FAQ

  • ABOUT THE FORUM
    • About the International Arctic Forum

      The Forum brings together government bodies, international organizations, and the scientific and business communities of Russia and other countries for a focused discussion and comprehensive exchange of views on current issues impacting sustainable growth in the Arctic region.

      The central theme of the Forum in 2019 is ‘The Arctic: An Ocean of Opportunity’.

      The International Arctic Forum is held once every two years. More than 2,400 participants attended the event in 2017, including 468 media representatives from Russia and 31 countries worldwide.

    • Date and location of the Forum

      The International Arctic Forum will take place on 9–10 April 2019 in St. Petersburg.

      The main events of the Forum will be held at the ExpoForum Convention and Exhibition Centre.

      Address: 64/1, Peterburgskoye Shosse, St. Petersburg

      The travel time from ExpoForum to the historical centre of St. Petersburg is 30–60 minutes, depending on traffic. The travel time from Pulkovo International Airport to ExpoForum is about 15 minutes.

      ExpoForum is close to the city’s main transport arteries: the St. Petersburg ring road, the Moscow – St. Petersburg highway, and the North-Western High-Speed Diameter, as well as Pulkovskoye Shosse and Peterburgskoye Shosse.

    • Forum organizers

      The Organizing Committee

      The Chair of the International Arctic Forum Organizing Committee is Deputy Prime Minister of the Russian Federation and Presidential Plenipotentiary Envoy to the Far Eastern Federal District Yury Trutnev. For a full list of the International Arctic Forum 2019 Organizing Committee members, see the Organizing Committee section closer to the Forum.

      The Roscongress Foundation

      The Roscongress Foundation is a socially oriented non-financial development institution and a major organizer of international conventions, exhibitions, and public events.

  • PROGRAMME
    • Programme

      The central theme of the Forum in 2019 is ‘The Arctic: An Ocean of Opportunity’.

      The Forum business programme includes panel sessions, roundtables and bilateral business dialogues. A full programme of the Forum of 2017 is available in the Programme 2017 section.

       The International Arctic Forum 2019 programme will be published on the website in due course.

  • INTERNATIONAL ARCTIC FORUM EXHIBITION
    • International Arctic Forum exhibition

      The ‘Arctic: Territory of Dialogue’ 5th International Arctic Forum Exhibition is a professional platform for presenting Arctic projects, engaging in constructive dialogue, sharing experience, identifying solutions, and consolidating the efforts of the scientific community, business, government, and civil society, with the aim of developing the Arctic carefully and responsibly.

      More information is available in the Exhibition section of the website.

      For more information on participating in the exhibition in 2019, please contact the Roscongress Foundation’s Exhibitions Directorate:

       +7 (499) 700 0607
       +7 (495) 640 7844

      Victoria Kirilova
      Head of the Western Division of the Exhibition Projects Directorate

       +7 (499) 700 0607, доб. 141
       +7 (921) 347 3109

  • PARTICIPATION IN THE FORUM
    • Applying to participate

      Participation in the Forum is by invitation issued by the Organizing Committee only.

      In order to participate, an application must be submitted.

      Applications to participate will be reviewed by the Organizing Committee. If approved, applicants will receive an invitation and an information letter containing a login and password to their personal web office, together with details on how to confirm participation.

      The Organizing Committee reserves the right to refuse an application without explanation.

      Following successful completion of the application, the participant’s personal data is sent for processing, and the participant receives an automatic message informing them that their application has been submitted.

    • Participation packages and fees

      Descriptions of the Premium and Standard participation packages can be found in the Terms of participation section of the website.

    • Access to the plenary session

      Access to the plenary session is open to all Premium Package participants.

    • Limits on the number of participants from any one company

      In order to maintain a high level of representation, limits are in place on the number of International Arctic Forum 2019 participants from any one company.

      If the established quota for the number of participants from a given company is exceeded, the participation fee will be raised. The fee for each additional participant will increase by 20% of the base package price.

      Please note that participation fees will increase on 20 January 2019.

      More information on the terms of the quota system (maximum number of participants from any one company) can be found in the Terms of participation section of the website.

