Exhibitor’s guide

• Check your invoicing details on the order confirmation and send any comments to yrityspalvelu@messukeskus.com  by 27th June 2025.  Please note that changes to billing information made after the invoice has been sent will be subject to a separate billing surcharge.
• Update your company profile at eMessukeskus by 28th June 2025
• Register co-exhibitors participating in your joint stand through eMessukeskus (section Co-exhibitors) at the latest on  24th July 2025
• If you have ordered graphic products or if your stand includes graphic products, please remember to send the necessary materials to graphics@messukeskus.com by 28th July 2025 at the latest. Orders for late delivery will be subject to a 50% surcharge.
• Plan and order your stand structures by 18th of July 2025 in order to acquire the products at a lower cost.
  • On 19th July 2025 prices will increase by 20%
  • On 8th August 2025 prices will increase by 50%
  • On 21st August 2025 prices will increase by 100%
• If you wish to exchange all or part of the eTickets for print tickets, please let us know by 26th June 2025 at asiakaspalvelu@messukeskus.com.

eMessukeskus allows you, for example, to manage all orders related to your participation, invite customers to events, send badges, update your company profile and announce your stand programme.

• Thu 28.8. 9am–5pm
• Fri 29.9. 9am–5pm 
• Sat 30.8. 9am–4pm 

Please check your invoicing details in your order confirmation or at eMessukeskus’ My profile page and send any corrections to customer.service@messukeskus.com by 27th of July 2025. Please note that changes made to the invoicing details after the invoice has been issued are subject to an additional charge.

Exhibitors tasting or serving food must notify the Environmental Service of the sale or serving of food at least 4 working days before the event. You can submit the notification online or download the form from the City of Helsinki website in doc or pdf format and send the notification by e-mail to ulkomyynti@hel.fi.

Stay comfortably during the event at the Hotel Sveitsi or Scandic Hyvinkää. As an exhibitor, you will get your room at a special price.

Book your room early, as the hotels are very popular during the events!

Hotel Sveitsi offers a discount code directly through the link.

Hotel Scandic Hyvinkää offers a discount with code:  EVNT

Some of the list scammers we are familiar with are:

ExpoGuide, The FAIR Guide, UTP Digital Directories (fairguide.com), (Construct Data Publishers Verlas AG), Euro Business Guide, Eu company Directory European City Guide, The Millennium Guide, The European Internet Guide, The International Fax Directory or IT&T fax directory Europa-Club & World Travel Register, 1st European City Guide, The Tour and Travel Guide, Verlag Fax Directory, Classified Telefax Pages cdnet.at

These companies offer paid visibility to many of our exhibitors in foreign exhibitor directories and often send along a pre-filled list information form. The international association of trade fair organizers UFI has taken countermeasures, seeking to prevent the operation of these companies through legal means and warns its member companies about list scammers. Many countries’ trade fair organizers (including Messukeskus) have published guidelines on their websites for those targeted by groundless billing schemes.

Messukeskus has no affiliation with this company or list, and we are unaware of any benefit or visibility this list could bring to the company. The best way to ensure the accuracy of the list is always to verify with the trade fair organizer.

ACTION:

• If you are unsure in the future whether a list information request is related to your own participation in a trade fair, contact your contact person at Messukeskus.
• If you have already responded to such a scam information request and received an invoice, do not pay the invoice. You can send a message to the sender of the invoice stating that you will not pay the invoice. It is not advisable to react further to these invoices and collections. In practice, foreign scam firms do not have the means to collect sums for their groundless services.

Check out the guidelines for the design, construction, licensing and access arrangements of the stand.

All exhibitors participating in the event will be published on the event website. The list will be published about two months before the event, so please update your information by then.

The list will be updated with the name of the company that you gave to the Sales Manager when you confirmed your participation in the event. If you wish to change your visibility name, you can easily do so via the eMessukeskus under the link Market your participation.

In addition to the visibility name, it is also easy to upload your company logo, a link to your company’s website and other information you would like to share with visitors (videos/photos). Please fill in all the necessary information about your company at least two months before the event so that visitors have enough time to get to know the companies participating in the event.

