Exhibitor’s guide

• Check your invoicing details on the order confirmation and send any comments to yrityspalvelu@messukeskus.com on 11 December 2025 at the latest. 
• Plan and order your stand structures by 29 January 2026 in order to acquire the products at a lower cost.
  • On 30 January 2026 prices will increase by 20%
  • On 20 February 2026 prices will increase by 50%
  • On 4 March 2026 prices will increase by 100%
• Please update your company profile in eMessukeskus on 11 January 2026 at the lastest.
• If you have purchased a stand solution including a fascia, please remember to send the fascia text or logo to graphics@messukeskus.com on 11 January 2026 at the latest. A surcharge (150 € + VAT) will be added to orders submitted late.
• If you wish to exchange all or some of your eTickets for printed tickets, please notify us by 11 February 2026 at asiakaspalvelu@messukeskus.com.
• Check your display name in eMessukeskus by 11 February 2026 to ensure it appears correctly in the printed fair information.
• Report any co-exhibitors on your shared stand via eMessukeskus under “Co-exhibitors” by 11 February 2026.

eMessukeskus is the exhibitor service portal. Through eMessukeskus, you can book a booth for upcoming events, order products and services for your exhibition booth, and manage event preparations.

Announce your booth program in eMessukeskus under ‘Tell About Your Program,’ and it will be published on the event’s website, giving you free visibility for your program.

Wed, 11 March 2026 10:00 AM – 8:00 PM
Thu, 12 March 2026 10:00 AM – 8:00 PM

Exhibitors offering food samples or catering services must submit information about the sale or service of food to the Food Safety Unit 4 working days prior to the sales event at latest. Use the online service to submit your notification or download the form from the City of Helsinki’s website in doc or pdf file, fill it and send it via email to ulkomyynti@hel.f. 

For indoor cooking, the cooking platform must be equipped with an extractor hood with an activated charcoal filter. The cooker hood shall be of sufficient efficiency and at the correct height in relation to the cooking point. In addition, the cooker hood must be large enough to ensure that any scorching from multiple cooking plates can pass through the filter. 

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.

Check out the guidelines for planning, building, licensing, and traffic arrangements for the department.

With the Messukeskus Group’s Events PRO app, you can make connections, grow your business, and unlock new opportunities for success.
Download the app today and joint the event using your personal access code sent to your email!
Powered by Brella.

Read more: https://www.messukeskus.com/en/events-pro/  

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 at least two months prior to the event so that visitors have enough time to get to know the companies attending the event.

Register co-exhibitors participating in your joint stand through eMessukeskus on the Co-exhibitors -page 11 February 2026 at the lastest 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.

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 exchange all or some of your eTickets for printed tickets, please notify us by 11 February 2026 at asiakaspalvelu@messukeskus.com.

Actively contact journalists and influencers inviting them to visit your stand. Publish press releases through eMessukeskus (under Market your participation) 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 Antti Karjunen, antti.karjunen@messukeskus.com

The Gastro Helsinki program offers professional visitors a topical program.

The themes for the 2026 event are Learn. Think. Discover. which will highlight socially significant topics and phenomena and spark debate on pressing issues. The event promotes a sustainable food and drink culture in a socially significant way.

Inspire professional visitors on the Gastro stages by offering presentations on the following topics: business development, future trends and innovations, sustainability and responsibility, employee recruitment and development.

Submit your program proposal to the Gastro Helsinki event program points by January 11, 2026. We are looking for 20-25 minute presentations. If you would like a longer presentation, please mention this separately. Program times are offered to exhibitors free of charge. We will curate the program and contact those selected for the program separately.

We will start marketing the program early, so please submit your program proposal in good time!

If you have an interesting, current or entertaining program that you would like to present to fair visitors, please propose a program through eMessukeskus under Programme or send an email to producer Iida Puska, iida.puska@messukeskus.com.

Tell visitors what’s happening at your booth – update your stand program details.

Visitors look for information about what the fair has to offer and what will be happening at the exhibition booths. The program can include product demonstrations, talks, tutorials, musical performances, challenges, competitions, etc.

Announce your program in eMessukeskus under ‘Program,’ and it will be published on the event’s website, giving you free visibility for your program.

Students and young professionals are an important part of Gastro Helsinki and the hotel, restaurant, catering, and food industries, which is why we have dedicated the morning of the second day of the event to the future leaders.

We invite exhibitors who are recruiting now or in the future to join us on Thursday forenoon. Pop Up Recruiting offers a unique opportunity to meet job seekers interested in the industry and discuss various job opportunities with them. Participation in the pop-up recruitment event is free of charge for exhibitors.

Why participate?

• Recruitment needs: A genuine need to recruit new employees for either permanent or fixed-term employment, internships, summer jobs, or other job opportunities.
• Wide target group: Pop-up recruitment allows you to reach students, job seekers, and career changers who are interested in the field, regardless of their previous experience.
• Visibility: All participating companies will have their own standing table and an A4-sized table sign with their company name/logo at the pop-up recruitment event. All companies participating in the pop-up recruitment event will also be marked with a “Future Employer” sign at their booth.

Pop-up recruitment event details:

Time: Thursday, 12 March 2026, schedule to be confirmed closer to the event

Location: Exhibition area, to be confirmed closer to the event

Registration: To the event organizer by 11 January 2026: Iida Puska, iida.puska@messukeskus.com

Check the construction schedules and entrances in advance.

You can conveniently email or send passes to your event team member’s mobile device through eMessukeskus. 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 exhibitor pass exceeding the number of free passes included in your stand will be invoiced after the event. Price: €10.48 per pass + VAT at 25,5%. The constructor pass is free of charge. 

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 staff working at the stand during the fair. The pass is personal and valid during the construction, event, and dismantling periods of the fair. The pass must be kept visible during the event and entitles the holder to access the exhibitors’ break room and purchase benefits (e.g., exhibitor lunch and benefits at NoHo Partners cafés).

The builder’s pass is valid during the construction and dismantling periods of the fair.

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 11 Feb 2026 at the latest. A surcharge of 150 € + VAT 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 26 Jan 2026 you will acquire the products at a lower cost. Save money by placing your order in advance! 

On 30 Jan 2026 prices will increase by 100%

On 16 Feb 2026 prices will increase by 20%

On 4 Mar 2026 prices will increase by 50%

Lisätietoja: osastopalvelut@messukeskus.com

Read the instructions for recycling and waste management here.

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 

Your own events at the exhibition
Events can also be held at your own stand outside exhibition hours, but in this case we will charge an hourly fee for security and cloakroom staff. Please contact iida.puska@messukeskus.com by 11 Feb 2026, if you wish to organize an event at another time.

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 barrier-free 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.

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.

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.

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.

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.

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

You can find the password to access the network in the 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.

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

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).

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 there are surplus food products and groceries left from the fair, you have the opportunity to donate them to those in need. We kindly request that donations be primarily directed to Helsinki Expo and Convention Centre partners: Vailla vakinaista asuntoa ry (VVA ry) based in Pasila, Helsinki or alternatively, you can also donate to our partner, Hope ry.  

Please arrange the delivery of donations directly and in advance with our partners. 

• VVA’s office is located in Pasila, Helsinki. For inquiries regarding clothing, food, and goods donations, please contact Vepa on weekdays from 9:00 to 19:00 at +358 50 443 1065 or the office on weekdays from 9:00 to 15:00 at +358 44 704 4310.