Conference Centre Contractual Terms

1. Meeting packages

Meeting package includes:

•  the meeting room during the specified time
•  basic furnishing and equipment
•  restaurant services according to the specification
• meeting services
• cloakroom services
• VAT

Separately charged:

• costs for security guards during construction or dismantling
• separate electrical, technical and furnishing on-call staff reserved for the event
• possible additional catering services
• logistics, storage and lifting services
• furnishing changes in meeting rooms
• electrical installations

Please note that in meeting package reservations, the event can be moved to another, similar facility if necessary. If the number of participants at the event is smaller than confirmed, the event can be moved to a smaller space.

2. Meeting room reservation

Rental for meeting room includes:

• meeting room with basic equipment for the reserved period
• meeting services
• basic guidance (incl. electric light board and room signage)
• general lighting and cleaning
• room-specific air conditioning

Separately charged:

• costs for security guards during construction or dismantling
• separate electrical, technical and furnishing on-call staff reserved for the event
• catering services
• logistics, storage and lifting services
• furnishing changes in meeting rooms
• electrical installations

3. Meeting room reservations and exhibitions

Rental for meeting room includes:

• meeting rooms equipped with basic equipment for the reserved period
• meeting services
• basic guidance (incl. electric light board and room signage)
• general lighting and cleaning
• room-specific air conditioning

Separately charged:

• room rent for exceeded pre-agreed construction and dismantling time (550 €/hour + VAT)
• costs for security guards during construction and dismantling
• stand planning
• electrical installations for the exhibition, other technology, constructions and furnishing
• suspensions for constructions
• separate electrical, technical and furnishing on-call staff reserved for the event
• cleaning of exhibition stands (in large exhibitions, waste management and charges for that are agreed separately) and environmental services
• space rental for cars in the exhibition area
• catering services
• logistics, storage and lifting services
• furnishing changes in meeting rooms
• electrical installations
• floor plan drawing services, i.e. changes made to the basic floor plan of the exhibition

3.1. Environmental services

Helsinki Expo and Convention Centre follows the waste management policy in accordance with the waste act for events organised at Helsinki Expo and Convention Centre.

The lessor charges the lessee €2.20/net m2 + VAT for the environmental service. The service fee covers environmental maintenance during the construction and dismantling of the exhibition. It includes waste sorting in accordance with Helsinki Expo and Convention Centre’s environmental programme, transfer from the exhibition stand to the waste station, transport to the waste tip or waste reception points, waste tip fees, waste handling fees and the service of environmental supervisors.

4. Restaurant services

 Messukeskus Restaurants & Event Catering delivery terms 2026-2027 

Prices 

All prices are in euros and include VAT. 

Arrangements 

The reservation is valid for the number of guests indicated by the customer according to the pre-agreed schedule. 

Messukeskus Restaurants & Event Catering takes into account special diets individually without additional charge when announced in advance according to the delivery conditions, we prepare all products as lactose-free or low-lactose. 

Delivery- and cancellation terms 

We expect catering orders and special diets to be confirmed for event of less than 100 people 2 weeks before the event and more than 100 people 4 weeks before the event. 
We reserve caterings for the confirmed number of people according to our delivery conditions. 

The minimum invoicing basis for catering is the number of people confirmed before the event according to below: 

less than 50 guests three (3) business days 
50-250 guests seven (7) business days 
more than 250 guests ten (10) business days 

Invoicing takes place according to the confirmed number of guests or if it exceeds the stated number, according to the actual number. 

If more guests come to the event than previously confirmed, we will do our best to organize additional catering and confirm from the event organizer on the spot verbally the billing confirmation for additional caterings. 

If the number of participants or the nature of the event changes substantially, the restaurant has the right to renegotiate the details and costs of the event. 

A confirmed catering order is binding. 

The subscriber can cancel the order, in which case the charge will be as follows: 

less than 50 guests 
50% when cancellation takes place 5-14 business days before the event 
100% when the cancellation takes place less than 4 business days before the event 

50-250 guests 
50% when the cancellation takes place 29-7 business days before the event 
100% when the cancellation takes place 6 business days or later before the event 

more than 250 guests 
50 %, when the cancellation takes place 59-11 business days before the event 
100% when the cancellation takes place 10 business days or later before the event 

Last-minute orders (stand catering at events and trade fairs, effective from 1 September 2026) 

A minimum charge of 45,00 will apply to all last-minute catering orders placed less than two (2) days before the start of an event or during the event itself. If the value of the order is below the minimum charge, the difference will be charged as a service fee. 

