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General terms of participation

By signing the registration or submitting an electronic registration, the Exhibitor commits to participating in the trade fair event and to complying with these General Terms of Participation, as well as any supplementary terms drawn up or instructions issued in addition to them.

1. Exhibitors and Products

Exhibitors may include manufacturers, producers, sellers, or their authorized representatives of the products and services listed in the event’s product categories, as well as industry organisations and publications.

Only products and services approved by Expomark Oy (hereinafter the “Organiser”) may be exhibited. The Organiser reserves the right to remove any other exhibition items, as well as products or services that may pose a danger to or cause disturbance to other exhibitors or the public. The Exhibitor is responsible for ensuring that their own products and services have all permits, documentation, and certifications required by law and regulations.

2. Registration as an Exhibitor and Cancellation of Participation

A binding registration as an exhibitor is made by submitting a written or electronic registration to the Organiser. Upon receipt of the registration, the Organiser shall approve the Exhibitor’s application and confirm it to the Exhibitor in writing or electronically. The Organiser reserves the right to reject any registration.

The Organiser also reserves the right, at its discretion, to withdraw its approval before or during the event, terminate the agreement, and refund any payments already made, if the Exhibitor, its employees, owners, or other closely related parties have acted in violation of the law or good practice, or if the Exhibitor’s participation in the trade fair event could, in the Organiser’s opinion, cause disturbance or danger to visitors or other exhibitors, or jeopardize the reputation or financial success of the event. In such cases, the Exhibitor shall have no right to compensation from the Organiser other than the refund of payments made.

The Exhibitor may not sublet or otherwise transfer its stand or any part thereof without the Organiser’s prior written consent.

3. Retail Sales, Food Service, and Alcohol Serving

Retail sales are generally permitted during the event unless otherwise prohibited in these terms or separately restricted. No visible storage areas are permitted within the exhibition stand.

Restaurants specifically designated for the event have the exclusive right to conduct restaurant operations at the venue. However, exhibitors are entitled to offer food samples and non-alcoholic beverages at their exhibition stand, provided this is done free of charge. The sale of food for customers to take away for off-site consumption is also permitted. The sale of food or beverages for consumption on the premises is prohibited unless expressly agreed otherwise in advance between the parties. In connection with restaurant and food industry events, event-specific agreed terms shall primarily apply.

The Exhibitor is responsible for preparing and implementing a self-monitoring plan and for submitting all notifications and applying for all permits required under the Food Act and any other applicable regulations. Any form of serving of alcoholic beverages is prohibited unless expressly agreed otherwise in advance between the parties.

4. Allocation of Exhibition Stands

The Organiser shall determine the final location of exhibition stands, taking into account the appropriate use of the halls, event-specific industry grouping, and, where possible, the exhibitors’ preferences.

The Organiser reserves the right, without consulting the Exhibitor, to increase or decrease the floor area reserved by the Exhibitor by up to 10%, or to change the location of the stand, if the overall or partial layout of the event changes from the original plan.

5. Cancellation of Registration or Reduction of Stand Size and Reversion of Stand Usage Rights to the Organiser

5.1. The Exhibitor has the right to cancel its registration or reduce the size of the reserved exhibition space within seven (7) days from the date of the confirmation sent by the Organiser. Any cancellation or change to the size of the exhibition space must be made in writing. If the Exhibitor cancels its registration or reduces the size of its exhibition space after this period, the Organiser has the right to charge the participation fees in full in accordance with the confirmed registration. If the registration is made less than thirty (30) days before the start of the event, the reservation shall be binding as of the registration date. These cancellation and payment terms also apply in full to any stand solution ordered in connection with the registration.

5.2. The right to use the exhibition space reverts to the Organiser if:

  1. the Exhibitor cancels its registration; or
  2. the Exhibitor fails to pay the participation fees within the deadline specified in the event-specific terms of participation; or
  3. the Exhibitor does not take possession of the exhibition space by 12:00 noon on the day preceding the opening day, unless otherwise agreed; or
  4. the Exhibitor otherwise materially breaches the terms of participation or any supplementary instructions issued thereto.

If the right to use the exhibition space reverts to the Organiser pursuant to this section 5.2, the Organiser shall be entitled to charge the participation fees in full in accordance with the registration confirmed by the Organiser. In such cases, the Organiser also has the right to resell the exhibition space or use it for another purpose.

