Exhibitor’s guide

• Check your invoicing details on the order confirmation and send any comments to yrityspalvelu@messukeskus.com  by 27 September 2024.
• 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 13 December 2024 at latest.
• Register co-exhibitors participating in your joint stand through eMessukeskus on 20 September 2024 at latest to guarantee them a possibility to participate in Matka Workshop Day in early bird price.
• Register co-exhibitors participating in your joint stand through eMessukeskus (section Co-exhibitors) at the latest on 29.11.2024 and ensure their visibility in the event info. Co-exhibitors will be granted their own company-specific account and ID to use eMessukeskus. 
• Plan and order your stand structures by 30 September 2024 in order to acquire the products at a lower cost. More information: osastopalvelut@messukeskus.com
  • On 1.10.2024 prices will increase by 10% 
  • On 7.12.2024 prices will increase by 20% 
  • On 27.12.2024 prices will increase by 50%  
  • On 9.1.2025 prices will increase by 100% 

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.

Opening hours 

Wed 15.1.2025 / Workshop Day (requires additional registration) 

Thu 16.1.2025 at 9.00 – 18.00 / Matka for professional visitors 

Fri 17.1.2025 at 10.00 – 19.00 / Matka for public visitors 

Sat 18.1.2025 at 10.00 – 18.00 / Matka for public visitors 

Sun 19.1.2025 at 10.00 – 18.00 / Matka for public visitors 

Check your invoicing details on the order confirmation and send any comments to yrityspalvelu@messukeskus.com  by 27 September 2024.  

Please note that changes made to the invoicing details after the invoice has been issued are subject to an additional charge.

Book your accommodation at the Holiday Inn – Expo hotel adjacent to the exhibition centre. As an exhibitor you will get a discount of 11% off the daily price. We recommend to book early – the hotel is very popular during the exhibitions.

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.

Read more about instructions for planning, construction, permits and logistics.

As a Matka Travel Fair exhibitor you have possibility to register to Matka Workshop Day with an additional registration cost. The event is held on Wednesday 15^th of January 2025 in Messukeskus in hall 5.  

In the Meet Finland Workshop, suppliers will present Finnish travel destinations, cities and regions, hotels, cottages, safaris, transportation, wellness services, spas, and attractions.

The Meet Finland early booking price of €1590 + VAT is valid until 30 September 2024. Starting from 1 October 2024, the price will be €2115 + VAT. Note: If a table is shared between two companies, there is an additional sharing fee of €500 + VAT. The table will be invoiced to one company only.

In Meet the World, suppliers will present travel destinations, cities and regions, hotels, villas, safaris, transportation, wellness services, spas, and attractions from all around the world.

Meet the World early booking price of €1105 + VAT is valid until 30 September 2024. Starting from 1 October 2024, the price will be €1565 + VAT. Note: If a table is shared between two companies, there is an additional sharing fee of €500 + VAT. The table will be invoiced to one company only.

Please remember to register any sub-exhibitors by 1 October 2024 to ensure their eligibility to participate in Workshop Day at the early booking rate.

We are publishing a list of all the exhibitors on event website. The list will be published approximately two months prior to the event, so please update your company information by then.

The company name you provided to the sales manager when confirming your event participation will be updated in the list. If you wish to make changes to your company’s marketing name, please do that in eMessukeskus – Market your participation.

In addition to the marketing name, you can easily upload your company logo, a link to your company website and any other information you would like to share with visitors (videos/photos). Please provide all the necessary information about your company so that visitors have enough time to get to know the companies attending the event.

Please note that the marketing name must be updated at least one month prior to the event to be included in the printed brochure. The brochure will be distributed to the visitors of the event.

Register co-exhibitors participating in your joint stand through eMessukeskus on the Co-exhibitors -page on 29 October 2024 at latest and ensure their visibility in the event info. Co-exhibitors will be granted their own company-specific account and ID to use eMessukeskus. Co-exhibitors can also edit their company profile (update the marketing name, upload logo, etc.) in eMessukeskus account on the Update your company profile -page.

Co-exhibitors will be charged a registration fee according to the event-specific participation conditions.

