THE FINNISH FAIR CORPORATION – GENERAL TERMS OF PARTICIPATION
By submitting a signed registration form in writing or electronically, the exhibitor enters into a binding agreement to participate in the event and to abide by these General Terms of Participation and any supplementary conditions or instructions provided.
1. Exhibitors and products
Manufacturers, producers and sellers of the products and services specified in the product groups of the event or their authorised representatives, as well as organisations and publishers in the field, are eligible to participate as exhibitors.
Only products and services approved by the Finnish Fair Corporation (hereinafter “the Organiser”) may be exhibited. The Organiser shall have the right to remove other items as well as products or services that may cause a threat or inconvenience to other exhibitors or the public. The exhibitor shall be responsible for all
the permits, documentation and reports concerning his products and services required by Finnish laws and regulations.
2. Exhibitor registration and cancellation of participation
A binding reservation is made by submitting an application form in writing or electronically to the Organiser. Upon approval of the application, the Organiser shall send a confirmation to the exhibitor in writing or electronically. The Organiser reserves the right to reject exhibitor applications. The Organiser also has the right, at its discretion, to revoke an approval before or during the event, to terminate a contract and refund any payments already made, if the exhibitor, its employees, owners or other stakeholders have acted against the law or good practice or if its participation in the exhibition could, in the Organisers opinion, cause disturbance or danger to exhibition visitors or other exhibitors, or compromise either the reputation or financial succeeding of the event. In such circumstances, the exhibitor is not, in addition to reimbursement, entitled to compensation from the Organiser. The exhibitor shall not have the right to sublet or transfer a stand or part of a stand to another party without the Organiser’s written permission.
3. Retail sales and serving of food or alcohol
Retail sales are normally allowed during the event, unless expressly prohibited in these Terms or otherwise. No visible storage areas are allowed at the stand.
Compass Group FS Finland Oy and any individually appointed restaurants have the exclusive rights to provide hospitality services in Helsinki Expo and Convention Centre. However, the exhibitor shall be entitled to provide food tasting and tasting of other than alcoholic beverages at the stand, provided that no payment is required for tasting. Take-away food sales to customers are allowed. Sale of food and drink for consumption on site is prohibited, unless the parties expressly agree otherwise in advance. During hospitality and food industry events, event-specific terms shall primarily apply. The exhibitor shall be responsible for drawing up and implementing a selfmonitoring plan, and for submitting the notices and obtaining the permits, if any, required under the Food Act or otherwise.
Any serving of alcoholic beverages is prohibited, unless expressly agreed otherwise by the parties in advance.
4. Location of stands
The Organiser shall determine the final location of stands, taking into consideration the effective use of hall space, event-specific branch grouping and, where possible, exhibitors’ wishes. The Organiser shall have the right to increase or decrease the amount of reserved space by a maximum of 10% without consulting the exhibitor, or to relocate the stand if the event’s layout plan changes completely or partially from the original plan.
5. Cancelling participation, decreasing the size of a stand and reversal of the right to use a stand
5.1. The exhibitor shall have the right to cancel his participation or decrease the amount of exhibition space reserved within seven (7) days of receiving confirmation from the Organiser. Requests for cancellation of participation or change of stand size must be made in writing. In the event that the exhibitor cancels his participation or decreases the size of his stand at a later time, the Organiser shall be entitled to collect fees in full as specified in the confirmed reservation. In the case that the exhibitor registers less than thirty (30) days prior to the start of the event, the reservation is binding as from the date of registration. These terms of cancellation and payment shall also apply in full to any package stands and other comprehensive participation solutions that were ordered in conjunction with registration.
5.2. The right to use a stand shall revert to the Organiser if:
a) the exhibitor cancels his participation; or
b) the exhibitor fails to pay participation fees within the due datespecified in the event-specific terms of participation; or
c) the exhibitor fails to take possession of the reserved exhibition space by noon on the day preceding the opening day unless otherwise agreed; or
d) the exhibitor is otherwise in material breach of the terms of participation or any supplementary instructions provided.
In the event that the right to use exhibition space reverts to the Organiser as specified in Section 5.2 herein, the Organiser shall be entitled to collect participation fees in full as specified in the confirmed reservation. In such cases, the Organiser shall also have the right to resell the exhibition space or to use it for any other purpose as necessary.
