Winter incentive · Two destinations
The Crossing
One week, two regions, 190 guests in two rotating pods.
190
Guests
7
Days
2
Arctic villages
1
Crossing
The challenge
190 guests, one arctic week, and no single Finnish property that can hold them without turning the programme into a queue.
What we did
Two pods on a mirrored schedule, swapped mid-week on scheduled flights. Three bases: Helsinki and two arctic villages, each holding one pod.
The outcome
Every guest ran the same programme. No module was repeated and capacity was confirmed with each property before the proposal.
The idea
Large groups usually mean compromise: one hotel, one dining room, and the same activity repeated until the last bus returns.
The Crossing splits the group into two pods that swap halfway through the week on scheduled flights: one pod in Helsinki while the other is in Lapland, then the reverse. Every guest gets the same programme.
Day 1
Arrival, Helsinki
Private transfers from Helsinki-Vantaa, early room access, welcome dinner by the water at tables of eight.
- Arrivals met at the gate from 09:00, hotel rooms released from 11:00.
- Outerwear fitting and programme briefing in the hotel lobby, 20 minutes per wave.
- Dinner 19:30, four courses, seated at tables of eight to mix the group.
Day 2
City on foot and by the sea
Morning modules by interest, afternoon free, evening sauna and sea dip for those who want it.
Guests choose
Design district
Studios and makers, 2.5 hours on foot, 15 guests per guide.
Architecture walk
Oodi, Amos Rex and Finlandia Hall with an architect.
E-fatbike shoreline
18 km on the sea ice edge, studded tyres, guided.
Archipelago crossing
Boat to Suomenlinna, fortress tunnels, lunch on the island.
Day 3
Gala, National Museum
The National Museum taken privately. Arrival through the stone hall, dinner under the vaults, one performance.
- Museum closed to the public from 17:00, group arrival 19:00.
- One 12-minute performance between courses. No speeches after the main.
- Coaches on standby from 22:30, last departure at 01:00.
Day 4
The crossing
Scheduled morning flights north as the second pod flies south. Luggage moves separately.
- Bags collected from rooms at 06:30 and moved by road.
- Two flights, 1h 20m, seats blocked eleven months ahead.
- Land, change into thermals, on the snow within ninety minutes.
Day 5
Arctic day
Husky teams, reindeer herders, snowmobile trails and a lake fire. Small groups, staggered starts, hot drinks at every stop.
Day 6
Glass roofs
Dinner in a timber hall, then the aurora camp. Guests sleep under glass roofs with an optional aurora wake-up service.
Day 7
Departure
Late breakfast, direct charters or scheduled connections through Helsinki. Feedback collected on site.
The module set
What the days are built from.
Each module runs in waves so the group never queues. Swap any of them for another in the same slot.
Husky teams
6–8 per departure, 45 min on the trail
Reindeer farm
Herder-led, feeding and short sleigh run
Snowmobile trails
Two per sled, 2h loop, thermal suits
Aurora camp
Heated tipis, fire, photographer on site
Ice swimming
Sauna rounds and a hole in the lake ice
Dinner in snow
Snow venue, ice glasses, thermal seating
How it runs
The operational detail behind the week.
Air
- Helsinki-Vantaa arrivals met airside, transfer within 25 minutes of the last bag.
- Crossing day: two scheduled morning flights, 1h 20m, seats blocked 11 months ahead.
- Luggage moves separately by road so guests fly hand-baggage only.
Ground
- Coaches held for the whole week, no shared transfers.
- Activity starts staggered in 15-minute waves to keep queues out of the programme.
- Thermal outerwear fitted on arrival, sized from a pre-trip form.
Contingency
- Aurora is not scheduled. Three nights north raise the odds; nothing is promised.
- Every outdoor module has an indoor alternative in the same location.
- Doctor and evacuation plan filed with each arctic base before arrival.
Worth knowing
- No single Finnish property holds 190 guests at this standard. The pod structure is the price of the programme.
- December to early January sells out first. Late January and March give better rooms and lower rates.
- Daylight in December is about four hours. Activity days are built around it.
How it flexes
Same shape, other briefs.
Single base
Under 120 guests fits one arctic village. The crossing day is replaced with a fell day.
Five days
Drop the Helsinki gala and arrive straight into Lapland via Rovaniemi or Kittilä.
Charter arrival
From 150 guests a direct charter to Kittilä replaces scheduled connections.
Frames
Practical
What this actually involves.
Every figure below is a planning assumption, not a promise. We verify capacity against live availability before quoting.
- Group size
- 120 – 200 guests
- Duration
- 7 days / 6 nights
- Season
- December – March
- Bases
- Helsinki + two arctic villages
- Rotation
- Two pods, scheduled-flight crossing
- Capacity
- Verified across properties before proposal
- Lead time
- 9 – 14 months recommended
Indicative investment
€3,400 – 4,800
per guest, seven days
Land costs only, excluding international flights. Verified against live availability before quoting.
Design yours
This one is a shape, not a package.
Tell us the group, the month and the objective. We will send back a live programme page like this one, built for your brief.
Or write directly to the people who will run it.