Advice for Event Planners for a Successful Business Event in Helsinki

by Akshayaa RaniM,  29 August 2023
by Akshayaa Rani M, 29 August 2023
Advice for Event Planners for a Successful Business Event in Helsinki

Hey there, event planners extraordinaire! We hear that you’re gearing up to host a business event in Helsinki. If you want your event to be the talk of the town, you’ve landed on the perfect read.

This handy little advice guide has tons of tips and insider information to help you orchestrate a business event that stands out like no other!

Are you excited? We’re sure you are so without further ado, let’s dive right in!

1. Top Tips for Stage Design and Decor for Events in Helsinki

Let’s get this party started with the basics. The first item on our agenda of tips for events in Helsinki is stage design and decor. Yes, we admit Helsinki itself is a beautiful backdrop, so let’s make sure your stage design does justice to it with these helpful ideas.

Draw inspiration from nature in Helsinki:One of the first things visitors to Helsinki notice is the city’s abundance of flora and fauna. The city boasts surroundings with lush forests, serene lakes, and breathtaking seascapes, and we’re sure your event participants would have noticed this too!

Let nature be your guide in your stage design and decor for your business event in Helsinki. Whether you decide to borrow a colour scheme from Mother Nature’s palette, bring in potted plants and floral arrangements, or simply create a backdrop that mirrors the picturesque Finnish landscapes, it’s a good idea to pay tribute to nature in your decor.

Play with both Nordic elegance and modern flair:Helsinki isknown for its blend of minimalist Nordic design and contemporary aesthetics. You can use both of these to your advantage. Add sleek lines, neutral tones, and natural textures to your stage design.

You can also consider incorporating local design elements to give your decor an authentic touch, such as wooden accents or abstract art pieces.

Add some local cultural elements:There’s no better way to pay tribute to your host city than to include cultural icons in your design and decor. Lucky for us, Helsinki’s rich culture and history is perfect for adding depth to stage design.

One way to do this is by integrating elements from Finnish folklore or iconic Finnish design pieces into your decor. Not only is this a great conversation starter, but it also adds a layer of uniqueness to your event.

Don’t forget to stay on top of tech: When you’re hosting your event in a city like Helsinki that’s known for its technological advancements, there’s no room to be shy when it comes to incorporating cutting-edge technology into your stage design.

LED walls, interactive displays, or augmented reality experiences can all elevate your event's visual impact.

2. Event Catering Advice for Business Events in Helsinki

Food is one of the most important aspects of planning a business event in Helsinki. That’s why this guide has all your bases covered. From what to serve to innovative ideas to make your catering stand out, read on to find out more.

Event catering advice for business events in Helsinki via. Unsplash.jpg
Event catering advice for business events in Helsinki via. Unsplash

Include seafood: This Nordic city lies on the coast making fresh seafood an absolute delight in Helsinki. Treat your guests to a seafood spectacle by including a seafood station in your event catering.

Serve some choice of catch, such as smoked salmon, pickled herring, and other delights from the Baltic Sea. However, don’t forget to take into consideration that some of your event participants may have a seafood allergy, so be sure to keep the seafood separate from the rest of your food.

Consider seasonal changes: Helsinki experiences all four seasons, and while this is definitely a blessing, it also means you need to be mindful of your event catering menu.

Consider the changing seasons in Helsinki and work with your event caterer to craft a menu around seasonal ingredients to ensure freshness and variety. From hearty stews in winter to vibrant salads in summer, let the season guide your culinary choices.

Be eco-friendly:There’s a strong emphasis on sustainability in Helsinki, and most locals go out of their way to make eco-friendly choices. When hosting a business event in Helsinki, it’s important to be aware of and respect this part of Finnish culture.

You can do this by opting for eco-friendly serving ware and utensils, and aiming for a zero-waste event by minimising food waste through careful planning and donation efforts.

Embrace the Finnish coffee culture: End the meal with a nod to Finland's love for coffee. Serve speciality Finnish coffee blends alongside delightful pastries for an authentic post-meal experience.

  • Pro-tip: Now that you’ve got an idea of what your event catering should include, find an event caterer in Helsinki to bring your ideas to life.

