Frequently asked questions

Find out more about Tallinn’s conference grant.

I’m organising a conference in June. Why can’t I apply for a conference grant?

The Strategic Management Office supports conferences that take place between 1 October and 30 April, as one of the main objectives of the grant is to diffuse the seasonality of tourism and to encourage the organisation of events during the low season of tourism. The period from the beginning of June to the end of August is the high season for holiday tourism in Tallinn.

I submitted an application but it was rejected because the budget had been used for the year. What does this mean?

The Strategic Management Office will suspend the acceptance of applications when the amount of the city’s budget allocated to the Office for the payment of grants is reached. Applications submitted after the amount provided for the grants runs out will be rejected and returned to the applicant.

Eligible costs include technical support services with the exception of the technical implementation of virtual and hybrid conferences. Why are they not supported?

As one of the main objectives of awarding the grant is to increase the number of foreign conference tourists staying in Tallinn and thereby increase tourism revenue, the grant will be awarded for the technical realisation of on-site conferences with physically present participants. The conference may also have a hybrid element, but its technical implementation is not supported.

The list of eligible expenses includes the cost of organising a cultural and entertainment programme for one conference reception, including local performers’ fees. What if the performer is from elsewhere?

Support will be given to services whose revenue stays in Estonia. If the performer is from a foreign country and their income would go outside Estonia, the service is not an eligible cost.

How is the amount of support calculated?

Eligible applications will be assessed on the basis of the three evaluation criteria and the proportional values and scores assigned to them. According to the evaluation criteria and methodology, longer conferences with a larger number of foreign delegates that take place during the low season of tourism (January-March) will receive more support. The fewer the number of delegates, the shorter the event and the closer the conference is to the peak tourism season, the lower the support.

When and how is the grant paid out?

The support will be paid within 21 calendar days after the confirmation of the reports.

My conference was attended by far fewer foreign delegates than we had hoped. Does this affect the amount or the grant?

The decision to award a grant may be annulled or amended if the number of foreign delegates at the conference was much lower than the initial number presented and this was not due to international or national constraints. The amount of the grant to be paid may be reduced proportionately on the basis of eligible expenditure documents or other relevant circumstances.

Support can be requested for a conference with a program lasting at least two consecutive days, including a minimum of 4 hours of content per day. What is meant by content?

Content refers to lectures, presentations, and discussions held at the primary venue of the conference. Study trips, for example, are not considered part of such content.

Under what conditions are video costs eligible?

The list of eligible costs presented in Section 5, Clause 1.3 of the regulation states that costs for marketing materials (such as printed materials, videos, digital tools, etc.) that promote the City of Tallinn as the destination for the conference are eligible. Accordingly, video costs are eligible if the video promotes Tallinn as the conference destination, with the aim of inviting international delegates to participate in the conference in Tallinn. In this context, videos created during or after the conference (so-called "aftermovies") are not eligible.