Practical Information

For smooth communication during our keynote and panel sessions, we kindly ask all participants to join the Teams platform that we have created for the conference. Please join the platform by latest on 8 December.

By using Teams, we aim to have a smooth delivery of the hybrid conference. 

1. Everyone (especially presenters) should upload their files (e.g. slides presentation) on Teams to avoid technical problems.
2. Online presenters and audience join the panels via Teams meetings (We offer technical testing opportunities before the conference).
3. The keynote sessions are held as Teams live events and will be accessible through Teams and the conference website.
4. Panels will be recorded and available later for participants who cannot attend in real-time.

To join our HEPP4 Conference Team: (Read pages 5-7 here for more details if you are new to Teams)

• With the email address you provided us, you will receive an invitation to join as guest to the University of Helsinki in Microsoft Teams no later than 4 December.
• Click the “Open Microsoft Teams” button on the email, then wait to be added as a member to the HEPP4 Conference team. You will receive an automatic confirmation email once added.
• Find our HEPP4 Conference team in your Microsoft Teams interface, or use the URL sent to you in the “HEPP4 Teams platform” email on 4 Dec to open the team and channels.

We kindly ask you NOT to share the link on unrestricted social media posts or platforms to keep the conference space safe.

Please carefully read the steps below to navigate the conference Teams. There are references to our full HEPP4 GUIDELINES for you to learn more when you find something unfamiliar.

1. Familiarize yourself with the channels. Each conference panel has its own channel.
    
2. Find the channels of panels you plan to participate in. Panel-specific channels are numbered and named according to the conference programme (Select hidden channels in the left menu)
    
3. If you are presenting:
   • ​​Add your materials there under Files (ppt or any other files you wish to share). We kindly request all presenters do so by 8 December to avoid technical problems. For more details, please see pages 10-11 here.
   • Online presenters need to join their panels using Teams meeting. If you want to practice using the Teams platform (e.g., sharing your screen), please join our practice session on 6 December at 15.00-17.00 (EEST, UTC + 3:00). Read more detailed instructions on pages 11-12 here.
      
4. For online audience:
   • Attend panels using PRE-SCHEDULED Teams meetings.
   • Post your questions/comments for panels in the meeting chat or use Raise your hand button to sign the chair that you have something to say.
   • Tune in to the Keynote sessions for keynotes. Keynote sessions are public events and open to online attendance (details on page 9 here) 
   • Please carefully read our instructions on the best practices, and etiquette on page 8 here.
      

5. If you are not able to attend some of our fascinating panels, do not worry. All panels are recorded, so you will be able to access the recordings even when the conference is over (within 3 weeks after the conference to be exact).

6. Remember Teams etiquette: mute your mic when you are not speaking, switch your camera on when you are speaking (preferable).

7. If you are using several Teams accounts, you can switch the accounts in your profile settings (upper right corner of the screen).

8. Please use the conference hashtag #HEPP4 in your social media posts. 

Before the conference starts:
Upload your presentation to appropriate Teams channels. We ask both online and onsite presenters to upload their presentations, so our technical assistants can take care of all technical practicalities during your panel sessions and you will not need your own laptop or USB.

You are encouraged but not required to:

• Upload your research paper to make it available for other peers to read and give you feedback
• Read your peers’ papers and provide feedback
• Chat and network with other participants at your panel and the conference.

During your panel session(s):
Presenters should take into consideration that they will have no more than 15 minutes to present their paper to leave time for questions and discussion.

After the conference:
Presenters may be invited to send their reviewed and improved papers to be considered for inclusion in a collective publication. Check out our working paper series from previous conferences.

*Detailed technical instructions and support are communicated directly to presenters via email and Microsoft Teams.

While the availability of accommodation is unlikely to be limited, it is still better to make a reservation far in advance to get the best deals close to the venue in December. The following list has options for a variety of prices and expectations for accommodation close to the venue.

Expected prices are taken at the time of writing. Costs may increase and availability may diminish closer to the season.

More affordable options with an expected cost of less than 100€ per night. 

Eurohostel

The Yard

Senate Hotel

You may also find affordable hostel options from Hostelworld

Mid-priced options with an expected cost of 100-200€ per night 

Hotel Finn

 Various Hotels from Scandic chain: Kaisaniemi, Grand Marina, Grand Central Scandic Paasi, Scandic Kaisaniemi, Scandic Hakaniemi

GLO Hotel Kluuvi

Hotel Bastian

Töölö Towers

Hotel Arthur

More expensive options with an expected cost of 200€ or more per night.  

Hotel F6

Hotel Haven

Solo Sokos Hotel Helsinki

Hotel Kämp

For information about accommodations for the post-conference symposium in Rovaniemi, please visit the page for HEPP4 Post-Conference Symposium day.

The public transportation in Helsinki is well-developed and the city is quite easy to navigate with the HSL services, which provide you with all the necessary maps, routes, schedules and tickets for all the means of communication. We recommend checking their website or downloading the mobile app, linked below.