Exhibiting and Stand Construction

The exhibitor is responsible for the setup, decoration, and cleaning of their own stand.
Upon request, we provide each exhibition space with one lectern-style table measuring 45 × 140 cm (height 72 cm). A white tablecloth is available free of charge upon request.
In addition, 40 high tables are available (diameter 49 cm, height 110 cm). Table covers must be ordered separately.

No items may be attached to the floors, walls, ceilings, or pillars of the building. Any fastening requirements must be agreed upon separately with the Hilton Strand conference staff. The exhibitor is liable for any damage caused to the building or exhibition area.
The use of raised floors, exhibition or canopy structures, as well as carpet tape and ventilation tape, must be agreed upon separately. Painting within the exhibition stand is prohibited.
The use of adhesive putty (e.g. Blu Tack) and painter’s tape is permitted only on surfaces from which they can be removed without leaving marks.

The exhibition floor plan must be submitted for approval to the sales office well in advance, no later than two (2) weeks prior to the event. When positioning exhibition stands, please ensure that emergency exit routes are kept clear.
Exhibition stands may be placed in corridors, provided that at least 1 metre of clear space remains around each stand.

Height restrictions vary by space, so please check the limitations of the reserved areas with the sales office.

• Exhibition spaces: One of the Ballrooms, the Ballroom Foyer, or Ariadne + Wellamo
• Catering is available in the Ballroom, Ballroom Foyer, or Wellamo

Arrival and Entrance Dimensions

The hotel’s main entrance is located next to Hakaniemi Market Square, along John Stenberginranta 4, on the right-hand side. The main entrance features a revolving door, whose side doors can be opened with assistance from the hotel reception. The door dimensions are 75 cm wide and 221 cm high.

• Guest elevators: width 114 cm, height 200 cm, depth 82 cm.
• Service elevator: width 110 cm, height 180 cm, depth 180 cm (suitable for transporting goods).

Transport and Storage of Goods

As a general rule, there are no storage facilities available for large exhibition or other goods shipments.
We can store up to one standard pallet of goods for a maximum of 24 hours prior to the event.

The exhibitor is responsible for the receipt, unloading, storage, and removal of their exhibition materials after the event.

Cleaning

Hilton Helsinki Strand is responsible for the general cleaning of the exhibition areas.
The exhibitor is responsible for the special cleaning and post-event cleanup of their exhibition stand. Arrangements for hotel-assisted cleaning can be made for an additional fee.

Any waste generated from construction and dismantling must be disposed of in the designated areas. Any tape used must be removed from walls and furniture.

Fire and Other Safety Regulations

Exhibitors must pay attention to the following safety aspects:

• Emergency exits must be kept clear at all times.
• Only fire-safe construction materials (e.g., carpets and fabrics) may be used.
• Flammable liquids and gases are not allowed to be stored or used in the building.
• Be aware of the locations of smoke and heat detectors.

Electricity and Electrical Work

The exhibitor is responsible for all electrical devices brought to the stand. Each exhibition space is provided with up to two (2) power outlets free of charge. Normal electricity consumption is included. Use of high-voltage power and related charges must be arranged separately.

Security

Hilton Helsinki Strand is responsible for fire monitoring and general order within the venue, but is not liable for any damage or loss of exhibition stand materials or structures unless a separate security agreement has been made with the hotel.

Insurance

Exhibitors are responsible for obtaining any insurance coverage they consider necessary. Hilton Helsinki Strand is not responsible for property stored or brought to the exhibition area unless a separate guarding agreement has been made.
The hotel’s liability insurance covers damages caused to third parties as a result of the hotel staff’s actions or hotel equipment and facilities.

Permits and Authorizations

The organizer and exhibitors are responsible for obtaining any required official permits at their own cost.
Exhibitors are responsible for copyright fees related to any music played at their stand.
Direct sales at exhibition stands are permitted only if specifically agreed in advance.

Catering

Hilton Helsinki Strand holds exclusive rights to all catering services.
Exhibitors may only provide their own small confectionery items or similar products at their stand.
The hotel reserves the right to remove any unauthorized products or charge a service fee for items displayed if they do not comply with these guidelines.

Further Information

For additional information, please contact our Sales Office at:
Phone: +358 300 870 882
Email: sales.hiltonhelsinki@hilton.com