    • Discounts offered for several participants from the same organization

      No discounts will be offered for participation in the Forum. Within the quotas, the number of registered participants does not affect the participation fee.

    • Declining participation in the Forum

      If participants have received an invitation or confirm their participation earlier but no longer plans to attend the Forum, they are kindly requested to decline participation in the personal web office or by informing their contact person at the Roscongress Foundation.

      The login and password for the personal web office are included in the Forum invitation letter.

    • Substituting participants

      A participant may only be substituted with the approval of the Forum Organizing Committee. In the event that an individual who has confirmed their participation cannot attend the Forum for any reason, their contact person at the Roscongress Foundation must be notified. The relevant contact information can be found in the personal web office and the Forum invitation letter.

    • Visas

      A valid passport and a visa are required to enter the Russian Federation.

      Visitors holding an invitation to the ‘Arctic: Territory of Dialogue’ 5th International Arctic Forum are eligible to apply for a short-term visa through a simplified procedure in Russian consulates abroad.

      To apply for an entry visa to the Russian Federation, the invited person must contact in advance the appropriate consular office of the Russian Federation abroad (information on locations of the Russian Federation’s consular offices can be found here).

      It is not recommended to apply for an entry visa through intermediaries.

      More information on a short-term visa to the Russian Federation.

    • Hotel accommodation for the Forum participants

      The list of recommended hotels offering special rates for Forum participants is available in the Hotels section. Prices are indicated in Russian roubles per night (including 20% VAT and breakfast).

      Requests to arrange accommodation are only accepted from individuals who have paid the participation fee.

      Contact hotel accommodation services at the Roscongress Foundation, should you have any questions about booking hotel rooms:
       booking@forumarctica.ru
       +7 (812) 406 7475

  • PAYMENT OF PARTICIPATION FEE
    • Payer information

      In order to pay the participation fee, the participant should go to the Payment section of the personal web office, enter the payer’s information, and select the payment method (invoice in roubles or bank card for residents of the Russian Federation, or invoice in roubles/US dollars/euros or bank card for non-residents of the Russian Federation).

      The participant may then select the type of payment document: a participation agreement or invoice/agreement (a document acting as both agreement and an invoice).

      More information about the payment procedure can be found in the Paying the participation fee section.

    • Payment for participation by agreement

      The participation fee may only be paid by the individual or legal entity indicated as the Customer in the participation agreement.

      If the participant wishes to pay by agreement, they should email a scanned copy of the signed agreement to their contact person at the Roscongress Foundation to complete the payment procedure. An invoice will then be created and the fee can be paid at a bank or via the personal web office using a bank card.

      More information about the payment procedure can be found in the Paying the participation fee section.

    • Payment for participation with an invoice/agreement

      The participation fee may only be paid by the individual or legal entity indicated as the Customer in the invoice/agreement.

      If the participant wishes to pay by an invoice/agreement, they should download the payment document and pay the fee at a bank or via the personal web office using a bank card.

      More information about the payment procedure can be found in the Paying the participation fee section.

  • FORUM PARTNER STATUS
    • Forum partner status

      The prestigious status of Forum partner is assigned to successful companies and renowned participants of the business community.

      Becoming a partner provides excellent business promotion opportunities at the International Arctic Forum. These include unique business programme participation packages, presentations of a company’s accomplishments and upcoming projects, the chance to organize business events or press conferences, information support from the Forum, and participation in cultural and sporting programmes.

      If a company is interested in becoming a Forum partner, they can contact the Marketing and PR Directorate:

      Andrey Reut

      Deputy Director, Director of Marketing and PR

       +7 (495) 640 4440 доб. 334

      For a full list of the International Arctic Forum 2017 partners, see the Partners section.

  • PARTICIPATING IN THE FORUM AS A MODERATOR OR SPEAKER
    • Participating in the Forum as a moderator or speaker

      To participate in the Forum as a moderator or speaker, an application should be sent to the programme preparation working group at programme@roscongress.org. Applications must include the participant’s contact details, position, and organization, and a brief abstract of their talk on the selected topic.

      If the application is submitted after the Forum programme architecture has been published online, please indicate precisely where the talk would fit within the programme.

