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Planning the stand
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Stand construction and safety
The event organiser is responsible for the general safety of the event and for ensuring that guidelines are observed.
Exhibitors are responsible for the safety of their stands, with respect both to structures and exhibited items.
Stand builders are responsible for the safety of the stands they build; this applies to both property damage and personal injury.
Stand construction and safety at the Helsinki Exhibition & Convention Centre (pdf)
The location of the stand and the stand number
Your stand number and the location of the stand in the hall will be shown in a separate plan, where the locations of any floor drains and columns are also marked. The Finnish Fair Corporation will attach the stand numbers to the fascia, or, if there isn't one, to the wall.Areas that are left between stands have been marked with crossbars in the plan. Those areas and the space between the back wall of the stand and the wall of the hall must not be used as storage space, on account of fire safety requirements. Fire hydrants must be left readily accessible in accordance with the location plan (marked on the map with ‘PP’).
Stand constructions and height
The standard height of stand constructions ordered from the Finnish Fair Corporation is 250 cm. For construction and decoration solutions that are higher than this, permission is needed.
The height of the fascia is 30 cm. In a fascia with a profile structure, the height of the free space is 20 cm.
With constructions higher than 250 cm, the minimum distance from neighbouring stands is two metres, unless the exhibitor makes a written agreement with the neighbouring stand for a different arrangement. This does not apply to exhibits.
Each stand must have outlining walls. Standard wall and profile structures cannot be combined.
Additional advertising space and extra-high constructions
Constructions higher than 250 cm are counted as additional advertising space, which is charged for. The charge does not apply to all events. Please check event-specific terms of participation.
Pillars
The maximum height of constructions erected around the pillars in the hall is five metres (see the ‘Additional advertising space’ section). Decorations are not to be attached to the pillars or other fixed structures of the hall. If there happens to be pillar at your stand's location, a separate dimensional drawing of the pillar will be provided with the location map of the stand.
Helium balloons
Giving out gas-filled balloons at the stand is not allowed.
Stand electricity
Stand-specific electricity will always be installed to order. Please attach to your electricity order the location drawings for power supplies at the stand. During the exhibition, electricity supply to the stands will be cut off for the night. If you need electricity during the night at your stand – for example, for IT equipment or a fridge – make sure to order a wall socket with continuous electrical supply.
Attaching the carpet
The stand carpet may be fastened to the hall floor with weak-adhesive tape. Using tape that is hard to detach from the floor is forbidden. After the exhibition, all tape must be removed from the floor.
Raised flooring
If the stand floor is being raised more than 12 cm, the open sides must be equipped with steps or a railing. Please provide drawings of the raised flooring to the event's Technical Coordinator in advance.
Heavy exhibition items
Heavy machines that will be demonstrated in operation must be equipped with a weight-distributing base. Make sure that the audience can view the exhibits at your stand safely and comfortably.
Permits
Retail sales
The instructions on retail sale vary, so please check them on the event-specific terms of participation
Food products
If food products are being sold, served, offered in tastings, or prepared at your stand, you must give notice to the Environment Centre of the City of Helsinki. Further information on selling, serving, and offering tastings of food products can be found on the Environment Centre's Web site.
Catering at the stand
Catering is provided by Fazer Ravintolat. You may become acquainted with the catering services and order catering in advance. This way, we can ensure the best possible service.
Learn about the catering possibilities at the stands
VAT refunds
Read further information at www.vero.fi
Music, movies, and TV
The Finnish Fair Corporation will pay compensation on behalf of the exhibitors for live and mechanically reproduced music at exhibitions held at the Helsinki Exhibition & Convention Centre in accordance with the agreement made with the Finnish Composers' Copyright Society Teosto. Live-music performers must notify Teosto of the compositions they are going to perform and the authors of these. Please remind your performers of this if you will be holding such an event. Read details concerning music at www.teosto.fi.
It is good custom to make sure that activities at your stand will not disturb the neighbouring stands. Our recommendation for maximum sound volume is 75 dB.
Showing movies at the stand
The movies shown at the exhibition do not need to be inspected, but notification concerning them has to be submitted. The classification/ notification form for audiovisual programmes can be found on the Web site www.vet.fi.
TV licences
Please make sure that you have a TV licence for any television sets at the stand. If your organisation already has a valid TV licence, a separate licence is not required for temporary use at the exhibition stand.
Read more about television licences at www.tv-maksu.fi
Insurance
Exhibitors are responsible for the safety of their products and stand structures. The Finnish Fair Corporation's liability insurance will cover only the damages caused to a third party through the actions of its own staff or its equipment or constructions. Remember that valuables should not be left at the stand unattended. You can insure your exhibition property with Pohjola's fair insurance.
Safety at the stand
The materials used at the stand need to be fire-classified or flame-proofed. The instructions for this are based on the National Building Code of Finland and on the laws and regulations on fire and rescue services. For further information on fire safety, contact the Hall Manager, tel. +358 40 450 3253 or hallimestari@finnexpo.fi.
Dangerous substances may be stored on exhibition premises only with a special permit. If you wish to bring dangerous substances to the stand, in all cases a report on the substances and an application need to be submitted to the hall manager at least 45 days before the exhibition is to start. For further information on dangerous substances, refer to the document ‘Stand construction and safety at the Helsinki Exhibition & Convention Centre’.
If food is being prepared at the stand, any surfaces that could become hot must be isolated from the audience. First-aid extinguishing equipment must be available in the facilities in case there is a fire: a smothering blanket or a powder extinguisher.
Areas between stands or between the stand’s back wall and the wall of the hall must not be used as storage space, for fire safety reasons. If there is a fire hydrant in the stand’s area, passage to the fire hydrant must be kept clear.
Demonstrations
If demonstrations will be held at your stand, the demonstration area needs to be guarded and clearly delineated. For further information on occupational safety matters, contact foreman Jari Hallamaa, jari.hallamaa@finnexpo.fi.
If sparks or fire will be used in demonstrations, the demonstration area must fulfil the requirements for a permanent hot-work location.
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