Please note that the visibility name must be updated at least one month before the event in order to be included in the printed brochure. The brochure will be distributed to visitors.

Please register your co-exhibitors for your joint stand via the eMessukeskus under co-exhibitors no later than 24th July 2025, so that their company’s name can be included in the printed information leaflet distributed at the fair. Co-exhibitors will receive their own company-specific account and their own login to the eMessukeskus. eMessukeskus login will also allow exhibitors to edit their company profile (update their visibility name, upload their logo, etc.) under Update your company profile.

Send electronic invitations via the eTickets for visitors page of the eMessukeskus. You can send an unlimited number of eTickets – they will be invoiced after the event according to the number of tickets used (i.e. read at the entrances), taking into account any free tickets included in the stand.

If you wish to exchange all or part of your stand eTickets for print tickets, please let us know by 26 June 2025: asiakaspalvelu@messukeskus.com

Print tickets can also be ordered via the eMessukeskus under Order products and services. Print tickets will be invoiced according to consumption, i.e. the number of tickets counted at the entrance, when the order is placed by 26 September 2025. After that date, the number of tickets ordered will be invoiced according to the number of tickets ordered. We will mail the print tickets approximately one month before the event. It is advisable to deliver the print tickets to customers in advance; they cannot be left at the Messukeskus service points for pick up.

Fair offers attract visitors and increase commerciality. Customers are more willing to familiarise themselves with what is on offer before making a purchase decision. Please ensure that customers and the media are informed about the products and offers in the fair in advance by announcing them in the eMessukeskus one month before the event. New products and offers will be displayed on the event’s website and you will receive free visibility through it.

Add new products and offers in the eMessukeskus:

• Market your participation
• Update your company profile
• Catalogue products
• Add a new product

Add a product title, description text and images. You can also indicate the price and a possible offer. The added products will appear on the event website closer to the event.

Use the event logos and banners in your own marketing channels!

Be sure to share your participation and the new products you will be exhibiting at the fair on your own marketing and communication channels, such as social media. You can use event logos, banners and images to promote your participation.

Actively contact journalists and influencers inviting them to visit your stand. Publish press releases through eMessukeskus (under Press and Media) and submit printable versions to our Press Centre, which is open during the event opening hours. You can recognize journalists by their PRESS badge and bloggers along with social media influencers by their CONTENT CREATOR badge. The event is attended by numerous media outlets. 

Please advise the Communications Manager of the event should your stand include new releases, performers, a specific programme, press conferences or other activities that could interest the media. This will ensure that overlapping events can be avoided. Communications Manager Teija Armanto, tel. +358 50 376 0804 , teija.armanto@messukeskus.com

Please be there to tell your followers about the fair and your participation, and make sure your target group gets all the relevant information about your stands events and the date of the event! Please put the dates of our joint marketing outputs on your calendar.

13 June: Tell visitors the reasons why attend the exhibition and your stand.

4 August: Inform visitors about your stand’s programme, offers, and why they should visit your stand.

25 August: During exhibition week, tell visitors about the upcoming event’s content, new products, and programme.

We will remind you of the dates in our exhibitor letters closer to the event.

Creating a big buzz around the event is something we do best together! Visitors come to the fair precisely because of your great exhibitors. That’s why we want to tell the general public about the unique products and services you have to offer and why they should come to your stand? So get involved in communicating about the fair on a common schedule – let’s make this an industry-wide event you can’t miss!

Exhibition visitors look in advance for information about what the exhibition has to offer and what is happening at the stands during the weekend.

Announce your programme in the eMessukeskus and it will be published on the event’s website and you will get free exposure for your programme.