      For more information, please contact the International Arctic Forum information centre:

       +7 (499) 700 0607

  • PERSONAL WEB OFFICE
    • Personal web office on the Forum website

      The personal web office is the participant’s very own section of the official Forum website, and offers a range of features allowing them to plan their time at the Forum.

    • Login and password for the personal web office (for registered participants only)

      A personal login and password are required to access the personal web office. Once a participant’s data has been processed, participants will receive an invitation to the Forum and a letter containing their login and password.

      Should a participant lose or forget their login and password, they may ask their contact person at the Roscongress Foundation to reissue the information. The contact person’s details can be confirmed by calling the Forum information centre:

       +7 (499) 700 0607

    • Confidentiality of data in the personal web office

      The International Arctic Forum strictly adheres to legal requirements for the protection of every participant’s personal data.

      The personal web office has been developed using SSL data encryption to ensure the security and confidentiality of a participant’s personal data.

    • Processing of personal data

      Forum participants must confirm their consent to the processing of their personal data before completing the application form or when first logging into their personal web office.

      The conditions for personal data processing can be found in the Participate section.

    • Features in the personal web office

      Participants can use their personal web office to do the following:

      • Edit their personal data
      • Upload a badge photo
      • Create an agreement or invoice/agreement and pay the participation fee
      • Submit a request for services (text message notifications, tours, theatre tickets, etc.)
      • Schedule meetings at the Forum venue
      • Submit an accreditation request for a personal vehicle
      • Register for events on the cultural programme

    • Badge photograph

      Participants can upload a photograph for their badge in the personal web office. A photograph is required to receive an accreditation badge.

      Photograph requirements:

      • Colour, on a light background
      • 480×640 pixels in size
      • Image format: jpg or jpeg
      • Frontal view of the participant’s entire face, with no head covering
      • Subject’s face must make up at least 70% of the image

    • Changes to personal information

      Personal information can be edited in the personal web office.

      If changes need to be made to fields that cannot be edited, the participant’s contact person at the Roscongress Foundation should be notified. The relevant contact information can be found in the personal web office.

    • Day Planner

      The Day Planner section of the personal web office allows participants to build a personal schedule, and plan and arrange business meetings at the Forum venue.

        • Visit the Create meeting and Invites sections to arrange meetings and view received and sent invitations.
        • If there is an event on the Forum programme a participant wishes to add to their personal schedule (be it in the business, cultural, or sporting programme, press events programme, or the Roscongress Foundation’s social platform programme) they should visit the Programme section and select the event of interest.

      If there is an event a participant wishes to add to their personal schedule which does not form part of the official Forum programme, a participant should select Create event.

       This feature goes online two weeks before the Forum.

    • Registration for events on the cultural programme

      The personal web office includes a Cultural Programme section, where participants can find out about attending events of interest.

      A number of events will require advance registration. To sign up for an event, click the Confirm button opposite the event of interest. It is also possible to decline participation in an event by clicking the Decline button.

       This feature goes online nearer the time of the Forum.

    • Booking guided tours and theatre tickets

      A request for individual tour services can be submitted and theatre tickets booked in the corresponding sections of the personal web office.

      To submit a request, the event of interest should be selected from the list, and contact details provided to confirm arrangements and ticket collection.

      Tours and theatre tickets must be paid for separately.

       This feature goes online nearer the time of the Forum.

    • Mobility assistance at the Forum venue

      If a participant requires mobility assistance at the Forum venue, the relevant request should be submitted via the personal web office no later than three days before arrival.

  • ACCESSING THE FORUM VENUE
    • Accreditation procedure

      The accreditation process involves submitting a completed participation application, approval by the Forum Organizing Committee, and issue of an accreditation badge.

    • Rules for access to the Forum venue

      To access the Forum venue, as well as cultural and sporting programme event locations, a participant must have an accreditation badge.

      In order to avoid any inconvenience when accessing the venue, participants are advised to leave any items prohibited from the International Arctic Forum venue at their accommodation or in their vehicle.

       A full list of prohibited items will be published on the website nearer the time of the Forum.

