For visitors

Where is the conference held and how do I get there?

The conference is held in the Arctic city of Tromsø, situated at 69 degrees north. The city has a population of about 70 000 inhabitants. Tromsø is a modern Arctic city with a major university, a lively city centre, and a high number of restaurants, cafés and shopping possibilities.

The main venue is Clarion Hotel the Edge, although other activities happen in locations across the city

The easiest way to reach Tromsø is by flying there. There are approximately 10 flights from Oslo, the capital of Norway, each day. The flight to from Oslo to Tromsø will take only 2 hours.

How much will it cost?

Registration

The daily registration fee includes access to all conference sessions (Plenary and Science) for the day you have selected during registration.  It also includes all the side events occurring on the days you have paid for.

Students should register with the reduced price option.

Registration fees are free for UiT students. This offer is for undergraduates and master students registered at UiT only. No meals or evening events included in the offer. 

All prices are in Norwegian krone (NOK). All prices include VAT at 25%.

Lunch

Lunch  is NOT included in the registration fee. You will be able to purchase buffet lunch from the conference hotel. Lunch will be a set price of 325 NOK from all vendors. Tickets can be purchased from the online registration system or directly from the conference hotels.

Arctic Frontiers  side events and evening arrangements

Arctic Frontiers side events are all included in the conference day prices.  If you just want to go to the side events you can  purchase a side event only registration for 750 NOK per day.

Networking receptions on Sunday, Monday, Tuesday and Wednesday are charged separately. Each event is 650 NOK except for Tuesday which is 770 NOK. You can register for these events on the online registration form or from the registration desk at the conference.

Accommodation

You can book accommodation at the Clarion Hotel the Edge through the online registration form.  Prices for a single room  are 1625 NOK/ per night and a double room 1835 NOK/per night. 

No hotel deposit is required and full payment for accommodation must therefore be made at the hotel on departure.  Please note the cancellation policy below when booking hotel rooms through Arctic Frontiers

Please note that hotel rooms in Tromsø in January can fill quickly and we advise you book as soon as possible.

Arctic Frontiers cannot guarantee hotel accommodation and hotel bookings are not final until after outstanding registration fees are paid in full.

TERMS AND CONDITIONS

Cancellation policy

Having completed the registration form, the applicant accepts responsibility for full payment of the registration fee without prejudice. Registration is binding. In the case of cancellation the registration fee is not refundable.

Change and cancellation of accommodation

• before 19 November 2019 will cost 500 NOK per change

• after 19 November 2019 until 5 January 2020 will cost 1000 NOK

• from 5 January to 48 hours prior to arrival, the cost will be the equivalent of 1 days stay

• within 48 hours of arrival the cost will be the equivalent of 2 days stay

Extending your stay does not result in additional costs and is free of charge.

If we do not have your credit card information, an invoice will be sent by e-mail.

Payment of accommodation must be settled directly with the hotel upon departure.  All cancellations or changes must be in writing to VICAN Group AS, preferable by email to arcticfrontiers@vican.no. Late arrivals (later than 16.00) must inform VICAN Group AS at least 24 hours before your booked arrival date.

If you have no-show at the hotel, you will be charged the full amount for accommodation. Arctic Frontiers will issue an invoice including an additional administration fee of 250 NOK.

How can I get around when in Tromsø?

Tromsø airport, Langnes, is located approximately 10-15 minutes by car from the city centre. There is a number of buses and taxis available just outside the airport. Taxis can be hailed outside the arrival hall of the airport or booked from: Tromsø Taxi, phone: (+47) 03011; or Din Taxi, phone: (+47) 02045. A taxi trip costs upwards of NOK 200 to the centre.

There are many hotels, mostly located in the city centre. The prices range from NOK 600 – NOK 3000.

Students and conference participants get special hotel rates if booked through the registration form.

What are the key sights to see in Tromsø?

Tromsø offers a variety of activities. You can go dog and reindeer sledding a mere 25 minutes from the city. Take a visit to the indigenous Sami culture areas. If you like to go hiking or skiing, Tromsø has a number of mountains and slopes you can visit.

Maybe you prefer not to walk up to the mountain top, but still want to see the view? Then you can take a cable car to the top of Mount Storstein, located right beside the city centre.

Among other key sights in and around the city are Polaria Arctic aquarium, the Polar Museum, the Arctic Cathedral and the Tromsø Brewery “Mack”.  For more information on attractions in Tromsø see Visit Tromsø or Visit Norway.

What is the temperature and the weather like?

Although Tromsø is an Arctic city with a subarctic, climate temperatures are moderate. Average temperature in January and February is around -5°C (23°F). There is typically some snowfall in January and February.

Warm winter clothes including jackets, scarfs, caps, gloves and warm boots/shoes are therefore advised.

Will I experience the Polar Night and the Northern Lights?

