personal data. In the networking profile, you describe your goals at the event and enter other networking relevant information in order to find the perfect networking match among all participants.

Prearranged Meetings
After creating the profile, you will receive an email confirmation that your registration will be reviewed. As soon as it has been accepted, you can start browsing other participants and message with them.

Both Offline and Online Buyers and Suppliers need to make a profile and request meetings between each other. This is especially necessary for Online participants.

Important
It is necessary that you take part in one or more coaching sessions on how to use the digital platform. The sessions are free and the duration is one hour.

Trainings on how to make Company and Personal Profiles, Prearranged meetings and technically to operate online meeting sessions are held for Suppliers and Buyers as below. Please send your request to Enna Paavola,  minimum 4 hours prior to starting time and you will get a link to the training session, by email.

Training schedule will be announced later.

Training Material
Training materials for 2026 event will be available as video links and as pdf versions.

We use event platform Tavata to schedule the meetings in advance for both Oulu  event on Monday  of 16.03.2026  and digital online event Tuesday 17.03.2026. Suppliers and buyers’ profiles will be added to Tavata platform and you will be receive login instructions from us.

How to use Tavata?

Trainings

We will organize training sessions for using Tavata platform. We highly recommend joining at least one of the training sessions to assist you on how to use the Tavata platform.

Trainings will be conducted in English with Zoom. You will receive training invitation from us. Training schedules will be published in December 2025.

Trainings – click the link

We will use Zoom service for the trainings. Click the link and it will direct you to the training session. Please note, timetable below is in Eastern European Timezone which is +1 to Central European Timezone and +2 to GMT.

Winter Fun Workshop 2025/ToolBox Consulting is inviting you to a scheduled Zoom meeting.

Important dates

For the offline event on 16.03.2026, the meeting scheduling will be open until March 11.3.2026, 12:00 p.m (Finnish local time).

For online event 17.03.2026, the meeting scheduling will be open until 16.03.2026, 4:00 p.m (Finnish local time).