Force Majeure 

A force majeure situation, such as a natural disaster, an order or prohibition imposed by an authority for reasons other than the party’s own, a strike, fire, or other force majeure beyond the party’s control that prevents the party from reasonably fulfilling its contractual obligations, entitles the party to terminate the contract and be released from its contractual obligations without liability for damages. The obstruction of the supplier’s subcontractor due to the aforementioned reasons is also considered a force majeure for the supplier. 

Prepayments 

Messukeskus Restaurants & Event Catering has the right to collect a reservation- or advance payment from the customer according to the conditions and schedule below. 
The reservation and advance payment will be deducted from the final value of the event for the benefit of the customer. 
If the advance payment has not been made by the deadline, the restaurateur has the right to cancel the confirmed order. 

Domestic companies 
-more than 250 people 
-70% of the value of pre-booked products and services for the occasion 
– advance invoice is sent 1 month before the event and the due date of the invoice is 7 days net 

Foreign companies 
-100% of the value of pre-booked products and services for the event 
-50% of the invoice is sent 2 months before the event, the due date of the invoice is 7 days net 
-the rest of the advances will be sent 2 weeks before the event, the due date of the invoice is 7 days net 

Payment terms 

Invoicing for restaurant services is agreed in advance, invoice will be sent by Urban Expo 
VAT nro FI27186423: 

Finnish companies – advance payment, invoicing, card payment 
Domestic invoicing – 14 days net, billing surcharge 15,00/ invoicing abroad – 14 days net, invoicing surcharge 30,00; the company name and billing address are also required for online invoices. 
(minimum billing amount 200,00) 
Foreign customers – advance payment or card payment 

Additional information 

We reserve the right to product and price changes in accordance with the prevailing price level. 
The supplier has the right to change the price even if the amount of value added tax is changed or legislation that otherwise affects the price of delivery is revised. 

The information provided by the customer to Messukeskus will only be used for the planning and execution of the event. 

5. Audio visual technology

Helsinki Expo and Convention Centre’s subsidiary, Suomen Videoviestintä SVV, offers professional AV technology planning, implementation and monitoring, as well as the latest sound, lighting and meeting technology and interpretation technology for your event.

Orders for AV services and equipment received no later than 14 days before the event will be delivered at list prices. A 50% increase is added to orders and modifications that arrive later.

6. Other services

The furnishings of the facilities must be agreed upon no later than 14 weekdays before the start of the event. If the furnishing change arrives later than 14 weekdays before the event, a 50% increase will be added. Floor plan drawing service, i.e. changes made to the basic floor plan of the exhibition 100 € + VAT. Basic electrical plug (16 A 230 V, 3,6 kW) for exhibitors 150 € + VAT/piece.

7. Payment terms

See payment terms in the offer/confirmation. We reserve the right to price revisions due to changes in tax laws and interpretations of these. In addition, we reserve the right to redefine the payment terms due to changes in the company’s credit information or a weakened risk rating of the company.

The person that makes the reservation must give the billing address in connection with the confirmation of the reservation. An invoicing fee of € 25 + VAT/invoice is added to the new invoice when the company’s contact information is changed. If, at the customer’s request, the invoice is divided into several parts or between several companies, an invoicing fee of € 25 +VAT/ invoice is added to each invoice.

8. Cancellation conditions

The reservation is binding from the date of confirmation. If there is something that needs to be specified in the confirmation, the contact person must be informed about it within two (2) days from the date of the confirmation.

