Organising events at Aalto University
At Aalto University, hundreds of different events from seminars and conferences to other researcher, network and stakeholder meetings as well as exhibitions, shows and other events are arranged yearly for various target groups. The events are part of the communications and visibility of Aalto University: they introduce Aalto activities to ourselves as well as to outsiders. Anticipation and available instructions lessen the workload of the organisers as receiving information speeds up and the procedures become familiar.
Guidelines for event organizers
The online guide offers instructions and assets for planning and managing events at Aalto University. Events Library has been created to provide shared standards and processes for events for the entire Aalto community. The standards and step-by-step guidelines help in navigating the event management process in order to plan and execute high quality events that are always functional and influential and in line with our strategy and values.
Event Support Network
As part of the service offered for event organisers across Aalto University an Event Support Network is provided. The purpose of the network is to share information and best practices related to event management. The network is open for everyone organising events at Aalto University and plays a major role in the development of event related services across our organisation.
Event Management Tool
Aalto's event management tool is a Salesforce native application called Blackthorn. It allows users to create event webpages, collect registrations, and send marketing and transactional emails. It offers multilingual support and integration into Aalto's event calendar on aalto.fi and our main CRM system. In early 2024, it is also possible to collect ticket payments for paid events. The tool is ready for use, and the licenses are available for Aalto staff members who are organising e.g., events, conferences, talks, exhibitions, ceremonies, etc. In addition to self-study materials and a Workday course, we are organising in-person training sessions in late autumn 2023.
The event team contact details and services
Head of Strategic Events
Tel. +358 50 590 5818
|The team is led by Jessica Sinikoski who oversees the University’s strategic events and the annual event calendar. She develops and plans event concepts and contents to serve the university strategy. Jessica reports to the Communications Director and is a member of Communications Leadership Team.|
Tel. +358 50 462 1147
|Develops our joint digital tools for events as key user of the event management tool, e.g. offering invitation process support. Oversees and edits the Events Library and hosts the Event Support Network.|
Tel. +358 50 428 5227
|Specialises in venue design and brand visibility at events. Coordinates Aalto’s expo stand and brand materials. Produces and consults campus events.|
Tel. +358 50 571 0526
|Oversees and produces academic events and stakeholder meetings hosted by the President. Specialises in supporting the managements’ meetings and external events.|
Tel. +358 50 532 3817
|Oversees and produces community building events, e.g. Aalto Party, Graduation Party and the Community Events, and large external events. Specialises in consulting events for large audiences and internal stakeholders.
Master of Ceremonies
Tel. +358 50 576 0125
|Develops, oversees and produces academic events, primarily the Ceremony Week. Ceremony Week takes place every June, and includes among other events the ceremonial Conferments of degrees at the Aalto University.|
Email addresses: [email protected]
Aalto Communications event team works in Dipoli.
Postal address: Aalto University, Events, PB 18000, 00076 AALTO