Exhibitors guide
Info and deadlines
Book accommodation well in advance to ensure an accommodation option suitable for the needs of your group. Accommodation reservations directly through Kalajoki Central Reservation:
keskusvaraamo@kalajoki.fi | +358 600 555 444
Constructing (outdoors)
Wed-Thu 21.-.22.5. 8:00-21:00
Note! Big machines to stands already on Tuesday 20.5.
Constructing (indoors)
Wed-Thu 21.–22.5. 8:00-21:00
Note! On Thursday 22.5. from 18:00 only decorating on stand. Cleaning will begin at 18:00.
Dismantling:
Sat 24.5. 16:00-22:00 (you can not start dismantling before the exhibition ends)
Sun 25.5. 8:00-18:00
Mon 26.5. 8:00-14:00
Entrances will be published later.
- Update your company profile as soon as possible, so visitors can explore all of the participating companies in advance.
- Please check the display name well in advance to ensure it is included in the printed fair guide. The display name is the name under which your company will appear on the event website.
- When you place your orders at latest 1.5.2025, you get the products at a cheaper price. Save and order in advance!
14.4.2025 prices will increase by 20 %- 2.5.2025 prices will increase by 50 %
- 16.5.2025 prices will increase by 100 %
- Restaurant services pre-orders
- 20.5. Stand catering orders
- 22.5. pre-ordered coffee, drink and lunch vouchers
- Restaurant order form >>
- Common social media days!
- 10.4. We are participating, mark it in your calendar…
- 25.4. Share what programs and new features are at your stand and invite people to meet your experts…
- 14.5. We’ll meet next week! Check out the program and get tickets online at a lower price…
Exhibitors most important tool! Through the eShop, you can handle orders and all other tasks related to fair participation easily and quickly.
Registration path:
- Go to https://eshop.expomark.fi/en-US/registration
- Fill in the requested information on the form.
- After registration, you will receive a message in your email. Confirm the user account by clicking the confirmation link in the message. Your account will be activated.
- Once you have confirmed the user account, you can log in from the home page https://eshop.expomark.fi/en-US
After logging in to the service, you can see participations in upcoming events on the front page. Choose to participate and you get to take care of the fair preparations.
NOTE! In the beginning only the contact person has the permission to see the participation. You can share the access rights from Share access rights.
We hold an exhibitor information session online via Teams Tuesday 25.3. The session covered topics such as the eShop online service, event marketing, and other essential information related to the event and preparations.
The session materials and recording are sent to the exhibitors’ email addresses and is also published in your participation workspace in eShop.
Friday 23.5.2025 9:00-17:00
Saturday 24.5.2025 9:00-16:00
Exhibitors maintenance time before the event days is at 8:00-9:00.
Marketing and communication
Send eTickets via the Invitate your customers page in eShop.
You can send an unlimited number of eTickets – they will be invoiced after the event based on the tickets used (i.e., scanned at the entrances), taking into account any complimentary tickets included in your booth package.
Utilize logos and banners in your own marketing channels!
Don’t forget to tell about your participation and the products and services on display at the fair in your own marketing and communication channels, such as social media. You can use event logos, banners and images to market your event participation.
Tell the visitors what’s happening at your stand – update the information from stand program
Visitors look for information about the fair’s offerings and what is happening at the stands in advance. The program can include product demonstrations, presentations, tutorials, musical performances, challenges, competitions, etc.
Register your program in the eShop under the Program section, and it will be published on the event’s website, giving you free visibility for your program.
In the Media Kit, you will find ready-made materials about the event designed for exhibitors and partners to use for marketing and communication purposes. Every shared message matters!
The link to the Media Kit will be published here during spring 2025.
Remember to actively contact journalists and influencers and invite them to your stand.
Publish press releases through the eShop under Market your participation. You can recognize journalists and other media representatives at the fair by their MEDIA passes.
All exhibitors participating in the event are published on the event’s website.
The name of your company that appears on the list will be the one you provided to the sales manager when confirming your participation in the event. If you want to change your visibility name, you can easily do so through the eShop under Market your participation. Instructions for updating your profile >>
In addition to the visibility name, you can easily upload your company logo, a link to your company’s website, and other information you want to share with event visitors (videos/images) to the list. Please complete all the necessary information about your company as soon as possible, so visitors can explore all of the participating companies in advance. The information can be easily updated through the eShop under Market your participation. NOTE! There might be few hour delay when updating the profile.
Please note that the visibility name must be updated well in advance, to ensure it is included in the printed fair info and guidance.
Stand construction
Plan and order the necessary structures, furniture, products and services for the stand
Our pricing is based on price periods. The earlier you place your orders, the cheaper you will get the products and services you need at your stand, and you will ensure the availability of the products. Plan and order the necessary structures and furniture for the stand from eShop under Order products and services. When you place your orders at latest 1.5.2025, you get the products at a cheaper price. Save and order in advance!
14.4.2025 prices will increase by 20 %- 2.5.2025 prices will increase by 50 %
- 16.5.2025 prices will increase by 100 %
More information: asiakaspalvelu@expomark.fi
Do not leave valuables on display when the fair day ends. Take care of insurance and think about whether you need additional equipment, for example display cases, locks or safety cables for computers or monitors.
Each exhibitor is obliged to take care of insuring his own goods.
At the event
The deliveries to the fair center can be addressed:
Exhibitors name c/o and stand number
Hiekkasärkät Areena // Proforest 2025
Noste 28
85100 Kalajoki
Deliveries can be deliver starting from first construction day (21.5.2025)
During the construction and opening hours of the event, the Exhibition office is helping exhibitors and builders, e.g. for stand orders.
