Communicate actively with the media – it will contribute to the success of your participation at the fair.
The Helsinki Exhibition & Convention Centre is visited by thousands of media representatives annually. They are looking for new perspectives, interesting interviewees and information on new products and services. The press centre is the base for the media and the fair Communications Officer acts as their contact point. Press releases from exhibitors and general event information can be found in the press centre. You can recognise media representatives by their PRESS card.
6 to 3 months before the fair
• Draft a communications plan for the event: define goals and core messages.
• Flag up your participation in the event in your company’s communication materials (for example your website, customer magazine, internal magazine).
3 to 1 months before the fair
• Finalise your communications plan.
• Inform the event’s Communications Officer if you wish to host a press conference during the fair. Book facilities and catering.
One month before the fair
• The event’s Communications Officer will inform the media in advance about the event.
• Use FairNet to publicise new products, events at your stand and high-profile visitors to the stand.
Three weeks before the event
• Prepare a press release and mail it (30 to 50 copies) to the Communications Officer for the event. For international events, remember to also supply foreign language versions (English/Swedish).
• In addition, supply the press release through FairNet for the media’s web service.
• You can also send image material. The most convenient way to send images is on a CD.
Two to one weeks before the event
• Send out invitations to your own press conference (if you are arranging one).
• In addition, publicise your press conference through FairNet for the media’s web service.
• Send your press releases to the media (use your own contact list or e.g. Kukamedia, www.infor.fi) and invite the press to your stand.
• Remember local newspapers. In most cases, they are happy to write about the fair participation of companies in their own area.
During the event
• Remember to take your press releases with you to your stand.
• Nominate the person at your stand who will answer questions from the media and prepare for them. The fair’s opening day is the busiest media day and, in most cases, when the event’s press conference is held.
If you have any further enquiries regarding communications at the fair, please contact the Communications Officer Ms Riikka Luomanpää, email@example.com, tel. +358 540 4231.