6. Rental terms
Structures and furniture prices include rent, installation and dismantling costs throughout during the event. If a product already delivered to the stand is canceled, Helsinki Expo and Convention Centre will have the right to charge a full price for the product.
Structures and furniture for rent are for indoor use only. The profile structure and the standard structure are separate structures that cannot be combined. For security reasons, Helsinki Expo and Convention Centre shall have the right to add support structures and to charge the exhibitor the resulting costs.
For decoration, use low adhesive tape or decoration hooks in the profile structure. You can attach objects to the standard structure with stickers, small screws or nails. It is up to the exhibitor to remove the labels, screws and nails at the end of the event. If they are not removed, Helsinki Expo and Convention Centre shall be entitled to charge the costs of their removal.
Electricity and lighting prices include rental of electrical / lighting fixtures, cables
and other installation material as well as installation and dismantling. If additional lugs, cables or other materials are required for the installation of luminaires and busbars or other special works, the materials and installation work will be charged separately. Electrical installation at Helsinki Expo and Convention Centre is carried out by PKS-Talotekniikka Oy as a subcontractor of Helsinki Expo and Convention Centre. Exhibitors’ electrical equipment must meet the requirements of SFS 6000- 7-711. Sockets of less than 20 A must be equipped with earth-leakage circuit breakers of 30 mA. AV equipment prices include rental, installation and removal costs unless otherwise stated.
The Exhibitor shall be obliged to replace lost or damaged structures, furniture, AV equipment and electrical / lighting fixtures and fittings at their full value. Find more detailed terms and regulations: https://www.emessukeskus.com/#/help/detail/729/16589?lang=en
Complaints regarding construction or ordered products and services, such as product defects, must be made to the Exhibition Office email@example.com during construction time or exhibition so that the defect can be noted and corrected by the Helsinki Expo and Convention Centre’ personnel.
Complaints regarding product defects made after the exhibition will not be refunded.
7. Cancellation terms
If an order that has already been delivered to the stand is cancelled, Helsinki Expo and Convention Centre has the right to charge full price for the product. If the product has not yet been delivered to the stand, Helsinki Expo and Convention Centre strives to cancel the purchases according to the customers wishes. In this case, Helsinki Expo and Convention Centre has the right to charge all extra costs caused by the cancellation. For example, all subcontracted graphical products and special constructions and fixtures that already have been made, will in cancellation cases be charged according to the original order. Please note that when cancellation of ordered products and services arrives under 7 days before the first construction day, the order will be invoiced according to your order.
SOL cleaning services: Please note that when cancellation of ordered cleaning services arrives under 7 days before the first construction day, the order will be invoiced according to your order. You can cancel by email: firstname.lastname@example.org
8. Stand construction
The exhibitor shall be responsible for erecting, decorating, dismantling, removing and cleaning his own stand as well as waste management. Attaching anything to the ceiling, a pillar or the wall structures of the halls is strictly forbidden. The price of a participation solution rented from the Organiser includes the erection and dismantling of the structures included in the package. The exhibitor shall be responsible for all supplies and work related to the stand ordered by him and any costs incurred by the Organiser as a result of the stand, including subcontractors, etc. The Organiser shall have the right to collect advance payment for services ordered by the exhibitor. The Organiser shall have the right to limit the size of a stand.
The following shall always be subject to prior approval by the Organiser:
– The placement of any exhibition item weighing more than 1,000 kg;
– Structures and decorations higher than 250 cm;
– The erection of two-storey stand constructions.
Exhibitors wishing to undertake any of the above measures must apply for approval from the Organiser in writing no later than 45 days prior to the event in question.
9. Exhibiting and dismantling
The following measures by the exhibitor are subject to prior approval by the Organiser:
– Displaying the name of any other party besides the exhibitor, his clients and representatives on a stand. The registration fee or the publicity and environmental fee or the minimum participation fee shall be collected for such a display except in the event that the exhibitor and Organiser have agreed on a joint stand at the time of registration or the event-specific terms of participation specifically allow this practice.
– Distribution of any products or marketing materials other than the exhibitor’s own, and distribution of any materials or undertaking any other activity outside the boundaries of the exhibitor’s own stand.
