INFORMATION FOR VEHICLE EXHIBITORS

EXHIBITION OFFICE AND SETUP
The exhibition office will open, and the setup of the exhibition will begin on Friday, September 27, 2024, at 10:00 AM.

VENUE AND OPENING HOURS
Loimua Arena, Härkätie 17 B, 13130 Hämeenlinna
Setup will take place on Friday, September 27, from 10:00 AM to 10:00 PM. Vehicles must be inside by 8:00 PM at the latest, and booths must be ready by 9:00 PM on Friday.

Exhibitors can access the event starting at 8:00 AM on Saturday and 9:00 AM on Sunday.
The event will be open on Saturday, September 28, from 10:00 AM to 6:00 PM and on Sunday from 10:00 AM to 4:00 PM.
On Saturday, a cruising event will start from the Arena hobby park area at 6:30 PM.

CONFIRMATION OF SPACE
To participate in the exhibition, offer your vehicle for display. The exhibition organizer reserves the right to accept, place on a waiting list, or reject the application. The registration is binding only when the exhibition organizer has sent a written confirmation of your vehicle's acceptance. Participation is free of charge. If you cannot attend the event, cancel your space in writing, e.g., via email. If the exhibition organizer incurs costs due to your vehicle's participation before or after cancellation, you are required to cover these costs.

VEHICLE DELIVERY AND PICKUP
You can bring your vehicle to the venue on Friday, September 27, between 10:00 AM and 8:00 PM. The vehicle must be inside the exhibition and in its allocated space by 9:00 PM on Friday. The vehicle may only be started and removed from the booth on Sunday, when the exhibition officially ends. Vehicles should not be started during the event. The vehicle must be removed from the exhibition area immediately after teardown starts at 4:00 PM on Sunday. The vehicle on the booth should have minimal fuel, with the main power turned off or battery cables disconnected throughout the event. Also, place absorbent material under your vehicle in case of leaks. Remove the key from the ignition and keep it safe.

ELECTRICITY
If your vehicle requires electricity, order it in advance and in good time. The organizer covers the electricity costs for the participant. Electricity is intended for special lighting of the vehicle, screens, or other electrical devices used in the booth. Do not order electricity unnecessarily, as each electrical connection incurs costs for the organizer. The organizer is not responsible for any damage caused by power outages or faults in the exhibitor's electrical devices.

TRAILERS
Trailers, heavy equipment, or any other vehicles must be parked in the designated areas during the event. The organizer is not responsible for the security of trailers and other vehicles during storage. Trailers should be locked during storage. Trailers must not be brought to the event location until the event has officially ended.

CAR WASH
A vehicle wash area is available at the exhibition venue where vehicle owners can wash their vehicles in queue order. Wash your car quickly and move it to a different area for drying. You can speed up the process by performing a basic wash on your car at home. Ensure that the wash area remains clean after use.

BOOTH PLACEMENT
The organizer makes the final decision on the placement of vehicles.

ACCESS PASSES/WRISTBANDS
Each person bringing a vehicle will receive two wristbands, which act as access passes during the event. Wristbands can be collected upon arrival at the exhibitor information desk. Additional wristbands can be purchased on Friday from the exhibitor services. The wristband provides access to both exhibition days. Exhibitors are not allowed to sell invitations or access passes.

CUSTOMER INVITATION TICKETS
Exhibitors can order customer invitation tickets for single-use access. The ticket, which includes the inviter's name and customer details, entitles one visit during the weekend. Customer invitation tickets can be ordered at a price of 20 euros until September 11. VAT will be added to the invoice. Customer invitation tickets cannot be resold. The minimum order is 10 tickets. Billing is based on the number of tickets ordered. After payment, the tickets will be mailed to the customer. A delivery fee of 8 euros will be added to the total invoice.

SECURITY
The organizer is responsible for general order at the exhibition area but is not liable for damage or loss of the exhibitor's belongings or structures. Items related to the exhibition or brochures are received and acknowledged by the exhibitor.

DECORATION
We recommend decorating the vehicle to match its theme. Flammable materials used in the booth must be fire-retardant. Fire retardants can be purchased at well-stocked hardware stores.

FIRE SAFETY
If there is a tent or similar type of canopy structure in the booth, it must be equipped with a smoke detector and a fire extinguisher. We recommend a carbon dioxide extinguisher for indoor use, suitable for extinguishing liquid and electrical fires without causing environmental damage.

OIL LEAKS AND USE OF SILICONE
If your vehicle leaks fluids such as fuel or oil, ensure sufficient absorbent material is placed under your vehicle. If using silicone for polishing tires, ensure the silicone does not spread onto the floor. Special cleaning for fluids and silicone on the floor incurs costs that the vehicle owner must cover. The cost is determined by the area that needs cleaning, and the organizer will invoice this later, so ensure you do not incur unnecessary costs.

INSURANCE
The organizer has liability insurance that covers personal or property damage according to the insurance terms, for which the insurer is liable. The liability insurance does not cover damage caused by the exhibitor's or its subcontractor's equipment, installations, or structures, so exhibitors and technical service providers must obtain appropriate liability and other insurance for the event.

GENERAL REGULATIONS
Any attachment of materials to the event area's buildings, roofs, columns, or wall elements is strictly prohibited. The exhibitor or technical service provider is fully responsible for any damage caused by such attachments to the event venue's buildings or to event attendees. Deviating from these regulations without the organizer's consent may result in booth closure or significant additional costs. Any disputes will be resolved in an arbitration tribunal agreed upon by the parties, or if not agreed, the laws of Vantaa will apply.

FORCE MAJEURE
The organizer reserves the right to cancel the event or reschedule it to another time or place if it cannot be held as planned due to unforeseen circumstances. If the event cannot be held due to regulatory decisions or other obstacles beyond the organizer's control, there will be no liability for compensation.

Welcome!