How do I book a meeting at Scandic?
Search for your location or specific meeting venue to see all available options.
If you're planning a larger event or have specific requirements, simply send us an enquiry or contact your preferred hotel, and we'll be happy to help.
What's included in a meeting package?
Our day
meeting packages typically include a meeting room, Wi-Fi, standard presentation equipment, refreshments, and lunch. The exact contents may vary between hotels and packages.
Can I book a meeting room without a meeting package?
Yes, meeting rooms can be booked separately, subject to availability. Refreshments and catering can also be added. We recommend ordering any food and beverages in advance to ensure the best experience.
Can I include accommodation as part of my meeting booking?
Yes! Many of our hotels offer the possibility to combine meetings with accommodation, dinner, and breakfast. Simply let us know how many rooms you require when submitting your enquiry.
Why is the meeting room I booked not guaranteed?
Meeting room allocation is based on the number of participants and the requirements of the event. If these change, we may need to move your group to a different room that is better suited to your needs.
Can Scandic accommodate allergies and dietary requirements?
Yes! We offer a range of options to accommodate dietary preferences and allergies. Please inform us of any requirements in advance so we can confirm the available solutions with the hotel.
Can I change or cancel my booking?
Cancellation and modification terms depend on your booking agreement. For bookings made via Scandic's website, our
Meeting Booking Terms apply. For bookings made through our Group & Meeting team, the terms specified in your agreement will apply.
What would it cost to move my event to another date or hotel?
The original booking will be subject to the applicable cancellation and reduction terms. The cost of a new booking will depend on factors such as location, date, availability, and demand at the time of rebooking.
Why am I working with the Group & Meetings team instead of the hotel directly?
Our Group & Meetings team specializes in planning and coordinating meetings, conferences, and larger events. This allows the hotel team to focus on delivering a great on-site experience during your stay.
I booked an event well in advance and have been informed of a price adjustment. Why?
In some cases, Scandic may adjust prices due to changes in VAT, government-imposed taxes, local fees, force majeure events, or significant increases in costs related to goods, services, transportation, or availability.
Is it possible to receive an invoice after the event instead of making an advance payment?
This depends on your agreement with Scandic and any approved credit arrangements. Please contact your booking representative for more information.
Can I send packages or deliveries to the hotel before my event?
Yes, in most cases you can send deliveries to the hotel ahead of your event. We recommend arranging delivery 1-2 days before arrival and informing your contact person in advance.
Can I prepare the meeting room the day before? When can I access the room?
If you need access to the meeting room before your event starts, this can often be arranged. In some cases, the room may need to be booked for the evening before or the previous day. Please discuss your requirements with your contact person.
One guest is arriving earlier than the rest of the group. How should this be booked?
Please contact your booking representative or meeting coordinator, who can help arrange the additional night's stay and advise whether a room change will be necessary.
When do I need to confirm the final number of participants?
The deadline for confirming participant numbers is outlined in your booking agreement and cancellation terms. Your contact person will also be happy to guide you through the timeline.
Is parking available for meeting bookings, and can I reserve a parking space?
Parking options vary by hotel. Many of our hotels offer on-site parking or have parking facilities nearby. As availability differs between locations, advance reservation may not always be possible. For detailed parking information, including availability, prices and local arrangements, please visit the specific hotel's webpage.
What are the conditions for a call-in allotment?
Call-in allotments are subject to specific terms and conditions, including booking deadlines, guaranteed pick-up requirements, and payment terms. Your Scandic contact will provide the details relevant to your event.
Why is there a guaranteed pick-up requirement for a call-in allotment?
A guaranteed pick-up helps us reserve the agreed room inventory and plan capacity accordingly. Exceptions may occasionally be available depending on season, availability, and demand.
What can we do if a large group arrives before check-in and there is not enough space for luggage storage?
For larger groups, we may be able to arrange a separate room for luggage storage. This will depend on availability and should be discussed in advance with your contact person.
What branding opportunities are available for meetings and events?
Many of our hotels offer branding opportunities such as roll-ups, digital screens, signage, and other event visibility options. Depending on the venue, additional branding solutions may also be possible. Please discuss your ideas with your event coordinator, and we'll explore the available options together.
Is there online meeting equipment in the meeting room?
Some of our hotels offer equipment for online and hybrid meetings. Please note that the available equipment and technical specifications may vary between hotels. We recommend discussing your requirements with your contact person, who will be happy to help find the best solution for your meeting.
Does the hotel offer technical support?
The hotel team will be available on the day to assist with the setup and answer any technical questions that may arise. Dedicated technical support can also be arranged if required. We recommend discussing your requirements with your contact person, who will be happy to help find the best solution for your meeting.
