HOLOLIFE SUMMIT EXHIBITOR INFO

Please read the following information carefully. Make sure you understand the production buildup/teardown schedule, delivering stand materials to the venue, that you do not have any prohibited items and contact us for any extra needs you may have.

EVENT OPENING TIMES

Estimated opening times for visitors are:

• 14 June 2025 - 8AM-6PM
• 15 June 2025 - 8AM-6PM

We reserve the right to adjust the opening times according to the program. Please follow the event website for more information.

Exhibitors are welcome to come in one hour before the doors are opened to guests.

EXPO AREA SETUP & TEARDOWN

All exhibitors are welcome to setup and prepare their stands:

• 13 June 2025 12PM-8PM 

Please note that all expo stands should be ready during 13 June 2025. We do not allow any setup time during the event.

All stand items should be removed from the venue immediately after the event ends:

• 15 June 2025 after 6PM

Please note that you cannot leave anything behind. All items left at the venue will be removed and thrown away. If you need temporary storage, please organize that or discuss with our event team for options.

REGISTRATION & BADGES

Exhibitors are required to register and collect badges for all staff members who are present during the event opening times. We recommend collecting the badges during pre-registration.

Pre-registration will be announced later.

Staff members who are only present during the building & setup day do not need to register. Badge is only required for entering during the event.

VENUE

Our venue is Krulli Kvartal:

Main entrance is used to enter the venue during the event and to register & collect the badges. Address is Kopli tn 70a, 10412 Tallinn.

Load entrance will be announced later.

For more information about the venue please visit their website.

EXPO AREA AND INFO ABOUT STANDS

Expo area and floorplan details will be announced later. Stand locations and numbers will be released later. Please do not inquiry about this separately, we will send the preliminary map immediately to all exhibitors when avaialble. Note that we reserve the right to adjust the floorplan according to possible changes.

All expo stands include:

• Expo carpet (purple)
• Basic lights (not possible to adjust)
• WIFI connection
• Electricity for a screen / laptop / charging small devices

You can order basic furniture at an extra cost. Please use the form provided at the end of this page. 

If your stand items are extra large or heavy (ie. cannot fit through a regular door or machinery is needed for lifting) or have special needs regarding electricity please fill the form provided at the end of this page. If you do not indicate special needs in advance we won’t be able to help you onsite.

PRINT PRODUCTS

We encourage all exhibitors to be mindful about the environment and use as little print products (flyers, giveaways etc.) as possible. Do not bring any stickers as giveaways as those are especially forbidden by the venue.

Please note that we do not allow any flyers / brochures / leaflets to be left on the tables around the event area. We will clear all tables and other surfaces outside of expo stands several times during the day. 

SHIPPING AND STORAGE

Please note that it is NOT possible to send any items directly to the venue before 13 June 2025. All exhibitor items should be brought to the venue during the setup time. If you are using a logistics company, please be there yourself to receive the shipment.

For shipping we recommend for example DHL. Please send everything you can from within the EU. If you send anything from outside of the EU, please notice that you might need to take care of customs and handle those beforehand. We do not reply to customs requests. Use a freight forwarder or importer if needed. The more you can carry with yourself, the better.

We will partner with a local logistics company to help out those who cannot bring their items to the venue directly on 13 June 2025. This service that enables intermittent storage of shipments before 13 June 2025 has an extra fee 150-200€, please contact the production with the form below to get more information.

CONSUMER SAFETY & REGULATIONS

The following items are banned:

• Making fire (candles, burning incense, pyrotechnics, fireworks etc.)
• Attachable stickers to be handed to consumers
• Others products or items that may damage the venue or the safety of attendees
• Weapons, explosives, detonators or fuses
• Illegal drugs or prohibited ingredients

All products (goods and services) sold at the event must be safe for consumers to use. Product categories that have specific rules include nutritional supplements, food products, medical devices, diagnostic tests and medical services. All exhibitors are responsible to make sure that they follow EU and local regulations in products sold to consumers. Consider the following to fit within the regulation:

Properly registered medical services

If you offer medical services designed to diagnose or treat disease in the EU, you have to offer an authorized service (for example you are registered as a healthcare professional or your service/product is an authorized and/or certified properly as a medical service provider in EU). If your service or personnel are not authorized, you are not allowed to sell it to consumers at our event. You can offer a service that is provided outside of the EU where regulation may be different, but the service cannot be delivered in the EU.

Only authorized medical devices

Do not make treatment claims (such as to diagnose or treat disease) other than for devices that are registered as medical devices in the EU (see here).

Products for general wellness and for promoting a healthy lifestyle are allowed.

Use authorized food supplement labeling

EU sets strict standards for labeling on food products such as supplements. You can find information on how to label nutritional information and claims in your packaging based on the information here.

For EU regulations on nutritional claims, see this list.

We prohibit unauthorized health claims (such as to diagnose, prevent or treat disease) in food & supplement product packaging. To see authorized health claims set by EU (European Food Safety Authority EFSA), see the list here, filter by claim status "Authorised".

You can always talk about the constituents, the cultivation, the molecular composition or other practical features, but you cannot make unauthorized health claims (such as "prevents cognitive decline" or "reduces risk of diabetes").

Note that the rules are much stricter than e.g. in the USA, where "Not approved by FDA" is often used after stating health claims. This kind of marketing is not allowed in the EU.

As an example, chaga is allowed as a food ingredient, but no health claims can be made about it.

No illegal medicinal products

Make sure none of your supplements or foods include illegal ingredients as specified in Estonia's Medical Products List, listed here. Make sure that none of the ingredients are listed in the narcotics list found here. Selling such ingredients is not possible either for "not for human consumption" as incense, cosmetics, fertilizer etc. in our event.

No sale of Novel Foods

Make sure none of your ingredients include unauthorized novel foods, listed here. If your food is categorized as a novel food and no specific approved preparation exists, you can exhibit it if you are looking for EU regulatory approval later, but you cannot sell it to consumers.

As an example, that CBD oil extract is specifically not authorized as a novel food, while hempseed oil is authorized.

No prohibited plants or extracts

Make sure your product doesn't include any of the specifically prohibited plants in Estonia. Examples of ingredients that are permitted elsewhere but not in Estonia include Gikgo, Milk Thistle, St. John's Wort, Saw Palmetto, Gotu Kola, Brahmi, and Siberian Ginseng.  See the list here.

Bottom-line

It is up to you as an exhibitor to assess the associated risks possibly involved with your products or services. Any issues arising for offering unauthorized products for sale is the sole responsibility of the exhibitor. Regardless, please provide sufficient information regarding the goods and services so that the consumers can assess the possible dangers associated.

All products served and sold must be legal in Estonia and we reserve the right to remove all items and possibly decline exhibition without compensation for vendors who do not comply with the local regulations and laws.

Sale of items through our rented payment terminals that do not match the regulations are strictly prohibited.

If you are unsure about your product or service, feel free to contact us, given that you have studied the links provided above.

HOTEL RECOMMENDATION 

Tallinn is a small town in international standards for a city. Booking of a hotel from Booking.com or Hotels.com is recommended for downtown Tallinn area. Everything is pretty much at walking distance. Uber, Bolt and Forus are recommended apps. Prices usually do not exceed 10€ in Tallinn area for a single ride.