The workshop is organized for foreign Buyers interested especially in the Baltic and Nordic countries as travel destinations in winter season.
Largest travel trade event in the Northern Europe specialized in promoting winter season. Meet potential business partners in pre-scheduled 15 minutes meetings. This is our 4th time to organize the event. The event will be in Kemi, Finland.
Kemi is the hosting destination of the event. Kemi is part of the Sea Lapland area. Kemi is a town on Bothnian Bay in Lapland, Finland. It’s known for the massive Sampo icebreaker, a giant ship built to ply the Arctic waters. At the harbour of Kemi there is the SnowCastle Winter Park, a seasonal carved-ice complex. See more in our event website. For those coming to Kemi some expenses such as accommodation in glass igloos to 30 first Buyers registered in Kemi and transportation costs from your home to Helsinki and back are not included in the package price.
Suppliers are invited from all Baltic and Nordic countries to meet Buyers either in Kemi, 7.4.2025 (offline) AND/OR meeting them digitally 8.4.2025 (online).
We are looking also for Pre and Post Tour programme hosts (companies and destinations) especially from Finland, Norway and Sweden. When registering, please indicate your interest in hosting FAM trips.
Time: 7-8.4.2025 Place: in Kemi, see in the map, Kemi on the map
Last registration date: Suppliers 28.2.2025, Buyers 14.3.2025
If interested participating after the last registration date, please contact as Supplier Ms. Enna Paavola and as Buyer Ms. Kristiina Kauppinen.
March 2025 the entire schedule is shown in EET time ( + 2 GTM )
3.4. – 6.4.2025 Optional Pre Tours
6.4.2025 Arrivals to Kemi
7.4.2025 Offline workshop in Kemi 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 7.4.
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.
8.4 – 11.4.2025. Optional Post Tours
8.4.2025 Online Workshop event. Note! There is a final rehearsal to check your computer functionality from 08.00 to 09.00 am +2 EET
8.4.2025 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 15 minutes. There is a lunch break from 12.00 – 13.00 o’clock. No other official breaks.
11.4.2025 Return from Post Tours to Helsinki and departure back home
Buyers
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 March 2025.
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 2025 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.
If you need to book a room for your stay in at Helsinki-Vantaa airport or in Helsinki City Center, Strawberry Finland offers you -15% discount with the code EVENTSHELSINKI. Booking on the Stawberry site www.strawberry.fi
The promo code is valid for all room categories. Discount is subject to availability in each room category. The promo code discount cannot be combined with other discounts. Each guest books and pays for their own room reservation. Payment for the room is made on site at the hotel.
Free cancellation until 16:00 on the arrival day at the Clarion Hotel Helsinki Airport. Free cancellation three days before the arrival at Hobo Helsinki and Lilla Roberts.
If you are not participating in any Pre or Post Tours there will be specific train transfers from Helsinki to Kemi. Departures will be on 6.4 (Sunday). There is a morning train and an afternoon train. When arriving in Kemi, there is a 19 minutes walk to Kemi Ice Igloos where your accommodation is provided. The train timetable will be published here:
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 Kemi.
You need to provide the transportation from your home country to Helsinki, Finland and back.
Suppliers
EARLY BIRD VS NORMAL PRICE PACKAGES
Early Bird Price Package is valid until 20.1.2025
Normal Price Package is valid from 21.1.2025 until 28.2.2025.
PRICES:
Kemi Event 07.04.2025
Early Bird Price for the companies operating in Kemi and Tornio area (2 price categories*) Others (rest of Estonia, Finland, Latvia, Lithuania, Norway and Sweden). VAT will be added in these prices if applicable
Kemi and Tornio area Others
own table 850 – 990 €*, 1090 €
add. person 200 €* 200 €
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 Kemi – Tornio are 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.
ONLINE 08.04.2025
Early Bird Price Kemi Experience 365 Stakeholder (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 Kemi – Tornio are 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 07.04 and 08.04.2025
Early Bird Price Kemi Experience 365 (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 Kemi – Tornio 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.
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 1 200 € 1 500 € 1 800 €
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 08.04.2025. 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 07.04 or 08.04 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 Kemi event 07.04 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 08.04.2025. 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 07.04. If you have additional person or company sharing workshop table with you, there is still max. 1 electricity plug installed. There is possibility to order electricity on your table also for Online event 08.04, if you have ordered online workshop table.
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 07.04.2025 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.
07.04.2025 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 Kemi event Participants and coffee/tea non-stop during the day 07.04.2025
– 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 Kemi event 7.4.2025)
– ToolBox Consulting Ltd. personnel assistance
08.04.2025 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 03.04 to 06.04.2025. 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 Kemi Airport to the final destination by bus or train. All tours end in Kemi centre. Pre tours are only for foreign Buyers or local Buyers selling the destinations for foreigners. The registration is not later than 28.2.2025. More information by sending an email to:
Post tours (optional for foreign Buyers). Fully hosted programmes from 08.04 – 11.04.2025
Tours can be in shorter period but minimum is half day (approx. 4 hours).
Departure of post tours is from Kemi. The tour ends to Kemi or 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 is not later than 28.2.2025. More information by sending an email to:
Participants of each Tours
• ToolBox Consulting agreed minimum 4-7 persons/group (Hosting destination / company can decide to
have more but not more than 10).
• 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. This also means
departure from Helsinki and return to Helsinki are included in the programme.