6. Rental Terms

Any complaints related to stand construction purchased through Expomark or to products and services ordered—such as product deficiencies—must be submitted to the Organiser during the construction period or the event itself, so that the deficiency or error can be verified and corrected by the Organiser’s staff or the event’s subcontractors. Complaints regarding product deficiencies or defects submitted after the event will not be compensated.

7. Amendment and Cancellation Terms

If an order for a product that has already been delivered to the stand is cancelled, the Organiser has the right to charge the full price of the product. If the product has not yet been delivered to the stand, the Organiser will, at the customer’s request, endeavour to cancel the procurement. In such cases, the Organiser has the right to charge the customer for all additional costs arising from the cancellation. Accordingly, for example, custom-made graphic products and special structures or furnishings that have already been produced based on the customer’s order will be invoiced in full in the event of cancellation. Cancellations made with less than one week’s notice will always be invoiced in accordance with the original order.

Cancellations can be made by email to: customerservice@expomark.fi

Cleaning orders: Cancellations made with less than one week’s notice will always be invoiced in accordance with the original order. Cancellations can be made by email to: customerservice@expomark.fi

8. Stand Construction

The Exhibitor is responsible for the construction, decoration, dismantling, removal, cleaning, and waste management of its own stand. Any attachment to the halls’ ceiling, pillar, or wall structures is prohibited. The price of a stand solution rented from the Organiser includes the assembly and dismantling of the structures included in the stand.

The Exhibitor is responsible for all work and materials ordered for its stand, as well as for any other costs incurred by the Organiser as a result of the Exhibitor’s stand, including those related to subcontractors or similar parties. The Organiser has the right to invoice services ordered by the Exhibitor in advance of the event. The Organiser also reserves the right to restrict the size of the exhibition stand.

The following actions always require the Organiser’s prior approval:
– Placement of an exhibition item weighing more than 1,000 kg or longer than 2.5 m
– Structural or decorative solutions exceeding a height of 250 cm (if located at a distance of 1 meter or less from the boundary of a neighbouring stand, approval must also be obtained from the neighbouring exhibitor)
– Construction of two-story exhibition structures

The Exhibitor must apply for written approval from the Organiser for the above-mentioned actions no later than forty-five (45) days before the relevant trade fair event.

9. Exhibition and Dismantling of the Stand

The Exhibitor must obtain the Organiser’s prior approval for the following actions:
– The display on the exhibition stand of any names other than those of the Exhibitor, its principals, and its representatives. A registration fee, visibility and environment fee, or the minimum participation fee shall be charged for such display, unless it concerns a joint stand agreed with the Organiser at the time of registration or unless otherwise stipulated in the event-specific terms of participation;
– Distribution of products or marketing materials other than the Exhibitor’s own, as well as all distribution and other activities carried out outside the boundaries of the Exhibitor’s own stand.

Exhibition stands may not be emptied or dismantled before the official dismantling period begins. The Organiser shall announce the official dismantling period separately for each trade fair event. An exhibitor who violates the above provision shall be liable to pay the Organiser a contractual penalty of one thousand (1,000) euros. If the Exhibitor fails to dismantle its stand within the announced dismantling period, the Organiser has the right to dismantle the stand on behalf of the Exhibitor and to invoice the Exhibitor for the dismantling and storage costs.

10. Special Terms Applicable to Online Events

With regard to online events, the Exhibitor is responsible for the content it uploads to the online event and for editing or removing such content. The Exhibitor is also responsible for backing up any material it uploads to the online event. The Organiser shall not be liable for the destruction of or damage to such material. In online events, the Organiser has the right to edit or remove exhibitor content that the Organiser considers harmful. If the Exhibitor decides to advertise the services or products of a third party on its own profile page in the online event, this must be agreed in advance with the Organiser. The Organiser shall charge a fee for directing users to the Exhibitor’s desired websites, for example in connection with trade fair offers; the amount of such fee shall be agreed separately.

In online events, the Organiser has the right to restrict or prevent any use that violates the law, good practice, or the protected rights of third parties, or that unreasonably burdens the service or network provided by the Organiser, threatens information security or data protection, interferes with the users or use of the online service, or otherwise violates these terms or other instructions or rules given by the Organiser.

The Organiser may, at its discretion and without prior notice, also block the Exhibitor’s or users’ access to the online event, for example if this is necessary for the development or modification of the network or service, for the correction of deficiencies or faults, or for other maintenance or servicing work, or due to law, authority orders, or other comparable reasons. For interruptions other than sudden or minor ones, the Organiser shall endeavour to notify the Exhibitor in advance in the manner it deems appropriate, for example via or through the online service.

