Event instructions for the Great Hall
In the Great Hall of the Main Building of the University of Helsinki, you can organise festive events or, for example, concerts for a maximum of 800 attendees.
Below you find instructions for organising an event in the Great Hall.
  • Use of the Great Hall at the booked time. The time includes at least one hour of preparation before the beginning of the event.
  • The use of the south and north foyers as, for example, catering facilities. Maximum capacity of the facilities: south foyer 150 people, north foyer 100 people. 
  • Arrangement of stage equipment before the event.
  • Porter services (one person) provide help in practical matters, including guidance and opening of the hall doors. 
  • Use of the sound system for speaking: Microphones included in the sound system: A maximum of eight (8) wireless microphones can be used simultaneously. The following microphones are available: 4 headset microphones, 4 handheld microphones, 4 short gooseneck microphones and 4 long gooseneck microphones. Gooseneck microphones are wireless table-stand microphones. Please note that microphone selection cannot be changed during the event. Fixed microphones: there are two fixed microphones in the lectern.

When the sound system is used for speaking in the Great Hall, one person will manage it throughout the event.

Screening computer

  • We recommend that the laptop installed on the stage in the Great Hall be used as the screening computer. The screening computer can be positioned in the lectern or elsewhere on the stage. Presentations can be transferred to the computer, for example, via memory stick. The event organiser manages presentations and slideshows with a clicker. To ensure the smooth use of technical solutions at the event, we recommend that you request presentations in advance from the speakers and organise them in order of presentation. The aspect ratio for projected presentations is 16:9 (widescreen). 
  • The stage can be equipped with a display screen, which displays the projected presentation content to the speaker. 

Two presentation projectors 

  • Presentation material can be projected onto two different screens. We recommend that both projectors be used to display the same image. This ensures equal visibility to the audience regardless of seating. Projecting two different images at the same time requires two different screening computers. 
  • Lighting options: Full lighting can be used, for example, at the beginning and end of the event. Presentation lighting can be used on the stage during presentations. The stage lighting can be dimmed throughout videos, for example, but this will leave the speaker in the dark as well.

By separate agreement, the services also include the following:

Please take into consideration the copyright of presentation material to be streamed.

A wired network is available for external streamers. 

If you need additional support in technical matters relating to presentation, you can request additional AV services for the duration of the event. 

The coat-check service must always be booked for events held in the Great Hall. The fees of the coat-check staff are determined in accordance with the number of participants in the event. 

Events of up to 400 participants

Weekdays from 8.00 to 18.00: €140 (VAT 0%)/ €173.60 (including VAT 24%) per hour

Weekends and other times: €280 (VAT 0%)/ €347.20 (including VAT 24%) per hour 

 

Events of over 400 participants 

Weekdays from 8.00 to 18.00: €280 (VAT 0%)/ €347.20 (including VAT 24%) per hour

Weekends and other times: €560 (VAT 0%)/ €694.40 (including VAT 24%) per hour

 

Service prices for 2022. The minimum invoicing price is for four hours.

As a rule, the coat-check service starts one hour before the event and ends one hour after its conclusion. 

In events organised and paid for by the University of Helsinki, the VAT rate for the coat-check service is 0%. 

Additional AV services 

To ensure the smooth use of technical solutions, the University’s AV support offers additional services. Examples:

  • Technical support for the equipment in the Great Hall
  • Technical planning of the event together with the event organiser and the technical implementation of additional requests, whenever possible. For example, the fixed AV equipment in the Great Hall makes it possible to record and direct the event with two cameras. 
  • Zoom events and connections: technical support for the remote connection of speakers (testing and remote support), provision of Zoom webinar licence links as well as Zoom recordings and their routine editing

If the nature of the event requires other additional AV services, such as a sound system for music, the shooting of the event using more than one camera, or several microphones, we are happy to help you find a suitable provider.

For enquiries concerning additional AV services, please write to av-tuki@helsinki.fi

Prices for additional AV services start from €95 (VAT 0%)/€117.80 (including VAT 24%) per hour. Service prices for 2022.

Additional AV services on weekdays from 8.00 to 16.00, at other times by separate agreement.

For the prices of additional AV services for events organised by the University of Helsinki, see Flamma. 

 

Additional facilities in the Great Hall 

Are other activities planned in connection with the programme in the Great Hall, such as catering, exhibition stands or other programming? The south and north foyers can together accommodate approximately 250 guests. The capacity of the additional facilities can be increased by booking other spaces adjacent to the Great Hall:

Christina 

Mikael Wexionius 

Fredrik Pacius 

Johan Ludvig Runeberg 

Please note that use of the facilities is not limited to events: they also serve as a route to other facilities in the Main Building.

 

Order catering

Start planning catering as early as possible. 

Catering services in the Main Building are provided by Sodexo: hyo.paarakennus.FMS.FI@sodexo.com.

The restaurant operator carries a licence to sell alcohol on the premises and the exclusive right to carry out restaurant operations in the Main Building. Please note that drinks and other refreshments are not permitted in the Great Hall.