8.1. If you cancel the entire event:

Rooms 101, 101abc, 101 ab, 101 cd, 101c, 101d, 103, 103a, 103b, Valo and Säde:

• over12 months before the start of the reservation, no cancellation fee
• over 9 months before the start of the reservation 10 % of the facility rental
• 9 months–60 days before the start of the reservation 50 % of the facility rental
• under 60 days before the start of the reservation 100 % of the facility rental

Rooms 102, 201, 203, 203a, 204−209, 215 and 216, Kajo, Platta, Panorama, Mesta, Exhibitor Lounge, Press room:

• 60−31 days before the start of the reservation 10 % of the facility rental
• 30−7 days before the start of the reservation 50 % of the facility rental
• under 7 days before the start of the reservation 100 % of the facility rental

Rooms 104, 202, 203b, 210–214, 216A Namu, 217, 218, 301–307, Gallery sauna:

• 14–3 days before the start of the reservation 50 % of the facility rental
• Less than 3 days before the start of the event 100 % of the facility rental

8.2 If you cancel part of the spaces reserved:

Rooms 101 cd, 101c, 101d,103, 103a, 103b, Valo and Säde:

• 90–31 days before the start of the reservation 10 % of the space rent
• 30–7 days before the start of the reservation 50 % of the space rent
• 6 days before the start of the reservation 100 % of the space rent

Rooms 102, 201, 203, 203 a, 204-209, 215 and 216 Kajo, Platta, Panorama, Mesta:

• 60–31 days before the start of the reservation 10 % of the space rent
• 30–7 before the start of the reservation 50 % of the space rent
• 6 days before the start of the reservation or later 100 % of the space rent

Rooms 104, 202, 203b, 210–214, 216A Namu, 217–218, 301–307, Galleria sauna, Exhibitors Club, Press room:

• 14–3 days before start of the reservation 50 % of the space rent
• 2 days before the start of the reservation or later 100 % of the space rent

Meeting package rental share cancellation policy according above. Meeting package catering share cancellation policy according Noho terms and conditions (read part 4).

9. General terms

• Special arrangements made for the event and the staff booked for them will be charged for separately.
• The room reservation cannot be transferred to a third party without a separate agreement with the lessor. The transfer may affect the contract and payment terms. The party that makes the reservation is also obliged to inform his potential subcontractor or third party about the agreed matters.
• The build-up and dismantling time as well as the storage of the goods must be agreed upon in advance with the contact person of Helsinki Expo and Convention Centre, and the premises and staff reserved for them will be charged separately.
• Attaching material to the walls of Helsinki Expo and Convention Centre is not allowed. The lessee is responsible for damage to the lessor’s property. The lessee is also responsible for the participants of the event, performers, subcontractors, the public and members of its own staff and others in a similar position for personal and property damage that occurs during the event. The lessor is not responsible for damage if the property of the event organiser, participant or audience is lost or damaged.
• If the cause of person or material damage to event participants, performers, subcontractors, the public, event staff or other persons or entities in a similar position has been the intentional or negligent actions of the lessor, one of the lessor’s staff or another person acting on behalf of the lessor, the lessor is responsible for the damage. However, even in the cases mentioned in this section, the lessor is not responsible for indirect damages caused to the lessee, employees of the lessee or other entities or persons.
• The lessee undertakes to follow the instructions of the authorities and Helsinki Expo and Convention Centre staff regarding fire and other safety issues. The material used for decorations must be fire-classified, and the use of open fire at the event must always be discussed separately with the contact person at Helsinki Expo and Convention Centre.
• The lessee is responsible for transporting the surplus meeting material away from the lessor’s premises. Waste management costs arising from material left to be destroyed will be charged to the lessee.

Force Majeure

Force majeure is considered to be an inevitable and unpredictable event beyond the control of the contracting party, which makes the fulfilment of the contract virtually impossible. A force majeure can be caused by, for example, a natural disaster, fire, explosion, earthquake, war, threat of terrorism, interruption of energy distribution or an order from an authority (eg. pan epidemic).

The other party to the contract must be notified without delay of the onset of force majeure, its cause and estimated duration.

If the rented premises cannot be used during the rental period due to force majeure and the event cannot be organised at the planned time, the parties will agree on a new event time based on the availability of the rented premises. In the event of force majeure and the existence of the obstacle continues for more than 6 months, the parties can agree on the termination of the contract without separate cancellation costs. In such a situation, however, the lessor has the right to keep 5% of the agreed rent as compensation for the work already done in connection with the organization of the event.

For the sake of clarity, it is stated that the Covid-19 infectious disease or its spreading does not constitute an overwhelming obstacle, except for the situation where, due to an official order related to the Covid-19 infectious disease, it is not allowed to organize the intended gathering in the rented premises during the event time specified in the contract/confirmation.

We reserve the right to make changes.