    • Participant accreditation badge

      The badge is a pre-programmed proximity card, a unique key linked to the participant’s information in the Forum’s database. The badge contains data on the holder’s name and surname (in English), organization, level of access, and photograph, as well as the Forum logo.

      Accreditation badges are issued to specific individuals and are not transferable. A participant should keep their badge and ID with them at all times during the Forum. The badge is the only document confirming a participant’s Forum accreditation which can be used at the event venue.

    • Conditions for issuing badges

      Before collecting their badges, participants are advised to ensure the following:

      1) Their participation in the Forum is confirmed via the personal web office.

      2) Personal information provided in the personal web office fully corresponds to their ID (passport).

      3) A badge photo has been uploaded to the personal web office (a colour photograph on a white background, 480×640 pixels in size, image format: jpeg or jpg, including a frontal view of the participant’s entire face, with their head uncovered, and the face making up at least 70% of the photograph).

      4) The participation fee has been paid.

      5) A seat at the plenary session has been assigned (for Premium Package participants only).

      Participants can check whether their accreditation badges are ready for collection in the personal web office, via their contact person at the Roscongress Foundation, or by calling the Forum information centre:

       +7 (499) 700 0607

    • Documents required to collect a participant badge

      A participant badge can only be collected upon presentation of the ID (passport) indicated in the personal web office on the Forum website.

      If there have been any changes to a participant’s ID since an application was submitted, the participant should make the necessary changes to the data indicated in the personal web office.

      If changes need to be made to fields that cannot be edited, the participant’s contact person at the Roscongress Foundation should be notified.

      When issuing badges, the accreditation point attendant will first make sure that the information entered during application is correct and up to date. In the event of any discrepancies, it will not be possible to issue a badge the same day.

    • Collection of participant badges by proxy

      If someone will be collecting a badge by power of attorney, they will need to present the following:

      • A document confirming their identity (passport)
      • An original standard power of attorney form
      • A list of all participants whose badges the proxy is collecting (attached to the completed power of attorney)
      • Copies of the passports of participants whose badges the proxy is collecting (copies of passports will be returned once badges have been issued)
       Power of attorney form and a completed example will be available for download from the Participant Accreditation section of the Forum website nearer the time of the Forum.

    • Accreditation points

      Participants can collect their badges by visiting one of the accreditation points.

       Locations of accreditation points and hours of operation will be published in the Participant Accreditation section of the official website nearer the time of the Forum.

    • Replacement of accreditation badges

      If a badge has been lost or damaged, it is important to immediately speak to an administrator at any information and services point, accreditation point, or help desk, or call +7 (499) 700 0607. The lost badge will then be blocked, and a duplicate badge issued to the holder upon written request.

  • HOTEL ACCOMMODATION
    • Hotel accommodation

      Due to increased demand for hotel accommodation during the International Arctic Forum, guests are advised to book rooms well in advance.

      The list of recommended hotels offering special rates for Forum participants is available in the Hotels section. Prices are indicated in Russian roubles per night (including 20% VAT and breakfast).

      Requests to arrange accommodation are only accepted from individuals who have paid the participation fee.

      Contact hotel accommodation services at the Roscongress Foundation, should you have any questions about booking hotel rooms:
       booking@forumarctica.ru
       +7 (812) 406 7475

  • ABOUT ST. PETERSBURG
    • Weather in St. Petersburg

      St. Petersburg has a mild and damp coastal climate. The average temperature at the beginning of April can range from +2 °С to +5 °С.

      Due to the city’s geographic position and its proximity to the Baltic Sea, the weather can change unexpectedly. Please remember that combination of high humidity and wind means that the weather always seems colder than it is.

    • Time zone

      Local time in St. Petersburg is the same as in Moscow: UTC+3.

    • Electricity

      Russian outlets run at a voltage of 220 volts and a frequency of 50 Hz. Type C and F sockets are common.

    • Exchange rate

      For the latest exchange rates, please see the Central Bank of the Russian Federation website: www.cbr.ru.

    • Bank cards

      Although the majority of restaurants and many shops in St. Petersburg accept bank cards, carrying cash as well is recommended.