Opening hours:
Wed 21.5. 8:00–16:00
Thu 22.5. 8:00–18:00
Fri 23.5. 8:00–17:00
Sat 24.5. 8:00–17:00
You can conveniently send passes to the e-mail or mobile phone of your fair team members via the eShop under Send passes.
The recipient of the pass can print it in advance via the link in the e-mail, or you can also print it at the entrances or at the Exhibition office. You can create as many passes as you need.
The exhibitor’s pass is for the staff of your booth during the fair. The pass is personal and valid during construction, event and dismantling times of the fair. The pass must be displayed during the event. The builder’s pass is valid during the fair’s construction and dismantling times. Passes are free of charge.
Instructions to speakers will be sent personally by email before the event.
On Friday, 23.5. from 21:00 to 04:00, Viihdekeskus Merisärkkä will host an evening event for the exhibitors of the fair and their invited guests. The after-party is a pleasant and relaxed gathering and a great opportunity to review the day’s events.
With the exhibitors’ pass, entry is free. Tickets for your guests in advance cost €15.00. Tickets ordered in advance includes also a table reservation. You can order guest tickets from us at info@merisarkka.f or via the form. Tickets are also available at the INFO desk of the restaurant and at the door of the Viihdekeskus Merisärkkä during the event. The price of a ticket at the door is €20.00
Several parking spaces in the area, parking is free of charge.
Alongside collective force and renewal, sustainability is one of Expomark’s three values that guide our operations. We pay attention to social and economic responsibility in everything we do, as well as the impacts our operations have on the environment. We promote sustainability action in harmonious cooperation with our service partners and event venues in the different places where we operate.
Read about Expomark’s responsibility acts and tips from our website >>
Restaurant offers the following products and services during the exhibition:
Vouchers: You can order vouchers in advance using the form by 22.5.2025 or: info@merisarkka.fi. Upon request, we will mail the vouchers to you in advance. We charge a €10 postage and handling fee for sending the vouchers. It is advisable to order only the necessary amount of vouchers in advance, as additional vouchers can be purchased during the setup and exhibition days at the INFO desk of the indoor restaurant.
Unused vouchers will not be redeemed, but they can be used as payment for other products according to their value.
Prices include the applicable VAT.
Available vouchers:
- Coffee / Tea 3,80 €
- Coffee / Tea and a fritter (sweet) or a pasty (salty) 7,60 €
- Drink voucher beer / long drink / cider 8,50 €
- Lunch voucher 14,50 €
The tickets cannot be used at J&S Burger.
STAND ORDERS
Please, place your stand orders using the form or by email: info@merisarkka.fi at latest 20.5.2025.
Stand orders are delivered twice a day: morning delivery between 08:30–10:30 and day delivery between 11:30–13:30. Deliveries are made to the stands in logistical order. We will collect serving dishes and utensils from the stands on Friday between 17:00–18:00 and on Saturday between 16:00–17:00. Please ensure that the equipment is available at those times.
Prices include the applicable VAT.
- Coffee (inc. cups, spoons, sugar and cream) 20,00 € / 2 liter, 30,00 € / 3 liter, 40,00 € / 4 liter
- Tea water ja tea bags (inc. cups, spoons and sugar) 15,00 € / 2 liter
- Soft drinks (0,5 l) Coca-Cola, Sprite, Fanta, Vichy 5,00 €
- Water (0,5 l) 3,00 €
- Chips mini bag 3,50 €
- Candy mini bag 4,50 €
- Brownies 4,50 €
- Cinnamon bun 4,00 €
- Caramel cake (G) 5,30 €
- Fritter (sweet) 3,80 €
- Pasty (meat) 3,80 €
- Filled roll, ham or cheese 7,00 €
- Chicken pie (G) 6,50 €
- Battery energy drink (0,5 l) 6,50 €
- Sommersby Perry 4,5 % (0,33 l) 8,50 €
- Crowmoor Dry Apple 4,7 % (0,33 l) 8,50 €
- Long drink 5,5 % (0,33 l) Grape/ Granberry / apple 8,50 €
- Karhu III Beer 4,6 % (0,33 l) 8,00 €
- Corona Beer 4,5 % (0,35 l) 8,50 €
- Brooklyn Defender IPA Beer 5,5 % (0,33 l) 8,50 €
If you did not find the product or service you were looking for on the list, please feel free to contact us at info@merisarkka.fi, as we strive to meet your needs and wishes as best as possible.
You can order wines and spirits for your booth according to your preferences at info@merisarkka.fi.
Additional orders during the event can place at indoor restaurant INFO.
Billing:
We kindly ask you to fill in your complete billing information on the form. If the billing information you provide is incomplete or incorrect, we will charge a €20 office fee for sending a new invoice. The billing surcharge is €7 per invoice. Complaints must be made within 7 days.
NOTE! Serving Rights: Oy Summer Fun Ltd / Merisärkkä has the serving rights for the entire exhibition area, so bringing or consuming your own alcoholic beverages in the exhibition area is prohibited according to Section 85 of the Alcohol Act and is a punishable offense. Security personnel will confiscate any personal drinks found at the exhibition stands for the duration of the event.
J&S Burger
From J&S Burger you’ll find vegetable and meat hamburgers.
For exhibitors pass 10 € / burger (norm. 12 € – 13,50 €).