– Stands may not be emptied or dismantled before the start of the official dismantling period. The time for this shall be specified for each event by the Organiser. Any exhibitor found in breach of this condition shall be charged a contract penalty of one thousand (1,000) euro. If an exhibitor fails to dismantle his stand within the official dismantling period, the Organiser is entitled to dismantle the stand on the exhibitor’s behalf and to charge any dismantling and storage costs to the exhibitor.
10. Special terms regarding online events
Regarding online events, the Exhibitor is responsible for adding and modifying or deleting content to the online event material. The Exhibitor is also responsible for the backup copying of material that the exhibitor has added to the online event. The Organiser is not responsible for either destruction or damage of the material.
Regarding online events, the Organiser has the right to modify or delete such material of the Exhibitor, that the Organiser finds harmful.
If the Exhibitor should decide to market services/products of a third party on its own profile page, this has to be agreed upon in advance with the Organiser. The Organiser will charge separately for the directing of users to webpages that the Exhibitor designates, for example regarding special offers for the fair. The amount of the separate fee will be agreed upon separately.
In online events, the Organiser has the right to limit or prohibit such use, that violates law, good manners or the protected rights of a third party, or that unreasonably burdens the service or network provided by the Organiser, impends on information security or confidentiality, impedes users or use of the online service, or is in any other way against rules and regulations issued by the Organiser.
The Finnish Fair Corporation can, if it sees necessary, without advance notification, also prohibit the Exhibitor or user to access the online event, for instance if it is necessary for the purpose of developing or changing the network or service, to repair deficiencies or faults, or other service or maintenance work or reasons due to law, instructions constituted by authorities or other similar reasons. For other than sudden or minor interuptions the Organiser strives to notify the Exhibitor in advance, as it sees fit, for instance in or through the online service.
The Organiser will deliver the online service to the Exhibitor in the best way as it sees fit. The online service is in fault mode if it substantially differs from the defined or in any other way agreed upon features and this deflection substantially prevents the use of the online service. The services are provided to the Exhibitor ”as they are” and the Organiser does not provide any direct or indirect guarantees of the operations or features of the online service, and neither does the Organiser guarantee, that the online service will function without interruptions and without faults.
The Exhibitor is reponsible for the use of the online service and for the material that the Exhibitor has fed into the service or through which the Exhibitor has distributed material to other users or other networks, and also responsible that the use of the network or this material does not violate the copyright, industrial and other protected rights of a third party or that this material is contrary to the terms, laws or good practice of these or that it causes damage or disturbances to the network, the Organiser, its partners, other users of the online service or other third parties. The exhibitor is responsible for its activity that is contrary to laws, terms of the online service and good practice and commits to compensate the damage caused to the Organiser or any third parties.
11. Damage and insurance
The exhibitor shall be responsible for arranging appropriate insurances to cover any damage to people or property. The exhibitor shall be liable for any personal, material and other damages which may be caused by his stand’s structures, equipment, exhibition items or the exhibitor’s or his subcontractor’s activities to third parties (such as visitors or other exhibitors), the Organiser, the exhibition halls and/or the premises. The exhibitor shall be responsible for arranging appropriate liability insurance to cover any damage to people or property. The Organiser shall be liable for the actions of its own personnel and for any damage caused to exhibitors or third parties by the Organiser’s equipment or facilities.
12. Electricity and electrical work
The Organiser shall be responsible for general lighting. The exhibitor shall order electricity as well as the necessary installation work for his stand from the Organiser. The exhibitor is responsible for any electrical equipment brought by him to the stand. Electrical installations on the Organiser’s premises shall be performed by an electric contractor authorised by the Organiser. The Organiser shall not be responsible for any damage caused by a power outage.
13. Security, fire and other safety
The Organiser shall be responsible for fire security and general order at the Helsinki Expo and Convention Centre, but not for any damage to or loss of the exhibitor’s goods, structures, etc.
With regard to fire safety and the structures and materials used at the stand, exhibitors must comply with current legislation and decrees as well as the Helsinki Expo and Convention Centre’s security guidelines. Permission must be obtained from the fire department or law enforcement authorities in advance to display any equipment or structures or carry out any performances which are subject to permission.
In demonstrating machines and other technical equipment, exhibitors must comply with the provisions of the Occupational Safety and Health Act and the Helsinki Expo and Convention Centre security guidelines.
