tips for budgeting and other planning

Well-managed finances, a realistic budget and its continuous follow-up are basic requirements for a successful congress. JCB has a budget template for congress organisers, available from
The budget is prepared already in the invitation phase. Since the final service prices are not often known at that point, the prices in force should be used as the basis of the budget and updated regularly. Most of the expenses of congresses are usually covered by participation fees, but they are often not sufficient to cover all expenses.

Other sources of financing include
  • the international organisation
  • businesses
  • exhibition
  • advertisements
  • foundations and funds
  • government
  • municipalities.
Government aid can be applied for from the Federation of Finnish Learned Societies. The application period for arranging international conferences and inviting foreign lecturers to national seminars is annually in October, with an additional application deadline in March the following year.
Additional information and detailed application instructions: in Finnish, and partially available in English.

Conferences can also apply for financial support from discipline-specific foundations and universities' scholarship foundations. Information on approximately 800 funders is available in the Aurora database.

The Finland Convention Bureau's conference planning guide (pages 7–9) has been used as the source. With this guide, even first-timers can succeed in organising a congress. Guide only in Finnish.
Tips for organising a congress at the University of Jyväskylä are available here (only in Finnish).
The organiser's checklist (only in Finnish) is a good tool, even for experienced congress organisers.

If you do not have the time and/or skills for the practical arrangements, you should ask a professional congress organiser for help. Congress organisers include JKL Booking (only partially available in English) in Jyväskylä and the nationwide company Konffa Oy. There is a template for requesting tenders from congress organisers available from
  • Where?

  • Jyväskylä Convention Bureau
  • Office: Tietotalo, Kilpisenkatu 1, 40100 Jyväskylä

  • Address:
  • City of Jyväskylä
  • PL 1008
  • 40101 Jyväskylä
  • Finland