First event of 2026 in January – benefits of arranging congresses year-round

What makes organising scientific events beyond the summer season worthwhile?

Scientific conferences and congresses are often scheduled for the summer, which is traditionally the high season for academic events and fits the rhythm of the academic year.

However, many do not realise the significant advantages of placing an event in autumn, winter, or spring. Organising events in low season means benefits for both organisers and participants – and better conditions to attract more attendees.

The Nordic Geological Winter Meeting 2026 (NGWM 2026) is an excellent example of turning an off-season time of year into an advantage for an event.
Organised by the Geological Society of Finland, NGWM 2026 will bring together geoscience experts, researchers, and students from across the Nordic countries and Europe in Turku on January 13–15. The event is supported by Certia Events in areas such as budgeting, event branding, web development, registration, and abstract management. The event offers a top-class programme, international speakers, and networking opportunities that promote collaboration in science and research.

The winter timing is no coincidence – it brings tangible benefits for both organisers and participants. So why schedule your event for winter, like NGWM 2026?

Three good reasons to organise events year-round:

More options, more opportunities – customise your event with greater flexibility

Organising an event outside the peak season gives organisers significantly more choices. Popular venues, technical services, and catering solutions are more accessible, making it easier to tailor the entire experience to the event’s specific needs.

In practice, this means:

More flexibility in choosing the venue and scheduling
Customisable solutions for the programme, space planning, and services
Better possibilities to create the event exactly as you envision it

When planning allows more flexibility, you can allocate resources to what brings the most value to your event – such as content, programme quality, and participant experience. At Certia Events, we support this with comprehensive budget management and supplier collaboration to ensure smooth execution from start to finish.

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Lower travel and accommodation costs for participants – making attendance more financially accessible

Avoiding the peak season also saves participants’ budgets, as summer holidays do not drive up travel and accommodation costs. This makes attending your event more financially accessible and could be the deciding factor in whether a potential participant joins or not. At Certia Events, we also help you as the conference organiser to reserve hotel room blocks at special rates.

Less competition for participants’ time – and a better chance to stand out

In autumn, winter, and spring, competition for event participants is much lower than during the summer season. In summer, you compete not only with other conferences but also with participants’ private summer plans: trips, concerts, parties, and so on. The list is endless.

By scheduling your conference outside the peak season:

You increase the likelihood that participants choose your event
You avoid overlaps with other major conferences
Speaker recruitment becomes easier

Need help planning and executing your event?

At Certia Events, we support you throughout the entire process – from budgeting and programme planning to logistics, participant management, and on-site execution.

Let’s plan your next successful event together!