The exhibitor shall be responsible for the appropriate advance inspection of films, video programmes, other audiovisual programmes and recordings which he presents on the Organiser’s premises as well as fees required by the Copyright Act for music and other works which he presents. The Organiser shall pay the Teosto and Gramex fees on behalf of the exhibitors. Presentations may not disturb neighbouring stands.
15. Passes and invitations
The exhibitor’s staff and subcontractors must have personal passes provided by the Organiser during construction and dismantling work as well as during the fair itself. Passes must be visibly displayed. The exhibitor shall not have the right to sell invitation cards or passes to another party.
16. Terms of payment and participation
The Finnish Fair Corporation reserves the right to charge by invoice all orders regarding the event before the beginning of the event. The invoices come from the address: email@example.com.
If the customer wishes to split the invoice for the stand rental and direct it to several customer companies, a fee of twenty-five (25) euro + VAT will be charged from each invoiced organisation for the invoicing of the stand.
If the request for splitting the invoice is communicated after the original invoice has been sent, the fee will be fifty (50) euro + VAT per invoiced organisation.
The exhibitor is obliged to inform the event organiser at least forty-five (45) days before the event, if the invoice for the technical implementation and structures should be sent to another organisation. If this organisation, named by the exhibitor, does not pay the invoice within the set time, the responsibility for the invoice will be directed to the exhibitor.
In case the registration has been made closer than 30 – 8 days before the start of the event, the reservation is binding starting from the day of the registration and the participation fees will be invoiced immediately with a 7-day term of payment. In case the registration has been made closer than 7 – 0 days before the start of the event, the reservation is binding starting from the day of the registration and the participation fees will be invoiced and will become due IMMEDIATELY.
If the customer company is foreign, all orders related to the event will be invoiced in advance, before the building of the event commences.
All possible extra orders made on site shall be paid with credit card when the order is placed.
17. Invoiced ticket orders
Companies and associations which have a positive credit score and a valid business ID or registration number can order tickets to be invoiced. The order should be written, after which the Finnish Fair Corporation will send an order confirmation and the buyer will confirm that the information is correct. After this the order is binding and the ticket/tickets will be sent to the given address. The order cannot be changed or cancelled after the recipient has confirmed the order. The Helsinki Expo and Convention Centre will not be liable for possible changes in the programme of the event. The term of payment for Finnish companies is 14 days net, if no other agreement has been made. Exceptions: if the beginning of the event is within 30-8 days, the term of payment is 7 days. If the order is placed closer than 7-0 days of the event, the term of payment is IMMEDIATELY. The invoice will be charged with a service fee according to current price list.
18. Force majeure
The Organiser has the right to cancel an exhibition event or reschedule it to another date, if the exhibition event cannot be arranged during agreed date due to force majeure. The Organiser shall not be liable for delays, disadvantages and damages caused by cancellation or postponement of the event due to force majeure. The Exhibitor will not be freed from its obligations and does not have the right to a refund for payments already made, if the Organiser reschedules the exhibition event due to force majeure. The due date for payments that have not yet been made will be moved to a date corresponding to the rescheduled time of the exhibition event. Force majeure conditions include all circumstances beyond the Organiser’s control which the Organiser could not have reasonably anticipated at the time of signing the Agreement and whose consequences the Organiser could not have reasonably avoided or overcome. Force majeure conditions include, amongst others, interruptions in general power supply, fire or other event preventing normal use of the fair facilities, natural disasters, earthquake, acts of war, riot, pandemic, state of emergency or other reason, that can compromise the safety of participants and/or exhibitors of the exhibition event. Strikes, lockouts, boycotts and other labour disputes are considered force majeure, even when the Organiser itself is the target of or a participant in said actions. Force majeure conditions affecting a subcontractor hired by the Organiser shall also be grounds for discharge of the Organiser’s liability.
19. Other terms and conditions
Prices specified by the Organiser are subject to value added tax. The Finnish Fair Corporation will send invoices to foreign exhibitors without value added tax, provided that the exhibitor has indicated their VAT number on the registration form. If the client company does not have a VAT number or the VAT number has not been indicated, the invoices will be sent inclusive of VAT under the Finnish tax base. Interest on overdue payments shall be charged at 16 %.
The Finnish version of these terms of participation shall take precedence in case of any difference in interpretation. Any disputes arising from these terms that cannot be resolved through negotiation shall be resolved by Helsinki District Court. These terms of participation are governed by Finnish law.
Updated on 27 March 2023.