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 1200 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 1500 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 1800 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 Kemi →
destination → Kemi OR Kemi → 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 Kristiina Kauppinen,
ACCOMMODATION FOR SUPPLIERS
Hotel Merihovi, Keskuspuistonkatu 6-8, offers accommodation at a special price for Suppliers participating in the Winter Fun Workshop from 6 to 8 April 2025. The journey from Merihovi to the conference facilities of Kemin Matkailu Oy, located at Lumilinnankatu 15, is approximately 5 minutes by car and 20 minutes on foot. Prices:
• 115€/single room/night
• 125€/small twin room for two people/night
• 140€/larger double room for two people/night
• 150€/superior room for two people/night
• 165€/junior suite for two people/night (some suites have saunas)
In addition to accommodation, the prices include an evening sauna and breakfast.
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.
Suppliers participating in the event can book their rooms themselves at Merihovi either by phone or email:
• Hotel Merihovi reception
Tel. 040-6853 500 / or
• Hotel Merihovi sales service
Tel. 040-6853 556 /
As a dinner offer on April 6th, the hotel is offering Suppliers a 10% discount on the main courses and hamburgers from Restaurant Ankkuri’s menu.
INVOICING
Invoicing takes place between November 2024 – March 2025. All invoices need to be paid before the 15.03.2025 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 2025.
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 2025 event will be available as video links and as pdf versions.
Pre and Post Tours
Here is the current list of all Pre and Post Tours of Winter Fun Workshop 2025, updated 19.2.2025
All tours will be listed not later than in February 2025. Itineraries are shown below. Itineraries are preliminary and can be updated in February 2025.
Helsinki Pre Tour 3.4.2025 and 5.4.2025
Why is there a statue of a Russian tsar in the middle of The Senate Square? How deep is The Baltic Sea? Is Oodi, the new central library, going to become the most popular sight in Helsinki? Answers to these questions and many more will be revealed on walking tours.
The tour is suitable if your arrival schedule to Finland and possible departure of Pre Tour programme or transfer to Kemi is not fitting well together. This tour is great pastime meanwhile waiting your next trip. Both tours are walking tours.
The tour is organized similar way both 3.4 – 5.4.2025. See here the programme of 5.4.2025.
Suomussalmi is located in Northern Finland and is part of the Arctic Lakeland region. The most famous tourist destination in Suomussalmi is Hossa National Park, with its stunning landscapes and activities.
Welcome to unforgettable experiences and picture-perfect sceneries! Oulu2026 region & Pohjola route takes place in the northern part of Finland, next to the Arctic Archipelago and border of Lapland. This FAM trip that takes you from forests to the frozen sea and from the urban city to the historical villages.
Post Tour to Bothnian Coastal Route 1 8.4 – 11.4.2025
Tornio-Kalix-Luleå-Skellefteå
The Bothnian Coastal Route connects vibrant cities and enchanting villages from the coast of western Finland up to the top of the Bothnian Bay and down to the eastern coast of Sweden.
Post Tour to Bothnian Coastal Route 2 8.4 – 11.4.2025
Oulu-Raahe-Kalajoki- Vaasa-Umeå
The Bothnian Coastal Route connects vibrant cities and enchanting villages from the coast of western Finland up to the top of the Bothnian Bay and down to the eastern coast of Sweden.
Embark on an unforgettable journey to Rokua Geopark, a UNESCO-recognized natural treasure, where stunning landscapes shaped by the Ice Age meet serene forests and pristine lakes.
Welcome to Snowy Adventures in Kuhmo! Please be prepared for an unforgettable journey through the Arctic Lakeland! Your tour is packed up with unique experiences that showcase the beauty, culture, and traditions of Kuhmo.
We use event platform Tavata to schedule the meetings in advance for both Kemi offline event on Monday 7th of April 2025 and digital online event Tuesday 8th of April 2025. Suppliers and buyers’ profiles will be added to Tavata platform and you will be receive login instructions from us.
How to use Tavata?
See here video about our Training Session. Click the link or watch the video: https://youtu.be/yqaefmlNosA or
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. Here are the training schedules:
February 19th, 2025, Wednesday, 10:00 -11:00 and 14:00 – 15:00, +2 EET, Finnish local time
February 25th, 2025, Tuesday, 14:00 – 15:00, +2 EET, Finnish local time
March 4th, 2025, Tuesday 14:00 – 15:00, +2 EET, Finnish local time
March 11th, 2025, Tuesday, 14:00 -15:00, +2 EET, Finnish local time
March 18th, 2025, Tuesday, 10:00 -11:00, +2 EET, Finnish local time
March 25th, 2025, Tuesday, 14:00 -15:00, +2 EET, Finnish local time
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.
Topic: Winter Fun Workshop 2025 – Prearranged Meeting Training
Time: Feb 19, 2025 10:00 and 14:00 +EET 2, Finland
Join Zoom Meeting
https://us02web.zoom.us/j/81691783850?pwd=iqoaRgcadfHlMVJ7FxP1Wuy9TYJcUx.1
Meeting ID: 816 9178 3850
Passcode: 372440
Important dates
For the offline event on April 7h, 2025, the meeting scheduling will be open until April 3rd, 2025, 12:00 p.m (Finnish local time).
For online event April 8th, 2025, the meeting scheduling will be open until April 7th, 2025, 4:00 p.m (Finnish local time).