This event uses electronic, free of charge eInvitations which allows you to reach hundreds of customers with just one click. The invitation can be customized with your own greeting and photos. The eInvitation tool and instructions can be found through eMessukeskus under Invite customers.  

Send electronic eTickets which allows you to reach hundreds of potential visitors with just one click. You can send eTickets through eMessukeskus on the Invite your customers –page. You can send an unlimited number of eTickets and you will only be invoiced according to the number of tickets used at the event’s entrances (the number of tickets that may be included in your stand will be deducted).

If you wish to change all or some of the eTickets included in your stand to printed tickets, please contact our customer service yrityspalvelu@messukeskus.com by 1 December 2024.

You can also order extra printed tickets through eMessukeskus. The printed tickets are invoiced according to the number ordered. Printed tickets are delivered about a month prior to the event. Please deliver printed tickets to your customers in advance as it is not possible to leave tickets for pick up at the event’s entrances.

Add new products and offers as follows in eMessukeskus:

Fair offers attract visitors and increase commerciality. Customers are more willing to see what’s on offer before making a purchase decision. Make sure that customers and the media are informed in advance about the products that will be displayed at the fair by announcing them in eMessukeskus one month before the event.

• Market your participation
• Update company profile
• Catalogue items
• Add catalogue item

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

Do you have interesting, current or entertaining program that you would like to bring to Matka Travel fair stages? 

Inspire visitors with culture, food, activity and wellness themes at programme points. Offer visitors unique experiences and be part of a meeting point for professionals and travelers. 

Visitors will be looking for information on future trends, concrete travel tips, unique destinations and information on different ways and forms of travel. On Sunday 19^th  of January we are spending a Family Day and we have planning to have more program for the children.    

Suggest a programme for the Matka Travel Fair programme point using this form by 25.10.2024. We are looking for 20–25-minute presentations, if you would like a longer presentation, please let us know. 

Programme slots are offered free of charge to exhibitors. We will curate the programme and will contact those selected for the programme separately. 

We will start marketing the programme early, so propose your programme well in advance! 

You can fill in the programme suggestion form here: https://forms.gle/w5U9xoJ7jqVYsA318 

Don’t forget to share your event participation and new product releases taking place during the event in your own marketing and communications channels such as social media. You can use the event logos, banners and images to advertise your attendance without restrictions.

Take media representatives, bloggers and social media influencers into account 

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. Communacations Manager Anu-Eveliina Mattila tel. +358 50 555 6183, anu-eveliina.mattila@messukeskus.com 

Visitors look in advance for information about what the event has to effer and what will be happening at the stands. Does your stand offer a specific programme during the event? The programme can include product presentations, speeches, challenges, competitions or even tutorials. Update the program through eMessukeskus on the Programme -page to ensure its publication on our event website – this will guarantee you additional visibility completely free of charge.

On Sunday 19th of January we are spending a Family Day when we are organizing more program for the children. We are also bringing back the popular mascot parade. We encourage also considering the children when planning your stand program for Sunday.  

We are sending more information regarding the mascot parade later, but you can already let us know if your company’s mascot will participate on the parade. Please contact iida.puska@messukeskus.com.  

Link to the construction schedules and entrances will come later.

You can conveniently email or send passes to your event team member’s mobile device through eMessukeskus (the Submit Passes tool opens on week 52). 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. 

You can create as many passes as necessary. Any passes exceeding the number of free passes included in your stand will be invoiced after the event. 

Free passes included in your stand:  

smaller than 6 m² stand 3 pcs  
6–10 m² stand 5 pcs  
12–21 m² stand 10 pcs  
24–36 m² stand 15 pcs  
40–50 m² stand 20 pcs  
larger than 50 m² stand 25 pcs  

Co-exhibitors receive one free exhibitor pass.  

The exhibitor pass is for your personnel at the stand during the fair. This pass is personal and valid during the construction, event and dismantling periods of the event. The pass must be always visible during the event. In addition, the pass enables its holder to enter the Exhibitors’ Lounge together with benefits for purchasing goods (including lunch for exhibitors and discounts in NoHo Partners cafes). The constructor pass is valid during the construction and dismantling periods of the event.