The end of the polar night is during the time when the conference is held. While the sun cannot be seen, the sky is still lit up to some extent for a few hours a day.

The northern lights are a frequent sight in Tromsø during this time of year. If the weather is good with clear skies, you will most likely get to see green and purple light dancing over the starry sky.

For the best view of the Aurora Borealis, we recommend to travel outside of the city centre.

For more information on the northern lights in Tromsø, check out Visit Tromsø or Visit Norway.

What about practicalities such as internet access, power plugs and currency exchange?

The city of Tromsø offers wireless access at the majority of its locations. Cafés, restaurants, libraries and UiT offer free internet access. The mobile network is so up to date that you can tweet from any of the many mountain-tops of Tromsø. So you need not to worry about being connected.

Furthermore, you do not need to worry about bringing cash wherever you go. The city of Tromsø is close to being completely “cash-less”, meaning that you can pay with credit cards and even apps almost everywhere. If you, however prefer to pay in cash, there is a number of ATM-machines free for your use.

The currency in Norway is the Norwegian Krone (NOK).

As for power and electricity, here are some facts:

• Voltage: 230 V
• Frequency: 50 Hz
• Power sockets: type F

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For presenters

Information for speakers

Arctic Frontiers Plenary

Please note that the format for the Arctic Frontiers Plenary will be the same as last year with more debate and discussion. The program will feature fixed sessions with short, maximum 5 min, introductions on given topics followed by debate. Thus traditional keynote speeches and PowerPoint presentations will not take place during the policy program. Instead we aim for a more dynamic interactive format with questions from the moderator  and the audience.

Arctic Frontiers Science

Parallel session oral presentations

• The preferred format for presentations is 16:9 PowerPoint
• Presentation length is scheduled for 15 min including questions from the audience (in some cases 30 minutes is allocated for selected featured talks).
• Speakers must hand in their presentation in advance of their presentation time to our staff in the conference secretariat. This gives us time to test the presentation beforehand.
• All presentations will be run from a central PC at the venue.
• On the presentation day speakers should approach our staff in the venue 5-10 min prior to their presentation to be set up with a microphone etc.

During the presentation we will notify the speaker about the remaining presentation time (5 min, 2 min, 1 min, FINISH!). We ask you to be on time as the program is really tight. The chairs will decide whether there is time for questions from the audience.

Please inform us asap should there be any issues leading to changes in the program (cancellations, sickness etc.).

Should you have any questions regarding your presentation please do not hesitate to get in touch with any of our on-site technical staff in the venue or conference secretariat.

Presentations on the internet

Presentations will be converted to non-editable pdf files and placed on the Arctic Frontiers website.  If you do not wish your presentation to be put online please tell a member of secretariat during the conference.

Technical staff

Technical staff will be available during all sessions. Please direct all other enquiries for technical assistance to the conference information desk.

Information for poster presenters

Poster size

When preparing you poster presentations for Arctic Frontiers please be aware that the maximum size:

A0 portrait – 841 mm wide  by 1189 mm high

We only accept posters in portrait format.

Setting up posters

Information will be made available nearer the time.

Posters on the internet

After Arctic Frontiers we would like to place your poster presentations on the website in pdf format.

If you wish to have yours included please send a pdf file (prepared at minimum A3 size) of your poster to secretariat@arcticfrontiers.com.

Poster printing service

To avoid you having to travel with your poster to Arctic Frontiers we are offering a poster printing service.

Posters will be printed on coated or photo paper.

If you wish to use the service please send a pdf or jpeg file (minimum resolution: 300 dpi) to poster@arcticfrontiers.com. Remember you final printed poster needs to be A0 portrait – 841 mm wide by 1189 mm high. Posters must be sent by 12:00 CET on Sunday, 26 January.

When submitting your poster please name the poster file with the name of the person who has paid for the poster printing.

For example: Ola_Norman.pdf

Only accepted posters will be printed and where the author has registered and paid for the conference

If you have problems preparing a suitable pdf file, please send your original poster to secretariat@arcticfrontiers.com and we will convert it for you.

The following formats are accepted, JPG (JPEG), TIFF (TIF) and PPT (PPTX).

Costs for poster printing is 500 NOK.

Payment can be made in advance through the registration system or when you collect your poster.

When ordering posters please use the same email address for the payment and your poster submission.

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For media

Media at Arctic Frontiers

Journalists are welcome to cover Arctic Frontiers, the most important conference on Arctic issues.

There is no conference fee for journalists. Please register through the registration form, when it is available, and select Media under delegate type.

Photo service

During Arctic Frontiers we provide a photo service. Photographs will be available via the Arctic Frontiers Flickr account. Photographs will be provided within 3 hours of being taken.

All photographs are free to use with the appropriate credit (Photo: [photographers name]/Arctic Frontiers 2020).

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CONTACT

Jens-Eirik Larsen

Email: jellis@online.no
Tel: +47 910 04 780 / 922 89 711