The vendor is responsible for making sure they have all the necessary licenses and permits to engage in commercial activity in Finland. All commercial activity must comply with the applicable existing Finnish laws and regulations as well as with the regulations and instructions given by the police, fire inspectors, environmental authorities, other public authorities, the event organizers (Ropecon ry) and the venue (Messukeskus Helsinki Expo and Convention Center). The event (Ropecon) or the event organizers are not liable for any damages or loss of revenue caused to the vendor if they are denied the necessary permits required to engage in commercial activity. The vendor shall be liable for any personal or material damages to the event, to the venue, or to a third party, such as visitors or other vendors. The vendor must not cause any damages or disturbance to other vendors, sponsors or other associates, visitors, staff members, volunteers, or organizers of the event.
The vendor is not allowed to transfer their right to sell, nor to transfer or sublet a stand area - whether in part or in its entirety - to another person, organization, company or to any third party without written permission from the event organizer. All necessary permits must be applied for at the latest two weeks prior to the event. The event organizer reserves the right to withdraw or deny the vendor’s right to sell and/or to cancel their stand reservation. The aforementioned also applies to transfer of entrepreneurship - whether in part or in its entirety - to a third party. If there are any changes in the ownership of the company or organization, the event organizers must be informed of these changes without delay. The event organizer reserves the right to cancel or deny the vendor’s right to sell and/or their stand reservation based on this information.
The vendor shall have the right to cancel their reservation up until seven weeks prior to the event for no additional fee. If the vendor cancels their reservation anywhere between seven and two weeks prior to the event, the event organizers shall be entitled to charge a fee commensurate with the expenses caused to the event due to cancellation. If a reservation is cancelled less than two weeks prior to the event, the event organizer shall be entitled to charge the vendor full price as specified in the confirmed stand reservation.
The vendor must reserve the stand area using their own full name, a trade name, or the name of their business, company, organization or association. Reservations made using a nickname are not valid and will not be accepted.
The measurements of the stand area are rounded off to the nearest half of a meter. The event organizer reserves the right to change the amount of reserved space to a small extent from the original size agreed with the vendor. All commercial activity must take place within the stand area reserved for the vendor. It is prohibited to store or place transport crates and other similar equipment, furniture and other display furnishings and/or products outside of the designated stand area. The event organizer reserves the right to remove or demand the removal any equipment or products located outside of the designated stand area.
During the event, the Vendor Hall is open on Friday from 3pm to 9pm, on Saturday from 10am to 6pm, and on Sunday from 10am to 3pm. Outside of these opening hours the Vendor Hall will be closed from visitors and entrance to the area is restricted. The construction, maintenance and dismantling hours for the stand areas are from 8am to 3pm and from 9pm to 10pm on Friday, from 9am to 10am and from 6pm to 7pm on Saturday, and finally from 9am to 10am and from 3pm to 8pm on Sunday. The event organizer reserves the right to change the opening hours and/or the construction, maintenance and dismantling hours of the Vendor Hall.
It is strictly prohibited to attach any advertisements, promotional material or signs using a method that can leave permanent markings or damage to the surfaces or other structures of the venue. The vendor must consult the event organizers for a suitable attaching method prior to displaying any materials. The vendor shall only display advertisements, promotional material or signs within their designated stand area. This also applies to promotional posters, leaflets and flyers. The event organizer reserves the right to remove any advertisements, promotional material and signs found outside of the designated stand area.
Unless otherwise specified, the rental fee for the stands and stand areas does not include any furniture or equipment. The vendor may use their own furniture or equipment, or they can rent tables and chairs from Ropecon for an additional fee. The size of the stand tables is at least 160 x 70 cm. The vendor is responsible for protecting the table surface from scratches, e.g. by using a tablecloth. The vendor is responsible for any and all damages caused to the rental furniture and other equipment during the event – whether intentional, accidental or caused by disregard.
The event organizers will determine an upper limit for the electricity consumption of the stand area which must not be exceeded even momentarily. All rules and regulations on electrical safety must be followed. All electrical appliances used must be in good working condition. The event organizer reserves the right to remove any electrical wiring and electrical appliances that are faulty and/or do not meet the electrical safety requirements. All electrical wiring must be placed and covered in a way that they do not pose a threat or inconvenience to other vendors or to the public.
The use of vehicles inside the Vendor Hall during the construction and dismantling hours is only allowed with permission from the event organizers. All loading and unloading must be done in a way that does not cause disturbance to the commercial activities in the Vendor Hall or to the other vendors.
Ropecon is a politically unaffiliated, non-profit event. The products sold by the vendor must not be contrary to the spirit of the event and must comply with Finnish laws and regulations. It is prohibited to prepare, sell or serve any food or beverages to the visitors within the Vendor Hall. The event organizer reserves the right to demand the vendor to remove any products not in compliance with the aforementioned requirements from being sold at the stand. The event organizer shall also have the right to deny the vendor access to the event if their products do not meet the aforementioned requirements.
Organizing program at the stand area consistent with the spirit and themes of Ropecon is allowed with permission from the event organizers. The event organizers must be notified of any program organized at the stand area at least two weeks prior to the event. The program must be organized within the designated stand area and it must not cause disturbance to the other users of the Vendor Hall. Using sound reinforcement systems when organizing program at the stand area is not allowed.
The vendor is responsible for cleaning up their designated stand area after the Vendor Hall has closed. All trash and other waste must be disposed of into a suitable garbage container approved by the city of Helsinki.
Upon request, the vendor must provide the event organizer with all the necessary documentation, administrative certificates and other clarifications on their commercial activities (e.g. extracts from the commercial register) as well as inform the organizers about any changes in the contact information of the vendor or the contact person without delay.
Upon reservation, the name of the company, business or organization, the name of the contact person, contact details and the content of the reservation will be registered to the database of the event. The vendor can request to see the information stored about them within the database by sending a written request to the event organizers. The event organizers shall have the right to publish the name of the vendor and the amount of the reservation fee as well as submit other information about the vendor to the authorities upon request.
If the vendor does not comply with the above mentioned Terms and Conditions, causes public disturbance, does not pay the reservation fee in time or sells counterfeit products, the event organizers reserve the right to deny or terminate the use of the stand area either temporarily for a specified time or permanently for the duration of the rest of the event.
The event and the event organizers reserve a right to all changes. The event organizers, police and other authorities shall have the right to change or restrict the opening hours of the Vendor Hall, either permanently or temporarily. The event and the event organizers are not liable for any additional damages, expenses or the loss of revenue to the vendor if the designated stand area is unavailable for use due to weather or any functional reasons or circumstances outside of the event organizers control (e.g. a strike, orders from the authorities). The liability of the event and the event organizers is restricted to returning the reservation fee paid for the stand area.
The Finnish version of these terms and conditions shall take precedence in case of any difference in interpretation.
