A growing number of conference tourists visit Estonia

The number of conference tourists visiting Estonia has been growing steadily for years. The Estonian Presidency of the Council of the European Union in 2017 supports this trend; however, the number of professional and academic conferences has also grown. It is usual in Estonia’s context that large international conferences have on an average 300-400 delegates, but this year is exceptional because Estonia has hosted larger conferences with 1,000 and more delegates.

Estonia’s popularity is increasing

Statistics show that Estonia’s popularity as a conference tourism destination has grown and more conferences are organised in Estonia. Estonian Convention Bureau, with Estravel as one of its founding members, has been working with Enterprise Estonia for almost ten years to market Estonia as a conference tourism destination.

Conference organisers try to find new and interesting locations and many have not yet visited Estonia. Furthermore, there are many active scientists and specialists in Estonia that are bolder to invite colleagues from other countries to hold conferences here. A positive trend is that the rotation area of several Nordic professional associations has expanded to cover Estonia in addition to the Scandinavian countries.

Of course, Estonia as a conference tourism destination would have more potential if we had a direct air connection with European capitals and a modern conference and fair centre. We compete with destinations with better connections and infrastructure specially built for holding conferences. In order to retain Estonia’s popularity as a destination for conferences, it is important to maintain the competitive price and quality ratio. Although one of the advantages of Estonia in the past was its low prices, the prices are now the same as in the Scandinavian countries.

Among conference organisers, Estonia is considered a secure location that offers a good price and quality ratio. Conference organisers that have organised events in Estonia commend our very good accommodation options, superb food and friendly customer service personnel with good language skills. One of the advantages that is stressed is that the distance between the event venues can be covered on foot and that there are many cultural events in Estonia. The Old Town of Tallinn has also had its share of praise.

What are the advantages of organising conferences abroad?

An event organised abroad offers participants the opportunity to spend more time together, enhances communication after the working day, expands knowledge and motivates employees. This is an opportunity to meet companies and people from other countries involved in the same industry, make new contacts and expand your communication network. During such events, people come up with fresher and bolder ideas.

How is a conference budget put together?

The first step is to agree on the budget and give it to the conference organiser. Then it is possible to begin searching for the event destination and venue to correspond with the budget. Many service providers have conference packages with a specific price per participant. Usually this price includes the rent of the conference venue, use of technical equipment and catering. Depending on the nature of the conference and budget, various services can be added; even very exclusive solutions are possible.

Is it necessary to use the help of a professional conference organiser?

The main reason to involve a conference organiser is to save time. The technical aspects of organising a conference are time-consuming and require close communication and making detailed arrangements with many different service providers. Communication with conference guests may also be intensive and time-consuming, especially when the event is approaching. If these arrangements are entrusted to professional conference organisers, the event organiser can focus on the content of the event.

A professional conference organiser with extensive experience knows how to ask the right questions from the client to set up a budget, determine expectations, find necessary solutions and deal with other aspects of the event. The Estravel conference department offers a wide range of conference services and is able to organise events from small meetings and trainings to large international conferences. Our clients have told us that asking the right questions at the start of cooperation was very helpful and saved time.

Estravel is a professional conference organiser that provides a full conference organisation service from planning the budget and finding the conference venue to sending thank you letters to the conference participants. Organising a conference includes various services, such as online registration of participants, sending out invoices, collecting participation fees, secretariat, conference rooms and technical solutions, interpreting services and equipment, conference badges, conference publications, marketing materials and gifts, booking hotel accommodation and administration, transport, catering, entertainment program and many more services.

Conference participants are offered various interest-based and active activities to entertain them during their free time. To make a suitable choice for every season, activities for foreign tourists can be found on the Estravel website at www.baltcoming.com/conference-incentive/incentive-trips/

Malle Pottsepp, Estravel Baltic Region Product Director