Brief
The Finnish Institute of International Affairs organizes an annual international conference that brings together experts, decision-makers, and influencers in foreign and security policy from Finland and abroad. The required services include venue services, catering, and accommodation for speakers related to the event. This procurement covers events in 2026, 2027, and 2028, with a formal contract for the 2026 event. The years 2027 and 2028 are optional years, with separate procurement decisions made annually. Event dates are as follows: 2026: Thursday, October 1 - Sunday, October 4, 2026; 2027: Thursday, September 30 - Sunday, October 3, 2027 (optional); 2028: Thursday, September 28 - Sunday, October 1, 2028 (optional). The event venues must be located in or near downtown Helsinki and be associated with a hotel where participants can stay during the conference. The facilities must suit the nature of the event, supporting its atmosphere, program structure, technical execution, and participant experience. Meeting and catering spaces must be exclusively available for the client. It is estimated that there will be a maximum of about 300 participants present at the same time. Required event spaces include: - A high-quality and impressive unified conference room, with seating arranged cabaret-style for at least 200 people and an additional 100 seats in rows. - At least 9 meeting rooms in close proximity to the conference room as follows: - 3 rooms for parallel sessions (approx. 50 people/room) - 3 meeting rooms (approx. 10 people/room) - 1 media working space (approx. 20 people/room) - 1 working space for organizers (approx. 10 people) - 1 break room for assistants (approx. 10 people) Additionally, the following is needed: - A space for break and lunch catering close to the meeting rooms, preferably for standing service. - A lobby area for registration and a possible security checkpoint (screening). - Cloakroom services. Catering must consider the following: - Meeting refreshments should preferably be served standing near the meeting room. - The catering must be healthy, fresh, and responsibly produced, emphasizing locally sourced food. Unnecessary food waste should be avoided. - Coffee and water must be available to participants throughout the event (Friday to Sunday). - A large portion of participants will stay at the hotel, so breakfast is not required. For morning and afternoon coffee breaks, light snacks such as berry pie, cookies, and fruits should be provided alongside coffee. - Saturday's lunch should be
