Arrival

Shaking up Tech is organised on Aalto University's campus in Otaniemi, Espoo. When you arrive, please first register at the Undergraduate Centre at Otakaari 1, Espoo. When you register, you will receive an event badge and other important information about the day.

By bus: 

Almost all buses arriving in Helsinki arrive at Kamppi. Follow the signs at Kamppi to the metro station. Buy an AB-zone ticket before heading to the metro platform. Take the metro westbound (Tapiola / Kivenlahti) and get off at the Aalto-yliopisto stop.

By train: 

Arrive by train at Helsinki Central Railway Station. Follow the signs at the railway station to the metro platform. Buy an AB-zone ticket before heading to the metro platform. Take the metro westbound (Tapiola / Kivenlahti) and get off at the Aalto-yliopisto stop.

By plane: 

From Helsinki-Vantaa Airport, you can reach Helsinki Railway Station by I or P train; the journey takes about 30 minutes. See the instructions for those arriving by train to find out how to get from the railway station to the university. You can travel the entire journey with a single ABC-zone ticket.

By car:  

Information about parking on Aalto University's campus can be found on the page: Driving and parking at Otaniemi. 

Please note that we do not reimburse travel costs for journeys made by car for those portions of the trip that can be travelled by public transport.
 

On campus: 

When you arrive at the university metro station from central Helsinki and come out of the metro, take the escalator up in the direction of Otaniementie. Use the exit between R-kioski and Espresso House. The Undergraduate Centre is the red building in front of you. Walk straight ahead and use the 1F main entrance.

We recommend that all participants download the HSL app to their phone in advance. You can buy all the public transport tickets you need in the app. In addition to the app, you can use the HSL journey planner to find public transport routes; you can find routes to the campus by entering "Aalto-yliopisto" or "Otakaari 1, Espoo" as the destination.

More information about public transport and ticket prices can be found on the Helsinki Region Transport website.
 

Departure

If you’ll be catching a bus, train, or flight on the event day and must leave before 18:30, please make sure to head out in time.

The metro journey to the railway station or Kamppi takes about 15 minutes. The train journey from the railway station to the airport takes about 30 minutes. Make sure you are at the airport at the time recommended by the airline before your flight's departure.

If you are arriving at the event location from further away, Shaking up Tech will arrange accommodation for you. You are entitled to free accommodation for the night before and/or after the event if:

• You would have to leave home before 6:00 a.m. on the event day in order to arrive at the campus no later than 20 minutes before the event begins.
• You would not make it home before midnight on the event day if you left at 18:30. 

Accommodation is provided in either a single room or shared 2–3 person rooms in Espoo at Radisson Blu Hotel (Otaranta 2). In addition to clothing, those staying overnight only need to bring personal hygiene items.

Please note that participants do not need to make an accommodation booking themselves; Shaking up Tech books participants' accommodation in accordance with the participation confirmations.

During the event, all meals are free of charge for participants. Please indicate any special dietary requirements on the confirmation form.

As part of Aalto University's sustainability principles, Shaking up Tech always serves either vegetarian-based or fully vegan food.

Breakfast 08:30 - 09:45 

You can sign up for breakfast when you accept your event spot. Hotel guests do not need to sign up for breakfast, as breakfast is included in their accommodation.

Lunch 11:15 – 12:30 

Lunch is served after the morning talks session.

Dinner approx. 17:00 - 18:00 

Dinner is served at the study fair. 

An evening snack as well as breakfast have been reserved for hotel guests at the accommodation.

Participants are responsible for booking and purchasing their own travel tickets. We will reimburse travel expenses based on the most suitable and cost-effective public transport connection. If you are unsure about the amount of travel expenses that can be reimbursed, please contact us by email.

Please note that we only reimburse travel directly from your home to the Aalto campus and directly from the Aalto campus back home.

The use of a private car will be reimbursed in accordance with the official Finnish government mileage allowance, but only for parts of the journey that cannot be covered by public transport.

Travel reimbursement form

• Travel expenses for tickets must be claimed after the event and no later than 6 February using the travel reimbursement form which we will send by email to participants who have indicated that they intend to claim travel expenses. We will process all travel reimbursement forms by 6 March.
• You must attach receipts for all expenses incurred during your journey to the claim form after the event. Only receipts issued by the service provider are accepted as proof of payment; for example, a screenshot from your online bank is not sufficient.
• For travel by private car, the required supporting document is a statement signed by the driver, specifying the distance travelled, the driver's printed name and signature.
• The travel expense claim form is personal, and you may only claim reimbursement for your own expenses. Each form covers the actual travel expenses of one person, and the person submitting the claim must be the person who used the travel ticket. You cannot claim travel expenses on behalf of another person. A parent or guardian cannot complete the form on behalf of a participant, and reimbursement cannot be paid into a parent or guardian's bank account.

Possible Exceptions

• If the journey takes more than six hours using the most cost-effective connection, we will also reimburse reasonable travel costs for a faster connection.
• If the most cost-effective connection requires you to leave home before 6.00 am or means that you will arrive home after midnight following the event, you are entitled to free accommodation at the event venue.
• If you have to cancel your participation in the event due to illness, we will reimburse any travel expenses you have incurred upon presentation of a medical certificate. In other cases of cancellation, we will not reimburse any travel expenses incurred.
• If someone other than the participant purchases the travel tickets, the participant must still submit the expense claim. The reimbursement will be paid into the participant's bank account, after which the participant can reimburse the person who purchased the tickets.
   

If You Purchase a Ticket for Someone Else

1. Purchase the ticket and send it together with all receipts relating to the purchase, to the person who will use the ticket.
2. After the event, the person who used the ticket must complete a travel expense claim for their own journey.
3. The reimbursement will be paid into the bank account of the person who used the ticket, after which they can reimburse you for the cost of the tickets.

Questions about Aalto University's event schedule and instructions?

Contact us:

Niki, event producer  
nicoletta.michieletto@aalto.fi

Anni, event coordinator
anni.kekki@aalto.fi