The Organiser shall provide the online service to the Exhibitor in the manner it deems appropriate. The online service shall be deemed defective if it materially deviates from the defined or otherwise agreed features and such deviation materially prevents the use of the online service. The services are provided to the Exhibitor “as is,” and the Organiser gives no express or implied warranties regarding the operation or features of the online service, nor does the Organiser guarantee uninterrupted or error-free operation of the online service.

The Exhibitor is solely responsible for its use of the online service and for any material it leaves in the online service or distributes through it to other users or to other data networks, and for ensuring that such use or material does not infringe third-party copyright, industrial, or other protected rights, nor violate these terms, the law, or good practice, nor cause harm or disturbance to the network, the Organiser, its contractual partners, other users of the online service, or other third parties. The Exhibitor is responsible for any actions that violate the law, the online service terms, or good practice, and undertakes to compensate the Organiser or any third party for any damage caused.

11. Damages and Insurance

The Exhibitor is responsible for any damage, such as breakage, theft, or similar loss, to the structures, equipment, exhibition items, or other property of its stand. The Exhibitor is liable for all personal injury, property damage, and other losses caused by the structures, equipment, exhibition items, its operations, or its subcontractors to third parties (such as visitors or other exhibitors), the Organiser, the exhibition buildings, and/or the exhibition area.

The Exhibitor is responsible for obtaining appropriate personal injury, property, vehicle, and liability insurance. The Organiser is responsible for any damage caused to exhibitors or third parties by the actions of its own staff and by the Organiser’s equipment and buildings.

12. Electricity and Electrical Work

The Organiser is responsible for the general lighting of the venue. The Exhibitor shall order from the Organiser the electricity supply required for its stand, as well as any necessary installation work. The Exhibitor is responsible for all electrical equipment brought to the stand.

All electrical installations in the Organiser’s premises shall be carried out by an electrical contractor authorized by the Organiser. The Organiser shall not be liable for any damage caused by possible power outages.

13. Water, Drainage, and Compressed Air

Any required water, drainage, and compressed air work shall be ordered separately by the Exhibitor from an installation company selected by the Organiser, which will carry out the plumbing connections. All costs arising from water, drainage, and compressed air work, as well as from the consumption of water and compressed air, shall be borne by the Exhibitor.

14. Security, Fire Safety, and Other Safety Matters

The Organiser is responsible for fire watch services and general order at the event venue, but not for any damage to or loss of the Exhibitor’s goods, structures, or similar property. In matters relating to fire safety and the structures and materials of the exhibition stand, the Exhibitor must comply with applicable laws and regulations as well as the event’s safety instructions.

The Exhibitor must obtain in advance any permits required from the police or fire authorities for structures, equipment, or performances that are subject to authorization. When demonstrating machinery or other technical equipment, the Exhibitor must comply with occupational safety legislation and regulations, as well as the event’s safety instructions.

15. Demonstrations and Presentations

The Exhibitor is responsible for ensuring that any films, video programs, other visual programs, and recordings presented on the Organiser’s premises have undergone the required prior review, and for obtaining all permits and paying all fees required under copyright law for the music and other works presented. The Organiser shall pay the Teosto and Gramex fees on behalf of the exhibitors. Presentations must not disturb neighboring stands.

16. Access Passes and Invitations

During the setup and dismantling periods as well as throughout the event, the Exhibitor’s stand personnel and subcontractors must carry a personal access pass issued by the Organiser, which must be worn visibly at all times. The Exhibitor is not entitled to resell event invitation cards or access passes.

17. Delivery and Collection of Goods

Each delivery must be received and inspected on site by a designated person. If the Exhibitor’s staff is not present, the Organiser’s logistics partner will take charge of the shipment and deliver it to the stand indicated in the transport documentation as a chargeable service in accordance with its valid price list. The same applies to return shipments after the exhibition.

18. Payment and Reservation Terms

Expomark Oy has the right to invoice all orders related to the event prior to the event. We primarily use e-invoicing; our operator is Apix Messaging Oy. The operator’s intermediary ID is 003723327487. Sales invoices sent by email will be sent from the address expomark@apix.fi (Expomark Oy). The recipient is responsible for ensuring that this email address is included on the list of allowed senders. A service fee will be charged for paper invoices. We reserve the right to change service fee prices.