3. Plan a Business Event in Helsinki with Great Entertainment

Advice for event planners for a successful business event in Helsinki via. Unsplash.jpg
Advice for event planners for a successful business event in Helsinki via. Unsplash

An often underrated part of business events is entertainment. However, smashing entertainment is the golden ticket to hosting a successful event in Helsinki.

Here are some ideas to create a business event in Helsinki that’s not just productive but also memorable!

Have a tech innovation showcase:We’ve already mentioned that Helsinki is an extremely tech-forward city. That’s why a showcase of local tech innovations, such as interactive demos with VR, AR, or AI technologies will not just impress the tech-savvy locals, but will also earn you brownie points with all your event participants.

Include cultural dance performances: For a welcome break from business presentations, include traditional Finnish dance performances or contemporary dance shows in your event agenda. If you're feeling adventurous,you can even arrange for a group dance session for attendees to join in.

Northern Lights simulation:If your event happens during the darker months, create a simulation of the Northern Lights. It's a breathtaking visual experience that's sure to leave a lasting impression.

Arrange cultural activities as breakout events: Organise workshops that let participants delve into Finnish traditions. From Nordic cooking classes to traditional handicraft sessions, these interactive experiences can be both fun and educational.

4. After-Works are a Must to Host a Successful Event in Helsinki

Just like how entertainment at your business event in Helsinki is important, entertainment after your business event is also important. Here are some ideas for after-work events to help you plan a well-rounded and successful business event in Helsinki.

Tap into Finnish work culture: After-work gatherings, known as "jälki-istunto"in Finnish, are deeply ingrained in the local work culture. Embrace this tradition by organising informal networking sessions after the main event. This allows participants to connect with each other on a more personal level.

Sail away in a sunset cruise: Helsinki's coastline is a stunner. For an exotic after-work activity, you can gather your event participants and charter a boat for a sunset cruise along the Baltic Sea. It's a memorable way to unwind and enjoy the city's beauty.

Host a midsummer-themed celebration:If your event aligns with Midsummer, host a traditional Midsummer-themed after-work gathering with bonfires, music, and Finnish treats. It's an authentic way to immerse your event participants in local culture while having fun.

Finnish craft beer tasting:Helsinki may have entered the world of craft beer late, but she certainly entered it with a bang!

Tap into the craft beer trend that's sweeping Helsinki. Organise a beer-tasting session with local craft breweries to introduce your event participants to the rich Finnish beer scene.

5. Marketing Ideas to Plan a Business Event in Helsinki

We’re coming to the end of this guide of helpful tips for business events in Helsinki, but before we bid you goodbye, we want to make sure all your event planning efforts don’t go to waste. After all, planning is only half the battle won. The other half is event marketing, but don’t worry we’ve got that covered as well.

To get you started, you should read the ultimate guide to event branding in Helsinki. Once you’re done with that, here are some more cool marketing ideas to attract a crowd to your business event in Helsinki.

Play with the seasons:We mentioned earlier in this guide that Helsinki experiences all four seasons, and your marketing material should reflect that. Tailor your marketing messages based on the season. Whether it's the magical winter darkness, the vibrant summer festivals, or the colourful autumn foliage, incorporate the essence of the current season into your promotions.

Highlight Finnish innovations: Helsinki is a hub of innovation. Showcase how your business event aligns with this spirit by emphasising any technological advancements, startups, or industry trends that will be discussed or showcased.

Prepare a city experience package:Collaborate with local hotels to offer attendees special rates, along with a curated list of Helsinki experiences they can enjoy before or after the event. Trust us, your out-of-town guests will really appreciate this gesture!

Leverage event listing platforms: Use local event listing websites and platforms to showcase your event. Sites like Visit Helsinki, Eventbrite, and local event calendars can help you reach a wider audience.

Wrapping Up

And that’s a wrap on our advice for event planners for a successful business event in Helsinki. We hope this information has given you enough knowledge to start planning a fantastic event in Helsinki.

Don’t forget to check out our list of event venues in Helsinki to find the perfect event venue to host an unforgettable business event.

Bonus reading:Don’t let all this hard work be forgotten! Hire one of these top event videographers in Helsinki to capture some unforgettable memories.

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