Stand construction 

• Mon 25.8. 7am–10pm  
• Tue 26.8. 7am–10pm  
• Wed 27.8. 7am–10pm  
•  Driving to the area ends Wed 27.8. 10pm 

​Maintenance  

• Thu 28.8. 7am–9am 
• Fri 29.9. 7am–9am 
• Sat 30.8. 7am–9am 

Stand dismantling 

• Sat 30.8. 4pm–10pm 
• Sun 31.8. 7am–10pm 
• Mon 1.9. 7am–10pm
• Driving at the area starts Sat 5pm 

You can conveniently send badges to your team members’ emails or mobile phones via the eMessukeskus under Submit Passes. The pass holder can print it in advance through the email link or the pass can alternatively be printed at any of the entrances of the exhibition centre or at our Exhibition Office. Badge pockets for passes are available at the entrances and the Exhibition Office. Please note that our staff may occasionally check passes during the fair.

You can create as many passes as necessary. The constructor pass is free of charge. 

The exhibitor’s pass is for the staff of the stand during the event. The pass is personal and valid during the construction, event and dismantling periods of the fair. The badge must be displayed during the event and entitles the holder to access to the Exhibitors’ Lounge together with benefits for purchasing goods. The constructos’ pass is valid during the construction and dismantling periods of the event.

Through the northern and southern service gates, movement of heavy combinations across the runway should be avoided. Unloading, loading, and movement of tracked vehicles on the pavement are also prohibited. Delivery address: Hyvinkää Airport, Lentokentäntie 50, 05820 Hyvinkää

Please note that goods delivered before the construction period will be forwarded to Niemi Services, logistics services are subject to a charge.

Depending on your needs, we can deliver a customised stand plan with implementation, or you may choose from three different options that are ready-to-use. Reusability of structural materials and energy efficiency in lighting are key aspects of our stand packages. 

If you have ordered graphic products or if your stand includes graphic products, please remember to send the necessary materials to graphics@messukeskus.com by 28th July 2025 at the latest. A 50% surcharge will be added to orders submitted late.

Materials required for graphic products:

• Print-ready PDF files (please check the material guide that came with your order confirmation)
• Header texts/logos

We price according to price periods. The earlier you place an order, the more you will save on the required products and services. Furthermore, you can ensure the availability of necessary products. 

Structures and furniture can be ordered through eMessukeskus under Order more. Placing your order by 18th July you will acquire the products at a lower cost.  

Save money by placing your order in advance! 

On 19th July 2025  prices will increase by 20% 

On 8th August 2025 prices will increase by 50% 

On 21st August 2025 prices will increase by 100% 

More information: osastopalvelut@messukeskus.com 

Exhibitors’ parking: North and South entrances.
Visitors’ entrance: East entrance.
Buses: Designated area.

The Exhibition Office assists exhibitors and constructors during the construction and opening hours of the event regarding matters such as stand orders.

Restaurant services will be updated closer to the event.

Never leave valuables accessible when the exhibition day ends. Take care of all necessary insurances and consider renting possible safety accessories such as showcases, locks or security cables for computers and / or monitors.

In like manner we are prepared to take care of other possible security needs regarding your stand. These needs can be addressed with our security services partner Securitas. Read more about the available security services on eMessukeskus under Products & services in the category Safety (under Stand services).

Check out our tips and advice for people performing at the event below.

Specific instructions for each performance (arrival, stage, technology, etc.) will be sent by the event producer to the programme contact person by email about a month before the event.

We encourage our stakeholders and participating companies to act with sustainability in mind. Before attending, consider your supply chain and the solutions you use for booth design, logistics, and during the event. Plan resources and procurement quantities to minimize waste. Think ahead about the possibilities for reusing materials and structures. The contact person at the Helsinki Expo and Convention Centre is happy to assist with implementing sustainable participation solutions. Ask for more details! 

Familiarize yourself in advance with the options available for participating responsibly. Together, we can reduce the event’s carbon footprint! 

If you have leftover food and groceries, for example, you can donate the leftover products to those in need through Messukeskus’ partners. We hope that donations will be directed primarily to the Vailla vakinaista asuntoa ry, which operates in Pasila, Helsinki. For more information on the activities of VVA ry, click here.

Please arrange directly and in advance with our partners to deliver the products!

VVA’s office is located in Helsinki Pasila. Inquiries regarding donations of clothing, food and goods can be made to Vepa on weekdays from 9:00 to 19:00. 050 443 1065 or to the office weekdays 9:00-15:00 tel. 044 704 4310.