If an invoice requires a reference, this must be provided at the time of ordering by emailing customerservice@expomark.fi.

Any additional orders will be invoiced approximately two (2) weeks after the event, provided that the company has a Finnish Business ID and has received a positive credit decision from Suomen Asiakastieto. Otherwise, all orders related to the event will be invoiced prior to the event.

If the invoicing of the exhibition space rental is to be divided among several customer companies, or if reference or contact details are changed, a service fee will be charged for each invoice to be modified. The current service fee can be checked by contacting customerservice@expomark.fi. We reserve the right to change service fee prices.

If a request to amend invoicing is made only after the invoice has already been issued, an increased service fee will be charged and/or invoiced to the additional invoiced organisation.

The Exhibitor must notify the event Organiser no later than forty-five (45) days in advance if the invoice for the technical implementation and structures of the exhibition stand is to be sent to another organisation. If the organisation designated by the Exhibitor fails to pay the invoice within the agreed time, responsibility for payment shall revert to the Exhibitor.

The participation fee will be invoiced prior to the event. For Finnish companies, the payment term is fourteen (14) days net, unless otherwise agreed in writing. As an exception, if registration is made closer than thirty (30) to eight (8) days before the start of the event, the reservation shall be binding as of the registration date and the participation fees will be invoiced immediately with a payment term of seven (7) days. If registration is made closer than seven (7) to zero (0) days before the start of the event, the reservation shall be binding as of the registration date and the participation fees will be invoiced immediately with payment due immediately.

If the stand/space rental fee remains unpaid at the start of the construction period, construction of the stand may not begin.

In the case of a foreign customer company, all orders related to the event must be paid before the construction of the event begins.

Any additional orders made on site must be paid immediately at the time of ordering by credit card.

19. Invoiced Ticket Orders

Companies and associations with a valid business ID or registration number and a positive credit decision may order tickets on invoice. The order must be made in writing, after which Expomark Oy will send an order confirmation and the purchaser shall confirm the accuracy of the details. Once the order confirmation has been approved, the order becomes binding and the ticket(s) will be sent to the address provided. No changes or cancellations can be made after the order confirmation has been approved. Expomark Oy is not responsible for any possible changes to the event program.

For Finnish companies, the payment term is fourteen (14) days net, unless otherwise agreed in writing. Exceptions apply as follows: if the start of the event is 30–8 days away, the payment term is seven (7) days. If the order is placed less than 7–0 days before the start of the event, payment is due immediately. A service fee will be added to invoices in accordance with the current price list.

20. Force Majeure

The Organiser has the right to cancel the trade fair event or postpone it to a new date if the event cannot be held as agreed due to force majeure. The Organiser shall not be liable for any delays, inconvenience, or damages resulting from the cancellation or postponement of the event due to force majeure.

If the Organiser postpones the event to a new date due to force majeure, the Exhibitor shall not be released from its obligations and shall not be entitled to a refund of any payments already made. The due dates of any outstanding payments shall be postponed by a period corresponding to the postponement of the event.

Force majeure shall mean an event beyond the Organiser’s control which the Organiser could not reasonably have taken into account at the time of concluding the agreement and the consequences of which the Organiser could not reasonably have avoided or overcome. Force majeure includes, but is not limited to, interruptions in general energy supply, fire or other similar events preventing the use of the exhibition premises, natural disasters, earthquakes, war, rebellion, pandemic, state of emergency, or any other reason that may jeopardize the safety of event participants and/or exhibitors. Strikes, lockouts, boycotts, and other labour disputes shall be considered force majeure even when the Organiser itself is the target or a party to such actions. Force majeure affecting the Organiser’s subcontractors shall also be considered grounds for exemption.

21. Other Terms

The prices announced by the Organiser are subject to applicable value added tax (VAT). Prices are determined based on the time of ordering or the time of any order modification. Expomark will issue invoices to foreign exhibitors without VAT, provided that the Exhibitor has supplied a valid VAT number at the time of registration. If the company does not have a valid VAT number or if the VAT number has not been provided, invoices will be issued including VAT in accordance with the Finnish VAT rate.

The late payment interest rate is 16%. Any overdue trade receivables will be automatically transferred to Kredinor Oy for collection.

In the event of any issues of interpretation, the Finnish-language terms of participation shall prevail. Any disputes between the parties that cannot be resolved amicably shall be submitted in the first instance to the Helsinki District Court. Finnish law shall apply.

Updated 16 February 2026