Mark items delivered to our Construction Service as follows:

Messukeskus Helsinki / Name of the event
Name of the exhibitor, stand number
Contact person and tel. number
Messuaukio 1
FI-00520 HELSINKI, FINLAND

Please note that deliveries made before the construction period are forwarded to Niemi Services, logistics services are subject to a fee.

Depending on your needs, we can deliver a customised stand plan with implementation, or you may choose an option from our ready-made stand collection to suit your needs. 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 13 December 2024 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 products and services. Placing your order by 28 December 2024, you will acquire the products at a lower cost. Save money by placing your order in advance!

• On 1.10.2024 prices will increase by 10% 
• On 7.12.2024 prices will increase by 20% 
• On 27.12.2024 prices will increase by 50%  
• On 9.1.2025 prices will increase by 100% 

More information: osastopalvelut@messukeskus.com

Messukeskus Helsinki, Expo and Convention Centre offers several opportunities for hosting your own meetings during the fair. Choose a space from our different themed, modern meeting rooms that suits your needs! Together with our experts, you’ll have access to all services from one place, allowing you to confidently leave the meeting arrangements to us.

Meeting room reservations and inquiries: Messukeskus Events & Congresses,
sales@messukeskus.com

A barrier-free parking system Autopay by Europark is in use at Messukeskus. Parking charges are collected by Europark.

The entire Messukeskus area is a paid parking area, including the indoor exhibition halls. Parking is free for one hour (60 min) for loading, construction and unloading. Exhibitors who have been in the area for less than 60 minutes may drive out of the area without paying for parking. If unloading takes more than 60min, a parking fee must be paid. Please remember to drive out the same way you came in so that the boomless parking system registers your car.

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

Behind Messukeskus’ restaurant services is Northern Europe’s leading restaurant operator, Noho Partners, whose Restaurants & Event Catering guarantees high-quality restaurant services wherever and whenever it happens. Galas, parties, meetings, events and of course trade fairs are located on a different side of the hall – so are our restaurants and catering.

Stand services
It is possible for business customers to pre-order catering for their trade fair stand through the online store. We can grant corporate membership to Finnish companies.

FILL OUT THE BUSINESS CUSTOMER APPLICATION HERE

If you want to order booth catering without corporate membership or the company does not have a Finnish business-identification number, you can contact us at messukeskus@noho.fi.

When ordering stand catering, please remember to think about furniture needs also:
Restaurant services sales help in planning furniture needs and orders furniture for you from Messukeskus stand service. Furniture costs are charged on the same invoice with catering. Serving furniture brought separately to stand/ events is not included in the prices of servings.

Food and drink tickets
You can order electronic food and drink tickets based on QR codes for the amount you want or choose a specific product, the tickets are distributed electronically, or they can also be printed. The ticket serves as a means of payment in selected restaurants, and the tickets of corporate customers are charged according to usage.

It is possible to purchase tickets from the online store without corporate membership also with an advance payment by choosing online payment as the payment method.

You can reach the Restaurants & Event Catering sales team by email: messukeskus@noho.fi or by phone +358 41 732 3712, the sales service is open Mon-Fri from 9 a.m. to 4 p.m.

On-site exhibitor restaurant service during the event: phone: +358 41 732 3862

The Exhibitors’ Lounge is open during the opening hours of the event. The Exhibitors’ Lounge can be found on the 2nd floor in Siipi conference area. The door code is presented on the exhibitor pass.

You are welcome to come and enjoy a cup of coffee in the Exhibitors’ Lounge. The space has a small kitchenette together with toilets and showers. 

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 (underStand services).

Mark items delivered to our Construction Service as follows:

Messukeskus Helsinki / Name of the event
Name of the exhibitor, stand number
Contact person and tel. number
Messuaukio 1
FI-00520 HELSINKI, FINLAND

Corporate customers can connect to the Messukeskus Exhibitor wireless network at Messukeskus. This network is separate from the Messukeskus network used by our visitors.

We will provide the password in a customer message before the event, but you can always find the password in eMessukeskus.

We are also able to meet any additional corporate network needs, wired or wireless, which you can explore on eMessukeskus. Our contact person can also help with any practical questions you might have.